IMC 2022 Registration Terms and Conditions

The IMC 2022 Registration Terms and Conditions are currently under review and will be published as soon as possible. In the meantime, IMC 2021 Registration Terms and Conditions are given below for information.

IMC 2021 Registration Terms and Conditions

By registering for the International Medieval Congress 2021 (IMC 2021) hosted online by the University of Leeds, you agree to be bound by the following Terms and Conditions. These Terms and Conditions are subject to English Law and the jurisdiction of the English Courts. Included in our terms and conditions are conditions of Registration and Payment and participation in the programme, as well as our policies on Dignity and Mutual RespectSocial MediaDisciplinary Policy and the University of Leeds’ policies on Dignity and Mutual Respect and Equality and Inclusion.

 

Privacy Notice

By registering for the IMC, you consent to the collection and use of the data you submit in line with the terms of our Privacy Notice.

Registering for the IMC

All attendees of IMC 2021 must register online – this system provides a fast and secure method of payment via credit/debit card. Non-online payments will only be possible in exceptional circumstances and will incur a non-online fee of £25 to cover the additional costs of processing the registration.

For security reasons the University cannot accept any other form of online submission, including emails with scanned versions of a Paper Registration Form attached.

Please note that the registration deadline is 10 May 2021. Any registrations received after this deadline are accepted at the discretion of the IMC organisation and are subject to additional late fees. Please note that the Online registration is only available until the end of 25 June 2021. Registration after this date and during the Congress will not be possible.

Programming and Registration Fee

Reduced fees are offered for students, unwaged, low-waged and retired scholars, exhibitors, and members of the IMS. In order to qualify for a reduced fee, you must provide sufficient proof of status.

Any documents be can uploaded during the online registration process, or sent to the IMC as an email attachment (PDF or JPG if possible). You only need to send one proof of status, but you will need to submit it separately for the bursary application process and for registration.

All participants in the IMC, including speakers, chairs, respondents, attending organisers, exhibitors, and non-active participants will be required to register and pay the appropriate Programming and Registration Fee to attend.

Registrations are not transferrable.

Methods of Payment

Credit or Debit Card

We accept payments by Visa and MasterCard via our online registration system. Your payment will be processed in pounds sterling (£). Please note that we cannot accept Travellers Cheques, Postal Orders, American Express cards, or Diners Club cards.

Other forms of Payment

In exceptional circumstances payment by bank transfer may be accepted by prior arrangement with the IMC administration. Non-online payments will only be possible in exceptional circumstances and will incur a non-online fee of £25 to cover the additional costs of processing the registration. Contact the IMC if you wish to pay by bank transfer.

Please note that we cannot accept cheques, Traveller’s cheques or Postal Orders.

Registration Receipt

IMC registrations are immediate and an email confirmation of your booking will be sent to you as soon as you have completed your registration. This will include a link to a printable version of your receipt.

The non-online registration process is time-consuming and issuing your IMC Registration receipt for non-online registrations may take up to five weeks.

The IMC administration processes your registration in the following ways:

Aventri (online registration):

  • Obtaining authorisation for credit card payments.
  • Processing the payment through the University’s Finance Office.
  • Using your registration details to create your user profile in Pathable (the virtual event platform used for IMC 2021)

Non-Online registrations:

  • Inputting and acknowledging the details on your Paper Registration Form.
  • Obtaining authorisation for credit card payments or awaiting the clearance of cheques.
  • Processing the payment through the University’s Finance Office.
  • Adding your registration details to the registrant list in Aventri.
  • Using your registration details to create your user profile in Pathable (the virtual event platform used for IMC 2021)

Your IMC Registration receipt will be sent out once these stages have been successfully completed. Please check your receipt carefully.

For all registrations:

  • Closer to the event, your registration information will be used to set up a user profile on Pathable, the virtual event platform utilised for IMC 2021.
  • Registration data – Name, affiliation, email address to create your virtual event platform profile which will allow you to access the congress
  • Proposal data – Name, affiliation, details of your participation in the programme will be used to create the online agenda, speaker profiles and online sessions for IMC 2021

Cancellations

Cooling-off Period

Until 26 April 2021, all items purchased through the IMC are subject to a 14-day cooling-off period. This means that after you have completed your payment, you can contact the IMC to cancel your booking within 14 days and receive a full refund. After this period, the standard cancellation policy will apply.

Cancellations

Cancellations received in writing by Monday 10 May 2021 will secure a full refund, minus a £40 administration fee.

Refunds will not be made under any circumstances for cancellations received on or after Tuesday 11 May 2021.

Please inform the IMC administration and the session organiser immediately if you are obliged to withdraw from the programme. This is in order to allow time for alternative arrangements to be made.

Changes to the Programme

The organisers of the International Medieval Congress reserve the right to change the content of the programme, speakers, or online platform, should the need arise. Programme changes will be updated in the online programme available on the IMC website and within the virtual event platform used to access IMC 2021 sessions.

All participants of the IMC are required to register online. All speakers, chairs, and respondents listed in the IMC 2021 programme have agreed to attend the IMC 2021. Should a listed participant have to withdraw for whatever reason they are required to contact the IMC administration immediately. If we have not received a listed participant’s registration within two weeks of the IMC 2021 we will automatically remove their name from the programme and list the participation as withdrawn. The IMC administration makes every effort to ensure the stability of the academic programme for the IMC, but cannot guarantee the participation of any listed individual and reserves the right to change the sessions should the need arise.

During the course of the Congress, the organisers or an individual speaker may issue notes, examples, or other material which should be treated as confidential and the property of the party issuing it. Participants may not use such material or republish it in any way without first obtaining the specific consent of the party concerned.

