Event Guidelines

-All events must meet guidelines established by the NCAA, Southeastern Conference, and Vanderbilt University.

-Any event considered to be potentially harmful to the facility will be denied.

-The Department of Athletics must have a signed contract.

-All events must complete an athletic facility rental request form.

-Certificate of Insurance (COI) for a minimum $2 million must be included with request and be valid through rental date.

-COI certificate holder: Vanderbilt University Athletics | 2601 Jess Neely Drive | Nashville, TN 37212.

-Any last-minute event requests are not guaranteed.  

Compliance Guidelines

Please be advised that the Compliance Department will be consulted for all events, with special attention paid to events which involve:

-Prospect-aged individuals including those in grades 9-12, two-year college individuals, or if the event will raise money for any group including individuals included in those age groups.

-Vanderbilt University coaches or staff.

Facility Rental Procedure

-Any group requesting to use Vanderbilt University Athletics facilities should contact Jordan Meltzer at 615.322.6548 or by email at athleticfacilityrentals@vanderbilt.edu. At least a 14-day notice of an event is required. Jordan Meltzer will direct you to the Vanderbilt Athletics Facility Rental page to fill out the appropriate form. All events must complete an athletic facility rental request form because it serves as the written request for the space’s use. Please have the following information to provide:
a. Organization/Department Name
b. Point of Contact (email and phone number)
c. Date (s) requesting
d. Time of event
e. Event details such as set-up and equipment needs
f. Whether the event will have participants that are minors (age 18 and under)

-If the space is available and Vanderbilt Athletics approves the rental request form, the Event Management staff will review the specific needs of the event and consult with other constituencies (e.g., Grounds, Custodial, Compliance, Guest Services) as needed.

-If the event is approved by Event Management (and the Compliance Department), the renter and an Event Management staff representative will discuss any further logistics and financial costs for the event (by phone or email).
a. Expenses include but are not limited to custodial services, guest services representative, usage of electricity & water, field lights, rental fee, audio/visual (if needed), preventative maintenance fee (wear & tear of facility), and on-site member fee.

-After all logistics for the event have been confirmed, a link to Teamwork’s will be sent to the renter which includes the Athletic Facility Rentals Agreement. The agreement will outline all facility use requirements and details agreed upon between Vanderbilt and the renter.

-The Athletic Facility Rental Agreement and COI should be executed and returned to the Event Management Department at least two weeks before the event.

-The renter must pay the full balance before the event has taken place.
a. Payment options include:
i. By Phone – Jenna Sanders (615.322.4185) in the business office. Credit card processing fees may apply.
ii. By Check – Payable to Vanderbilt Athletics Facility Rentals. Send to Vanderbilt Athletics Attn: Business Office 2601 Jess Neely Drive, Nashville, TN 37212.

Film Request Rental Procedure

Film requests (photo/video) require a supplemental process and approval through campus. Vanderbilt Communications and Marketing requires 30 business days (about 4 and a half weeks) advanced notice to approve this type of request. The rental procedure follows the same guidelines as a practice or competition.

Event Operations Expenses

Event operation expenses may include, but are not limited to set-up, tear down, guest service personnel, EMS, traffic & parking, custodial services, electrical services, video board and scoreboard services, audio/video services, and Vanderbilt personnel.

Facility Policies

-Pets are not allowed in athletics venues. Service animals are acceptable.

-Smoking or other tobacco use is not permitted in athletics venues or on Vanderbilt University campus.

-Food, gum, chewing tobacco, and sunflower seeds are not allowed on the playing surfaces.

-Vanderbilt University is NOT responsible for loss due to theft.

-Renters should immediately report any injury or facility/equipment irregularity to the Event Management Staff.

-Guest Service personnel are required at all events. Additional staff and services may be required based on the needs of your event.

-Vanderbilt University can’t guarantee requests to host reoccurring rentals. Requests will be evaluated on a case-by-case basis.

Contact Information

To reserve space or to obtain more information regarding the usage of Vanderbilt Athletics Facilities, please contact Jordan Meltzer at (615) 322-6548 or by email at athleticfacilityrentals@vanderbilt.edu