IMC 2023 Registration Terms and Conditions
It is intended that IMC 2023 will primarily operate as an in-person event at the University of Leeds and attendees are encouraged to register on that basis; but there will also be an option for online/virtual participation for attendees who prefer not or are otherwise unable to attend in person.
By registering for the IMC 2023 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 the IMC Policies listed below.
The International Medieval Congress (“IMC”) is organised and administered by the Institute for Medieval Studies, which forms part of the University of Leeds. Reference in these terms and conditions to IMC shall be deemed to include the University of Leeds.
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.
Registration and Fees
All attendees of IMC 2023 must register online via the link provided at https://www.imc.leeds.ac.uk/register/. 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.
We recommend that anyone planning to attend the Congress in person complete their registration promptly as on-site accommodation is limited.
The registration deadline is 05 May 2023.
Late registrations received after 5 May 2023 may still be accepted by IMC at its discretion and are subject to additional late fees. Please note that the Online registration is only available until the end of 14 June 2023. 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 can be uploaded during the online registration process or sent to 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, moderators, chairs, respondents, attending organisers, exhibitors, and non-active participants will be required to register and pay the appropriate Programming and Registration Fee to attend.
Accompanying non-participating friends or family members of registered delegates may, where space is available, attend one session only in which their friend or family member is speaking, but will not be permitted to attend any other sessions. If they would like to attend more than one session, then they must pay the appropriate Programming and Registration Fee. Registered delegates will be given priority over non-paying friends or family members; if a session reaches capacity friends and family members may be asked to leave the session room to make space for additional paying delegates to be admitted. Friends and family members are welcome to book and attend any of the events and excursions on offer for in-person delegates.
Registrations are not transferable.
Other Bookable Items
Delegates may book the following optional items/services when registering online:
- Excursions and events
They may also choose to make a voluntary donation to the IMC Bursary Fund.
Methods of Payment
Credit or Debit Card
IMC accept payments by Visa and MasterCard via our online registration system. Your payment will be processed in pounds sterling (£).
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 IMC if you wish to pay by bank transfer.
Please note that IMC cannot accept American Express, Diner’s Club, cheques, Traveller’s cheques or Postal Orders.
Online IMC registrations are immediate and an email confirmation of your booking will be sent to you as soon as you have completed your registration. It is for delegates to check that the booking confirmation corresponds with their intended booking.
Non-online registration process is discretionary and 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 the IMC virtual event platform
- 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 the IMC virtual event platform
For all registrations:
- Closer to the event, your registration information will be used to set up a user profile on the IMC virtual event platform
- Registration data – Name, affiliation, email address, any profile details provided by the registrant to create your virtual event platform profile which will allow you to access the congress
- Proposal data – Name, email address, affiliation, details of your participation in the programme will be used to create the online agenda, speaker profiles and online sessions for IMC 2023
Until 21 April 2023, all items purchased through IMC are subject to a 14-day cooling-off period. This means that after you have completed your payment, you can contact IMC to cancel your booking within 14 days and receive a full refund. After this period, the standard cancellation policy will apply.
Cancellations by Delegates
Notices of cancellations sent by email to firstname.lastname@example.org and received by Friday 5 May 2023 will secure a full refund, minus a £50 cancellation fee.
Cancellations received after 5 May 2023 will not be eligible for any refund.
If a delegate who has registered to attend in-person is unable to attend in-person and wishes to attend via the online platform only:
(a) where notice of such wish is received in writing by IMC at email@example.com by 5 May 2023 the delegate shall be entitled to attend via the online platform, and IMC will refund the difference in price between the in-person and virtual/online Programming and Registration Fee, together with the costs of other bookings made with IMC (i.e. accommodation, food, excursions/events and souvenirs, as applicable), minus a £25 administration fee;
(b) where notice of such wish is received in writing by IMC after 5 May 2023 the delegate shall be entitled to attend via the online platform, but no refund shall be payable.
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.
Delegates may book meals at IMC as part of the online booking process.
All accommodation booked through IMC includes breakfast. For on-campus accommodation, breakfast will be served in the Refectory. If you are staying in any other IMC accommodation, breakfast will be served in the dining hall or restaurant of your accommodation.
Lunch and Dinner
IMC delegates can purchase meal tickets or credits for lunch and dinner when they register online, or at the IMC itself.
IMC cannot guarantee any meals that are not booked in advance, and it is not possible to sell or exchange unwanted tickets or credits when you arrive.
Special Dietary Requirements
If you book meals through IMC, it is your responsibility to state in your booking any dietary requirements. IMC will pass these on to the relevant catering teams, who will do their best to meet your needs If you do not tell IMC of your needs by Friday 5 May 2023, we cannot guarantee that we will be able to cater for you.
To provide kosher meals, the University orders meals in advance from a specialist supplier. Please note that kosher meals are only available via pre-order and cannot be requested on the day.
Changes to the Programme
IMC reserves the right to change the content of the programme, speakers, formats, venue 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 for IMC 2023.
All speakers, moderators, chairs, and respondents listed in the IMC 2023 programme have agreed to attend IMC 2023. 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 IMC 2023 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, or format of any presentation, of any listed individual and reserves the right to change the sessions should the need arise.
Change of mode of delivery or cancellation by IMC
IMC may cancel your booking(s) and does not accept any liability for any failure to provide any part of your booking(s) where caused by any circumstances beyond its reasonable control. Examples of events beyond reasonable control would include, but are not limited to, industrial action, government advice or restrictions, concern with regard to the transmission of illness (including but not limited to COVID), acts of God, flood or other natural disaster.
