Summer Conferences

• Summer Conference Overnight Stays are only offered from June 1^st – July 31^st each calendar year. Any stays outside of this date range must be requested and approved by the Conference Office before a reservation can be confirmed.
• Reservation form opens January 15^th at 8am of each calendar year.
  • A completed form is required for anyone wishing to host a camp or conference with overnight on-campus participants.
  • Reservable space is limited, so the sooner the request is submitted the better, as our spaces may fill up quickly
  • Once the form is received, you will be sent a preliminary quote within 5-10 business days from [email protected], our Conference Management Software. 
• Reservation form closes May 1^st at 4pm of each calendar year.
• Accommodations Confirmations will be sent out no later than 5 Business Days after reservation form closes. The due date for any changes will be indicated in the Accommodations Confirmation email.
• Accompanying the Accommodations Confirmation will be the Summer Conference Housing Agreement (our contract) and the Minor Participant Sponsor Acknowledgment Form for any reservation with minor participants.
  • Both must be submitted to Conference Office at least 2 weeks before the scheduled conference stay.
• Accompanying the Accommodations Confirmation will also be the Agreement Regarding Participation in Event form.
  • This form must be submitted for every overnight participant (this includes participants, coaches, parents, authorized adults, minors, and anyone else staying overnight in the residence halls) before the participant can check-in. 
  • The “Parent” section can be left blank for adult participants but must be completed and signed by the participant’s parent or legal guardian.
  • Participation Agreements can be submitted to the Conferences Office by scan, email, or in person – either all together after collection from camp leaders or by each participant as they check-in. MTSU Housing MUST HAVE a Participation Agreement on file for every overnight guest.
• A completed participant room assignment roster must be provided to Conference Staff at least 7 business days prior to the start of the scheduled conference
• MTSU Housing requires all external organizations to submit a Liability Insurance Certificate for your stay with a minimum of $1 million in coverage. This must be submitted to the Conference Office at least 10 business days before your stay.
• Any keys checked out and not returned within 24 hours of check-in will be charged as a participant for the duration of the scheduled visit
• Any changes to the participant roster must be reported to the Conference Office by 10am the day following check-in
• June camps/conferences will have their invoice sent to the business office and the designated responsible party by the end of the first week of July.
  • Any corrections to the invoice must be requested to Conference Staff within 10 business days after receipt of the invoice.
• July camps/conferences will have their invoice sent to the business office and the designated responsible party by the end of the first week of August.
  • Any corrections to the invoice must be requested to Conference Staff within 10 business days after receipt of the invoice.

• Double Occupancy – 2 participants per room
  • $30 per person/per night
  • $120 per person/per week
  • TN State Taxes applied to organizations without a valid tax exemption certificate on file
• Single Occupancy – 1 participant per room
  • $60 per person/per night
  • $240 per person/per night
  • TN State Taxes applied to organizations without a valid tax exemption certificate on file
• After 4 consecutive nights, price moves to weekly pricing
• Single Occupancy will not be applied to uneven numbers of participants but will be applied to participants placed in designated single rooms, as indicated on the provided room roster by an “S” next to the room number
• Utilizing private rooms will lower the number of participants that can be housed with each group, and cannot be guaranteed due to space restrictions
• Recruitment Discount of 15% will be offered for camps that bring Middle or High School Students
  • Any reservation with minor participants must follow MTSU Policy 101 – Minors Participating in University Sponsored Programs or Programs Using University Facilities
    • This entire policy is mandatory for any camp or conference, but the section regarding mandatory on-site supervision can be found in Section IV – B. 
    • The Required* Authorized Adults for each stay will be given a comped private room
      • Comped rooms cannot be guaranteed for Authorized Adult participants exceeding the required ratio
• A Tax Exemption Certificate is required each year for tax exemption to be applied

Payment

• All external organizations must provide a W-9 to the Housing Conferences Office before their stay. The Business Office will then provide an MTSU ID Number that must be provided on any check or payment option used for payment of stay
• All MTSU Departments must provide the index number to charge and the administrator over the account before a reservation can be accepted
• Checks should be made out to Middle Tennessee State University and mailed to 103 Cope Administrative Building, 1301 E Main St, Murfreesboro, TN, 37132
• If being paid with a purchasing card or credit card, please notify the Conference Office so that a payment portal link can be set up with the MTSU Business Office

Common Charges

• Lost Keys – $86.50 + tax* = $94.93
  • *Tax Exemption does not apply to lost keys
  • Keys can ONLY be returned directly to a MTSU Housing Staff Member. Any keys not turned in directly to an MTSU Housing Staff Member past midnight on the day of check out will be charged as a lost key.
• Lost Access Cards – $30
  • Access cards cannot be returned (directly to a Conference Staff member) past midnight on the day of check-out.
• Trash not properly disposed of – $35
  • Trash bags will be provided in the main lobby of assigned building(s).
  • All trash must be disposed of in the designated dumpster of assigned building(s) before checkout
  • Trash or Trash Bags must never be left in hallways or common spaces, even throughout the stay, or the charge will still apply
  • Improper usage of provided sanitary disposal bins in bathrooms or provided recycling receptacles in lobbies may also incur a charge
• Damages to Residence Halls or Residence Hall furniture/furnishings will be assessed based on damage done and replacement/repair cost.
• If excessive cleaning is needed of used space at the fault of a participant(s), charges may incur at the discretion of facilities staff
• Laundry – $1.50* per load/per machine
  • Each Residence Hall has a designated laundry room or rooms. 
  • *Machines only take quarters, and we do not have any exchange machines on campus. Please prepare accordingly.

