FAQs for Delegates

Frequently Asked Questions: Delegates

How many academic sessions and speakers are there?
How long is vIMC, and when will it begin and end?
Must I register in order to attend?
Where can I download the IMC app?
Can I access vIMC on my desktop / laptop, or without downloading the app?
What are ‘fringe’ events at vIMC?
How do I access the Book Fair / Craft Fair / Second Hand and Antiquarian Book Fair / Historical and Archaeological Societies Fair?
Where can I find a list of events, activities, and performances taking place at vIMC?
There are two papers scheduled at the same time and I want to see both. Must I choose between them?
How do I access virtual International Medieval Congress (vIMC)?
Do I need any specialist software to access academic sessions?
Do I need any specialist hardware to access academic sessions?
What platform is being used to host vIMC sessions?
How do I join an individual vIMC session?
Can I check my camera and microphone are working prior to joining a vIMC session?
Where can I download the vIMC app?
Will I be able to access the vIMC app on my device?
Can I access vIMC on my desktop / laptop without downloading the app?
Should I keep my camera and microphone on when in academic sessions?
How do I ask a question during a vIMC session?
I am having difficulty connecting to a virtual session room at vIMC. What technical support is available?
Will sessions be captioned?

 

How many academic sessions and speakers are there?

Virtual IMC is an exciting experiment in delivering some of the IMC experience digitally. The programme will consist of 150 sessions, spread across 9 parallel sessions over 5 days. 

 There are around 500 speakers contributing to the programme, alongside moderators, exhibitors, performances, and delegate-led fringe events.

 

How long is vIMC, and when will it begin and end?

The core academic programme of vIMC will run from 09.00-18.00 (BST) each day from Monday 06 July to Friday 10 July.  

Events, performances, and fringe events may be scheduled outside of this time.  

All timings are given in British Summer Time (BST) and delegates outside of this time zone can adjust accordingly using a time zone calculator.

 

Must I register in order to attend?

Yes, in order to access any part of the vIMC programme you must first register online. Registration is free for all delegates and speakers. 

It will not be possible to access any part of the vIMC programme without registering 

 

Where can I download the IMC app?

All registered delegates have been sent details of how to access the UniLeedsEvents app where all IMC content will be hosted. Further information can be found ‎here

 

Can I access vIMC on my desktop / laptop, or without downloading the app?

Absolutely. The UniLeedsEvents app is also be accessible through your web browser. You can access the vIMC app right here in your web browser.

 

What are ‘fringe’ events at vIMC?

We know that the networking and social opportunities are a key aspect of attending the IMC in person. Recreating this virtually is difficult, and so we are offering delegates who register before 20 June the opportunity to add their own events and activities to the programme when they register.

A fringe event may be an opportunity to meet, network, and socialise with a publisher, or it may be used to bring together colleagues interested in a particular area or field.

These ‘fringe’ events are organised by individual IMC delegates who take full responsibility for hosting and facilitating these events. As a result, they may be scheduled outside the core hours of the vIMC programme to take into account particular time zone needs of attendees.

 

How do I access the Book Fair / Craft Fair / Second Hand and Antiquarian Book Fair / Historical and Archaeological Societies Fair?

Access to the exhibitions, including exclusive discounts for vIMC delegates, will be via the UniLeedsEvents app. Details of how to access the app can be found above.

Where can I find a list of events, activities, and performances taking place at vIMC?

All activities, including the core academic programme, exhibitions, events, performances, and ‘fringe’ events, will be listed in the vIMC programme which can be accessed either via the UniLeedsEvents app (see above) or in PDF format here.

Please note that the PDF programme cannot be updated live, and so it may take some time for new events or amendments to the programme to display there.

There are two papers scheduled at the same time and I want to see both. Must I choose between them?

Yes. Just as at an in-person IMC, it can be very disruptive for members of the audience to leave one session room and join another during a presentation. Additionally, owing to the system’s technical limitations, there is no guarantee that you will be able to join a second session once you have left another in any one timeslot.

