IMC 2021 Markets & Fairs Exhibitors Terms & Conditions of Booking

  1. Exhibition space, advertising and sponsorship through the International Medieval Congress 2021 (IMC 2021) is reserved by payment in advance. Your reservation is not confirmed until payment has been received in full by the IMC. If payment in full is not received by the IMC, then we may re-allocate your space to another customer and you will not be included in the virtual event platform, website or digital programme. In that case, an administration charge of £50.00 will be payable and will be deducted from any refunds of part payments already made.
  2. All cancellations must be made in writing to imc@leeds.ac.uk and are subject to an administration charge of £50.00 + VAT.
  3. Cancellations of reservations for any IMC 2021 virtual exhibition space, sponsorship, fringe event, branding or other service/product listed in this brochure received by 5 April 2021 will secure a of 80% of the total paid. Cancellations received between 6 April 2021 and 10 May 2021 will secure a refund of 50% of the total paid. There will be no refund for cancellations made after 10 May 2021.
  4. All bookings are subject to the availability of space. When you book online, you will receive automatic confirmation of payment for your order. The availability of the items booked will then be confirmed by a member of the IMC team. In the event that the space you have booked is not available, we will offer an alternative or full refund for this part of your booking.
  5. The IMC reserve the right to change the venue or online platform of the IMC or any part of any event to a reasonably suitable alternative should the need arise. In that event, the IMC will endeavour to provide customers with space at the new venue/platform equivalent to that originally booked. In the event that the IMC are unable to accommodate customers in this way, any monies paid for this part will be refunded.
  6. All attending representatives of online exhibitors must be registered as part of the exhibitor booking and use their own Pathable credentials to access the IMC virtual event platform. This will provide the necessary access to conference events; failure to do so may result in refused entry. All attendees must agree to be bound by our Registration Terms and Conditions and policies including our Dignity and Mutual Respect policies as detailed at https://www.imc.leeds.ac.uk/register-2021/terms/. Exhibitors will also be required to agree to Pathable’s Terms and Conditions available at https://pathable.com/terms-conditions/ to access the platform.
  7. Standard Stall exhibitors must provide all details and collateral for their virtual stall by 10 May 2021. Exhibitors are responsible for checking their stalls are correct and may provide one set of amends before 14 June 2021. Exhibitors will be given early access to the platform to check their stall by 1 June 2021 at the latest.
  8. Enhanced Virtual Booth Exhibitors are responsible for populating their virtual booth, with the relevant and materials information before the virtual event platform opens to delegates on 28 June 2021. Exhibitors will be given early access to the platform or screen shots to enable them to do this from 1 June 2021 at the latest.
  9. IMC will provide guidance to exhibitors regarding the types, dimensions and technical specifications for information, files and graphics that will be required to populate their virtual booth webpage. This will be provided following confirmation of their booking.
  10. The University of Leeds will not incur any liability to you if we are unable to provide any of the services/facilities due to circumstances beyond our control including, but not limited to, reduction or failure of power supplies, internet outage/disruption, student demonstration or sit-in, flooding, and accident. We will not be liable to you for any costs, claim, loss or damage arising out of any tortious act or omission, breach of contract or breach of statutory duty calculated by reference to loss of profits, income or sales.
  11. You will indemnify the IMC and the University of Leeds against any costs, claim, loss, or damage we may suffer or incur as a result of any alleged copyright infringement or breach of any other intellectual property rights arising out of publication of your copy in the IMC 2021 Programme, Virtual Event Platform, or website or the display or reproduction of any works by you at the IMC 2021, on the IMC 2021 Virtual Event Platform, and at associated fringe events.
  12. Completion of the online booking process implies acceptance of these Terms and Conditions and any deadlines listed in this booklet. These may only be varied with our prior written authority.
  13. Data provided by you will be processed in accordance with our Privacy Notice which can be read at https://www.imc.leeds.ac.uk/policies/privacy-notice/