FAQ

• The number of participants CANNOT EXCEED the participant estimate provided in the Reservation Form. The Conference Office plans space as efficiently as possible to fit our guests, so numbers that exceed the original estimate are not guaranteed a stay in the residence hall. 
• There will be no enabled telephone or cable jacks in any of the guest rooms. A TV will be in a central location.
• All conference participants will need to bring their own linen: including pillow, pillowcase, twin XL (39” x 80”) sheets, towels, washcloths, blanket, a mattress cover (39” x 80”), if desired, etc. The Conference Office doesn’t have any extra linens available if your participants forget.
• The summer is the only time available to complete maintenance work/repair work in the halls. Please advise your participants that facilities staff and contractors may be present in the building. Be aware of your valuables. Leave anything of extreme value at home. The doors to your rooms should be locked at all times. Your participants should also be aware about leaving any hall doors or exterior doors propped open.
  • If you find anything missing, report this to your hall staff at the front desk. They will assist you by completing an incident report and contacting the police so that you may complete a police report.
• Safety Information Brochure
• What to Bring Participant Checklist

Housing Conference Policies

• No highly combustible materials such as crepe paper, straw, etc. will be allowed in any of the residence halls per the state fire codes. If you have any questions, feel free to contact MTSU Safety Office at 615-898-5784.
• MTSU is a tobacco free campus, this includes any tobacco products or paraphernalia. If it is on campus, it must remain in your personal vehicle, per the tobacco policy.
• Everyone must be checked out by the time indicated. Summer assignments are in high demand. Your group must be out of the building(s) at the time agreed, as the building(s) will have to be checked and cleaned before the next group can check in. Due to limited staff, no one will be allowed to check in early, or to check out later than your agreed times.
• Garbage bags will be available at the front desk or lobby of each residence hall. Trash cans in the hallways are not provided. We ask you to communicate to your guests that they are responsible for taking their trash to the dumpsters and putting the trash in the dumpsters. Hall staff will direct you to the dumpster locations.
  • Failure to remove trash will result in a charge to the group of $35.00 per bag, this includes trash bags being left in the hallway or public spaces after or during stay.
• As long as a participant keeps a key to a room, rent will be charged to that group, unless the Conference Staff is notified that the key was lost. There is to be no exchanging of keys, access cards, or rooms unless the Conference Staff are notified and implement the change. Keys are the responsibility of each conference and the Conference Staff, located in Gracy Hall, Room 114. Each person is to check in and check out with a Conference Staff Member. Once room assignments are made, there will be no changes unless in emergency situations and with the help of a Conference Staff Member. 
• MTSU Policy 101 – Minors Participating in University Sponsored Programs or Programs Using University Facilities
• Summer Conference Rules and Regulations

Accommodations

Bed Space Estimates and Residence Hall Availability are subject to change due to renovations, repairs, and maintenance.

• Quad Style – 4 rooms (up to 8 participants) per Quad with exterior entrance to rooms and a central shared bathroom per quad. Centralized lobby, kitchen, and laundry area.
  • Deere Hall
    • Area 4 (Deere & Nicks Halls)
    • 1619 Alumni Drive
    • ~145 beds
  • Nicks Hall
    • Area 4 (Deere & Nicks Halls)
    • 1619 Alumni Drive
    • ~145 beds
  • Gracy Hall
    • Area 2 (Smith, Sims, Beasley, Judd, & Gracy Halls)
    • Cross Streets: Alumni Drive & Friendship Street
    • ~90 beds
  • Judd Hall
    • Area 2 (Smith, Sims, Beasley, Judd, & Gracy Halls)
    • Cross Streets: Alumni Drive & Friendship Street
    • ~100 beds
• Traditional Style – Interior entrance to rooms with large community bathroom(s) on each floor. Centralized lobby, kitchen, and laundry areas.
  • Reynolds Hall
    • Area 1A – Monohan Complex (Reynolds & Schardt Halls)
    • 312 Alma Mater Drive
    • ~160
  • Schardt Hall
    • Area 1A – Monohan Complex (Reynolds & Schardt Halls)
    • 312 Alma Mater Drive
    • ~175
  • Miss Mary Hall
    • Area 1B – Lyon Complex (Mary & McHenry Halls)
    • 612 Old Main Circle
    • ~95
  • McHenry Hall
    • Area 1B – Lyon Complex (Mary & McHenry Halls)
    • 612 Old Main Circle
    • ~115
  • Smith Hall – Area 2
    • Area 2 (Smith, Sims, Beasley, Judd, & Gracy Halls)
    • Cross Streets: Alumni Drive & Friendship Street
    • ~130
  • Sims Hall
    • Area 2 (Smith, Sims, Beasley, Judd, & Gracy Halls)
    • Cross Streets: Alumni Drive & Friendship Street
    • ~100
  • Beasley Hall
    • Area 2 (Smith, Sims, Beasley, Judd, & Gracy Halls)
    • Cross Streets: Alumni Drive & Friendship Street
    • ~90 beds
  • Corlew Hall
    • Area 3A (Corlew Hall)
    • 1634 MTSU Blvd
    • ~340 beds
  • Jim Cummings Hall
    • Area 3B (Cummings Hall)
    • 1744 MTSU Blvd
    • ~350 beds
• Apartment Style – One-, Two-, and Four-bedroom apartments are available, but they are subject to availability, as MTSU Housing Apartments are utilized for summer residents and student staff. One- and two-bedroom apartments consist of one private bathroom, a furnished kitchen with basic appliances, and a living/dining area. 4-bedroom apartments consist of two bathrooms, a kitchen with furnished basic appliances, and a living/dining area. Camps/Conferences with minors staying overnight in the residence halls cannot be assigned to apartment spaces, regardless of availability. 
  • Womack Lane Apartments
    • Area 5 (Womack Apartment Buildings A-L)
    • 1- & 2-bedroom apartments
    • 1835 Alumni Drive
    • Number of bed spaces depends on availability
  • Scarlett Commons Apartments
    • Area 6 (Scarlett Apartment Buildings 1-9)
    • 4-bedroom apartments
    • 1858 MTSU Blvd
    • Number of bed spaces depends on availability