You are more than welcome to reach out to any presenter whose paper you cannot attend to discuss their research in more detail or to request a copy of their slides and/or paper. This can be done through the app.

How do I access virtual International Medieval Congress (vIMC)?

vIMC is hosted via the UniLeedsEvents app. All registered attendees will receive instructions on how to access the app – either via the App Store, Google Play Store, or their web browser – shortly before vIMC begins.

You may access the app via multiple devices, but can only be logged into the app on one device at a time.

Remember, you must be registered as an attendee of the event to access the content.

Do I need any specialist software to access academic sessions?

No. However, you will need to install the UniLeedsEvents app if you are accessing vIMC via a mobile device or tablet.  If you are using a PC / Mac desktop or laptop, you can also access the app via your web browser.

The platform is free to access and does not require the purchase or installation of any specialist software. However, you should make sure that you are using the latest version of your web browser before vIMC begins.

The supplier recommends that Blackboard Collaborate Ultra runs best using Google Chrome (available for Windows/Android/Apple/iOS) or Safari (Apple/iOS only) web browsers, and you can download the latest versions of these using the links provided.

Speakers and other active participants should ensure that they have a working microphone and webcam on/ connected to their computer.

Fringe events which are organised by vIMC delegates may be hosted on an alternative platform and you should contact the organiser of the fringe event at your earliest opportunity in case you have any queries about how to access their event.

Do I need any specialist hardware or equipment to access academic sessions?

No. Your regular device should be sufficient. All vIMC sessions and content will be hosted on the UniLeedsEvents app. A link to download this will be made available to all registered attendees prior to vIMC. The app will be available on Android and Apple mobile devices and tablets, as well as via the web browser on your PC/Mac laptop or desktop.

If you do not have one built in, you may wish to acquire a webcam so that you can be seen. This is most important for speakers.

As an attendee, the built in microphone on your laptop should be sufficient to capture your voice. However, you may wish to purchase a headset or separate microphone if you have any concerns in this regard.

What platform is being used to host vIMC sessions?

All sessions are hosted via the University of Leeds teaching and meetings platform, Blackboard Collaborate Ultra.

The platform is free to access and does not require the purchase or installation of any specialist software. However, you should make sure that you are using the latest version of your web browser before vIMC begins.

Please note that the supplier recommends that Blackboard Collaborate Ultra runs best using Chrome or Safari web browsers on a desktop or laptop PC or Mac.

Fringe events which are organised by vIMC delegates may be hosted on alternative platforms such as Zoom, Google Hangouts or Skype. The platform used for each fringe event will be listed in the programme. You should contact the organiser of the fringe event at your earliest opportunity in case you have any queries about how to access their event.

How do I join an individual vIMC session?

Links to join sessions will appear in the individual session records within the ‘Programme’ section of the app. The app will be accessible both on mobile devices, tablets, and via the web browser on your PC/Mac desktop or laptop.

Access to sessions will not be possible via the PDF version of the programme.

Please note that for security reasons you should not share direct links to the sessions with anyone. Any registrant found to be sharing these URLs will have their access to vIMC terminated.

Can I check my camera and microphone are working prior to joining a vIMC session?

Yes. Each time you join a session room for the first time you will have the opportunity to check that your camera and microphone are working. This is done through Blackboard Collaborate Ultra.

You will also be prompted to enter your name prior to entering any vIMC session room. Please use your real name as it helps moderators identify speakers and also identify those asking questions during the Q&A.

Where can I download the vIMC app?

The vIMC app will be made available to download via the GooglePlay Store and the Apple App Store for use on all Google/Android and Apple/iOS devices.

It will also be available via a web portal which can be accessed via any PC / Mac desktop or laptop with an internet connection.

Will I be able to access the vIMC app on my device?

The app can be accessed via any Google/Android or Apple/iOS mobile or tablet device.

It is also accessible via the web browser of your PC / Mac desktop or laptop. It is compatible with Windows and Mac operating systems.

However, we cannot guarantee compatibility with all devices.

Can I access vIMC on my desktop / laptop without downloading the app?