All sessions in the academic programme of IMC 2021 will be recorded and made available to other registered delegates for a limited period within the virtual event platform to increase accessibility of sessions for those with access needs or residing in different time zones. (See Recording of Sessions, below)

The IMC may use images and other digital recordings of delegates made at the IMC 2021 for promotional purposes and will notify affected delegates prior to any recording taking place.

The International Medieval Congress is organised and administered by the Institute for Medieval Studies, University of Leeds with the assistance of the IMC Programming Committee and the IMC Standing Committee.

Recording of Sessions

All sessions in the academic programme of IMC 2021 will be recorded and made available to other registered delegates until 31 August 2021 within the password protected virtual event platform. These recordings are made for the purposes of a) increasing accessibility for those with accessibility needs b) allowing asynchronous viewing of sessions to registered delegates.

Recordings will be hosted securely and only available to registered IMC 2021 delegates. Intellectual property rights will remain with the presenter. Participants who do not wish their paper to be recorded must inform the IMC in writing by 1 April 2021.

Participants within sessions should be aware that if they use and active mic/video to pose a question to the speaker or make any contribution to the session, this will be recorded also. By enabling their microphone and/or video they consent to the recording of any contributions they make along with their voice and likeness. Questions posted in the text chat functions may be read out by the moderator including the name of the person who posted the question.

Public comments made within the Zoom client session chat will be viewable be all attendees in the session but will not form part of the recording. Public comments made elsewhere on the platform (including but not limited to Agenda, Discussions, Exhibitor pages) will be viewable to all attendees until the platform is closed to attendees on 31 August 2021.

Copyright and other relevant rights

Delegates are responsible for ensuring that they have all necessary rights to allow any material or performance they contribute to the IMC (whether through the virtual event platform within sessions, via platform chat, file-sharing functions, or otherwise) to be used by the IMC and other delegates as described below. Owners and authors of third party material should be appropriately attributed.

Delegates may use others’ contributed material and performance only for participating in IMC 2021. Delegates specifically may not download, record or otherwise take images of or copy others’ contributed material or performances, unless permitted by the rights owner.

The University of Leeds will not be liable for any infringement of rights by delegates or others.

Security

The University of Leeds has contracted Pathable to provide a secure online platform to deliver IMC 2021. However, delegate are advised to be mindful of their own online security.

Delegates must not post malicious files on the platform and are not permitted to share their log-in credentials, or otherwise provide access to Pathable or any IMC 2021 online sessions to any third party. Pathable user profiles are provided solely for the named registered delegate’s use.

Organisers

The International Medieval Congress is organised and administered by the Institute for Medieval Studies, University of Leeds with the assistance of the IMC Programming Committee and the IMC Standing Committee.

IMC Policies

Use of University Computing Facilities, including IMC 2021 Virtual Event Platform(s)

Digital attendance and IMC 2021 Virtual Events Platform(s)

IMC 2021 will be an online only event. To attend the event, attendees are required to download or use a web browser to access the Virtual Event Platform(s) which is provided by Pathable. Delegates will be required to accept the Pathable terms and conditions to activate their delegate profile and access the event. These terms can be found here: https://pathable.com/terms-conditions/ 

The IMC 2021 Virtual Event Platform(s) will enable delegates to access the full IMC 2021 programme and virtual session rooms.

You should be using the latest version of a modern web browser, such as Chrome. Speakers and other active participants should ensure that you have a working microphone and webcam on your computer. You will need to be connected to a stable internet connection. Further details will be provided closer to the Congress.

Full details on how to access virtual IMC session rooms, how-to and FAQ guides, instructions for speakers, and the opportunity to try out the system and familiarise yourself with it will be provided in the weeks prior to IMC 2021 on the IMC 2021 webpages.

Within the Virtual Event Platform(s), all delegates will be included in an attendee list to enable virtual networking, the platform will also create an attendee profile for each delegate. You can configure your delegate profile, including privacy settings – further information on how to do this will be available prior to the event.

The IMC will not be liable for any interruption of service caused by lack or failure of internet connection or power outages. Delegates are responsible for ensuring they have the appropriate equipment and connections to participate in the Congress – further technical information is available at https://www.imc.leeds.ac.uk/imc-2021/technical/

Attendance of all IMC 2021 sessions is for registered attendees only. Delegates MUST NOT share log-in credentials or links to any IMC 2021 session either publicly or privately. This is to ensure that capacities are not exceeded and to ensure the security of the virtual event. Any delegate found to have shared their access or links to any sessions may have their registration cancelled without refund and access to the 2021 Congress terminated.

Within the Virtual Event Platform(s), all delegates will be included in an attendee list to enable virtual networking, the platform will also create an attendee profile for each delegate. You can configure your delegate profile, including privacy settings – further information on how to do this will be available prior to the event.

The IMC will not be liable for any interruption of service caused by lack or failure of internet connection or power outages. Delegates are responsible for ensuring they have the appropriate equipment and connections to participate in the Congress – further technical information will be provided before registration opens to facilitate this.

Attendance of all IMC 2021 sessions is for registered attendees only. Delegates MUST NOT share links to any IMC 2021 session either publicly or privately. This is to ensure that capacities are not exceeded and to ensure the security of the virtual event.

Contact

The IMC team continue to work remotely.

You can contact the team by using our Contact Form.

Or by email: imc@leeds.ac.uk

Our registered address is:

International Medieval Congress
Room 1.03 Parkinson Building
University of Leeds
LEEDS
LS2 9JT  UK