Amenities

• Laundry
  • Laundry rooms with multiple machines
  • $1.50 per load/per machine
  • Quarters required for use – no exchange available 
• Wi-Fi  – available for all guests at MTSU
  • In the residence halls: connect to the network “HousingBlueWifi” and follow the prompts for Guest Access.
  • In the academic buildings: connect to the network “BlueWifi” and follow the prompts for Guest Access.
  • ITD Requires guests to log in to the Wi-Fi every 24 hours.
• Kitchens/Kitchenettes
  • Available in each hall, either in the lobby or a centralized location on each floor
  • Typically furnished with a sink, stove/oven, microwave, ice machine, and counter space, unless a replacement/repair is required.
  • Kitchens will be locked before each camp/conference unless specifically requested to be unlocked by the camp/conference coordinator
• 24/7/365 Desk
  • Scarlett Commons Clubhouse
  • 1848 MTSU Blvd
  • 615-904-8068
• Parking
  • Parking lots are located within a reasonable distance of each residence hall. 
  • All parking passes and information can be found at MTSU Parking Services.
• HVAC
  • Each room/apartment is equipped with their own AC Unit for individual comfort
• Pets/ESAs/Service Animals
  • Per MTSU Housing Policy, pets and Emotional Support Animals are NOT allowed in the residence halls during Conference Housing.  Service animals are allowed subject to applicable law and must be supervised at all times. Conference Office must be notified ahead of check-in that a service animal will be brought by a participant.
• Within driving distance to Nashville and many historical landmarks 

• MTSU Campus Map and Directions
• MTSU Police Department – 615-898-2424
• MTSU Dining – 615-898-2675
• MTSU Event Coordination – 615-898-5002
• MTSU Parking Services – 615-898-2850
• Murfreesboro, TN Visitors Information

• Current MTSU Students should contact [email protected] for questions about summer housing.
• Individuals visiting MTSU over the summer should navigate to our Guest Apartment Information.
• Non-MTSU Students who have internships in Middle Tennessee and would like to stay on MTSU’s campus for the duration of their internship should email [email protected] for information.

• MTSU Overnight Summer Conferences Stay – Request for Reservation
  • Opens January 15^th at 8am
  • Closes May 1^st at 4pm
  • Have all reservation information ready before beginning request
• MTSU Housing Conference Office
  • Gracy Hall, Room 114
  • 321 Friendship Street
  • Main Office: 615-904-8310
  • Stephanie Alderson
    • Assistant Director of Housing Staff Resources and Guest Management
    • [email protected]
• Housing Front Desks:
  • Scarlett Commons Apartments
    • Open 24/7 all year long
    • 615-904-8068
    • Scarlett Commons Apartments Clubhouse
  • Monohan Complex (Schardt & Reynolds Halls)
    • 615-898-4159
    • Monohan Lobby
  • Lyon Complex (Miss Mary & McHenry Halls)
    • 615-898-4160
    • Lyon Lobby
  • Area 2 (Smith, Sims, Beasley, Judd, & Gracy Halls)
    • 615-898-5044
    • Smith Hall Lobby
  • Corlew Hall
    • 615-898-4542
    • 1^st Floor Lobby
  • Jim Cummings Hall
    • 615-898-4201
    • 1^st Floor Lobby
  • Deere/Nicks Halls
    • 615-898-4202
    • Deere Hall 1^st Floor Main Lobby
  • Womack Lane Apartments
    • 615-898-2858
    • Womack Lane Apartments Clubhouse