Yes. Details of how to access the app via the web browser of a PC / Mac desktop or laptop computer will be provided to all registrants via email once the app has launched.

You must download the app to access vIMC content on your mobile or tablet device.

Should I keep my camera and microphone on when in academic sessions?

When you join a session, you will be prompted to allow Blackboard Collaborate Ultra to access your microphone and camera. Please select ‘Allow’ or otherwise give permission otherwise you will be unable to share video or audio during the session.

Prior to the beginning of the session, feel free to chat with other attendees in the virtual session room, either using the video chat or the Chat window (accessible via the right-hand menu). When the moderator begins, you should mute your microphone and turn off your camera using the controls at the bottom of the screen.

The moderator also has the ability to turn off all cameras and microphones to prevent interruptions. If you need to ask a question, you can simply turn them back on again when it is appropriate to do so using the controls at the bottom of the screen.

While the moderator can disconnect your feed, they cannot turn your camera or mic back on remotely.

How do I ask a question during a vIMC session?

All vIMC sessions will include the opportunity for members of the audience to ask the speakers questions following their presentations.

Each moderator will have their own preferences on how to run this. Some Q&As will follow each paper, others may be at the end of the session.

Regardless, the moderator will clearly indicate when the Q&A begins and how you can participate. It is recommended that they ask audience members to use the ‘Raise Hand’ function on the bottom toolbar to let the moderator know that they have a question.

When the moderator comes to you, you should turn on your microphone and camera and ask your question. It is good practice to also say your name and where you are calling from as virtual sessions can be less personable than real-life IMC session rooms.

I am having difficulty connecting to a virtual session room at vIMC. What technical support is available?

Owing to the limited resources available for a free event, we are unable to offer personalised technical support.

In the majority of cases, if you find yourself disconnected from a session room, you will be able to rejoin immediately using the link provided in the Programme section of the vIMC app.

All vIMC session rooms require a relatively high standard of internet connection. Therefore, many issues with connectivity will relate to difficulties accessing the Internet at your location. You may find it is helpful to move closer to your WiFi router, or to use a wired connection using an Ethernet cable (and any relevant adaptors), rather than relying on wireless internet.

If you are having persistent issues, please utilise any local troubleshooting available, e.g. checking your Internet connectivity, running network diagnostics on your device, connecting to an alternative network (ideally via a wired connection rather than over WiFi).

Owing to the scale of vIMC and the international nature of the event, we will be unable to provide detailed technical support to delegates during the event.

Will sessions be captioned?

Unfortunately, Blackboard Collaborate Ultra does not have automated captioning and, as a free event, vIMC does not have the budget to provide additional live support. However, a ‘captioner’ role is available in every vIMC room, which allows a hearing person to provide live subtitles for anyone in the room who is unable to hear the speaker. While the core IMC team does not have the expertise to provide this, if you are interested in either captioning a session, or need captions, please contact the moderator.

We are currently working with our Disability Services and IT teams to see if it is possible to privately record sessions and provide the captioned recordings or transcripts to delegates who require them. Owing to the scale of vIMC, recordings of particular sessions would need to be requested in advance. Please let us know by email (imc@leeds.ac.uk) if you would like to request a recording of particular sessions.

Additionally, a number of free-to-use speech to text systems are available for mobile devices. Among them is Otter (which can be downloaded from WebGooglePlayApple Store). This app is free to download and has a number of useful features, though time limits do apply for non-premium customers.

If you need to see the speaker’s face in order to lip read and the speaker chooses to share their screen, you will find their video in the bottom right corner of the display. You can click on this video to re-show their video feed. On some devices, it is possible to show both alongside each other but this depends on your individual device.

Speakers have also been requested to provide either their paper text as an attachment in the ‘Chat’ window on the right-hand menu, or a short summary of their key points for audience members to read. Our FAQs for Speakers also outlines good practice for speaking into a webcam to make lip-reading easier.

If you are concerned about accessing vIMC as a deaf/hard of hearing person, or have any other accessibility needs, don’t hesitate to get in touch with the IMC team (imc@leeds.ac.uk) at your earliest convenience.