Registration Instructions

Our Counselor Conference programs for spring 2013 are full at this time. If you have a confirmed spot on our wait list, we will be contacting you as space becomes available.

If you are interested in attending future Counselor Conference events, please email us your contact information at counselorconference@vanderbilt.edu.

About

Counselor Conference is an invitation-only* program hosted each spring by Vanderbilt University. Designed specifically for high school counselors, the program provides the opportunity to explore our beautiful, park-like campus, to get to know Nashville, and to interact with current students, faculty, deans and key members of the admissions staff.

You were nominated by a Vanderbilt admissions officer to attend Counselor Conference because of an existing relationship with your school or because of our desire to get to know your school better. We continually strive to become better educated on your community and students, and Counselor Conference is a great way to facilitate this exchange. We hope that you will be able to join us!

*This invitation is non-transferable unless approved in advance by the Counselor Conference team.

Dates

In 2013, we will offer two identical programs from which you can choose: Thursday, April 4 through Friday, April 5 OR Thursday, April 11 through Friday, April 12.

Lodging

Vanderbilt will accommodate all participants at a local hotel and cover all expenses associated with the program through the duration of the conference. Vanderbilt will also provide accommodations on the Wednesday prior for those who would otherwise not be able to arrive in time for conference registration on Thursday.

Please Note: 

• You may attend only one program with one counselor per high school/organization represented. 
• You may not be confirmed for one program and on the waiting list for another.

Domestic Counselor Travel

Before you purchase any airline tickets or make other travel arrangements, you must register for the program, receive confirmation of your registration, and receive the travel information form via email. (The travel form will be distributed to you from the address counselorconference@vanderbilt.edu.) Vanderbilt will reimburse up to $375 airfare or 55.5 cents per mile driven within a 400-mile radius. 

International Counselor Travel

Once you register for the program and receive confirmation of your registration, we will contact you regarding travel arrangements. Please note that we are only able to pay for your ticket if we book it for you. Please do not make travel arrangements on your own. 

Please email counselorconference@vanderbilt.edu with questions or concerns.

Frequently Asked Questions

• Why was I invited?

  You were nominated by a Vanderbilt admissions officer to attend Counselor Conference because of an existing relationship with your school or because of our desire to get to know your school better. We continually strive to become better educated on your community and students, and Counselor Conference is a great way to facilitate this exchange.

• What will I do during the conference?

  You will have the opportunity to explore our campus, meet current students, and visit with the faculty, deans and admissions staff. We will post an official itinerary on this website in January 2013.

• Who pays for the trip?

  This is an all-expenses-paid program. For domestic counselors, Vanderbilt will reimburse coach airfare up to $375, or 5.55 cents per mile within a 400-mile driving radius.

  For international counselors, we will book and pay for flights upfront; please do not book your own flights. We will do our best to honor your airline and airport preferences, but we cannot always accommodate your requests.

  Vanderbilt will accommodate all participants at a local hotel and cover all expenses associated with the program through the duration of the conference. Vanderbilt will also provide accommodations on the Wednesday prior for those who would otherwise not be able to arrive in time for conference registration on Thursday.

• When does the program officially begin and conclude?

  Check-in for the program will run from 9 a.m. until 10:30 a.m. Central Time on Thursday. The program will officially conclude on Friday at 10 p.m.

• May I give the invite to another member of my counseling staff?

  This is a personal invitation to you; if you wish to send a different member of your staff, you must notify us in advance. While we typically try to accommodate these kinds of requests, we cannot always do so.

• How many spaces are available for the program?

  We will be able to accommodate 85 counselors for each of our programs. Registration will be available in January 2013 and will operate on a first-come, first-served basis.

  The Save the Date you received is not a notification that registration is open. A formal invitation will follow in late January that will walk you through the registration process. You may not reserve a place for either program until you have received the formal invitation and followed the registration process.

• Can you guarantee that I have a single room?

  Yes! Every attendee will have his or her own room.

• Are you able to accommodate my special dietary needs?

  In most situations, we are able to accommodate special dietary needs. Be sure to let us know of any special dietary needs as soon as possible and we will do our best to accommodate them.

• How much walking is involved during the weekend?

  The program involves a significant amount of walking so that you can see most of our beautiful campus and the surrounding area.

• May anyone (spouse, partner, etc.) accompany me?

  Because this is an invitation-only event, we cannot include others during official program sessions. While you're certainly welcome to explore Nashville prior to and after the program with a traveling companion, we want to be clear that there will be no free time during Counselor Conference to interact with those not invited to the program.
  

• What if I can't stay for the whole program?

  Since space is limited for this program and we maintain a wait list, please plan on attending all sessions and staying for the duration of the program. If your schedule does not allow for this, we will be happy to add your name to the list for future programs.

• What should I pack?

  We will send a complete packing list at a later date, but you will need comfortable shoes and rain gear (April showers bring May flowers in Tennessee). While attire for the majority of the program will be casual, we will treat you to two dinners out on the town.

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