In the event of the above, IMC reserves the right to deliver IMC 2023 on a virtual/online basis only or, if this is not reasonably possible, cancel IMC 2023. IMC will provide notice of any such change or cancellation as soon as reasonably practicable, though this may, of necessity, be at short notice.
If notice of change to a virtual/online basis only or cancellation is made by IMC on or before 5 May 2023:
- where by such notice IMC 2023 will not be delivered in-person, but is scheduled to continue on a virtual/online basis only, IMC will refund to delegates the difference in price between the in-person and virtual/online Programming and Registration fee, together with the costs of other bookings made with IMC (i.e. accommodation, food and excursions, as applicable);
- where by such notice IMC 2023 is cancelled entirely, IMC will refund to delegates the full Programming and Registration fee, together with the costs of other bookings made with IMC (i.e. accommodation, food and excursions, as applicable).
If notice of change to a virtual/online basis only or cancellation is made by IMC after 5 May 2023:
- where by such notice IMC 2023 will not be delivered in-person, but is scheduled to continue on a virtual/online basis only, IMC will refund to delegates the difference in price between the in-person and virtual/online Programming and Registration fee. IMC will additionally use its reasonable endeavours to recover costs from the University of Leeds and third parties for the delivery of optional items/services booked with IMC (i.e. accommodation, food, excursions/events and souvenirs, as applicable) and will refund monies recovered to affected delegates where reasonably possible;
- where by such notice IMC 2023 is cancelled entirely, IMC will refund to delegates the full Programming and Registration fee, minus a £50 administration fee. IMC will additionally use its reasonable endeavours to recover costs from the University of Leeds and third parties for the delivery of optional items/services booked with IMC (i.e. accommodation, food, excursions/events and souvenirs, as applicable) and will refund monies recovered on to affected delegates where reasonably possible.
IMC will not be liable to delegates for any losses or costs other than those detailed above.
Recording of Sessions
It is intended that the majority of sessions in the academic programme of IMC 2023 will be recorded and made available to other registered delegates until 31 August 2023 within the password protected virtual event platform. These recordings are made for the purposes of: a) increasing accessibility for those with accessibility needs; and b) allowing asynchronous viewing of sessions to registered delegates.
Recordings will be hosted securely and only available to registered IMC 2023 delegates. Intellectual property rights will remain with the presenter. Participants who do not wish their paper to be recorded must inform IMC in writing by 5 May 2023.
Participants within sessions should be aware that if they pose a question to the speaker either in-person or virtually or make any contribution to the session, this will also be recorded. By contributing to a session in person or by enabling their microphone and/or video they consent to the recording of any contributions they make along with their voice and likeness. Questions or comments posted in the text chat functions for sessions may be read out by the moderator including the name of the person who posted the question/comment.
Public comments made within the online 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 virtual event 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 2023.
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 in person, through the virtual event platform within sessions, via platform chat, file-sharing functions, or otherwise) to be used by 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 2023. Delegates specifically may not download, record or otherwise take images of or copy others’ contributed material or performances, unless permitted by the rights owner.
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.
IMC will not be liable for any infringement of rights by delegates or others.
Digital attendance and IMC 2023 Virtual Events Platform(s)
IMC 2023 will be hosted at the University of Leeds, with participation also available virtually using a dedicated virtual event platform. To attend the event virtually, registered delegates are required to download or use a web browser to access the Virtual Event Platform(s).
Delegates will be required to accept the virtual platform provider’s terms and conditions to activate their delegate profile and access the event. A link will be emailed to all registered delegates with details of how to access the virtual event platform, provider terms and conditions no later than 19 June 2023.
The IMC 2023 Virtual Event Platform(s) will enable delegates to access the IMC 2023 programme, information and resources, attend sessions virtually, and present remotely (where agreed in advance).
You should be using the latest version of a modern web browser, such as Chrome. Virtual speakers and other active virtual 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.
Full details on how to access IMC sessions virtually, how-to and FAQ guides, instructions for remote speakers, and the opportunity to try out the system and familiarise yourself with it will be provided in the weeks prior to IMC 2023 on the IMC 2023 webpages.
Within the Virtual Event Platform(s), all delegates (both in-person and virtual) 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.
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 2023 sessions is for registered attendees only. Delegates MUST NOT share delegate passes, tickets, log-in credentials or links to any IMC 2023 session either publicly or privately. This is to ensure that capacities are not exceeded and to ensure the security of the event. Any delegate found to have shared their pass, access or links to any sessions may have their registration cancelled without refund and access to the 2023 Congress terminated.
Delegate Registration Badges (In Person Delegates)
Delegates attending in person in Leeds will receive a name badge. Details of where to collect this will be given on our website. Your name badge must be worn at all times for both security purposes and to attend academic sessions and events at the Congress. Delegates without lanyards will be the first to be turned away from full session rooms. If lost, a name badge can be procured from the Information and Payments Desk at the IMC. Delegate name badges, passes and tickets are non-transferrable and must not be shared, sold, or passed on.
Children at the IMC
Children are welcome to accompany their parents to the IMC. Children under the age of 18 must be supervised at all times by their parent or guardian, including when they are taking part in IMC activities such as excursions or workshops. Unfortunately, IMC is unable to provide assistance with childcare.
University Halls of Residence do not accommodate children, so you will need to book a hotel if you would like to bring your family.
IMC takes all reasonable precautions for the security of visitors and of their property. Participants are nevertheless advised to exercise due care to secure their property. No responsibility can be accepted for loss or damage however caused.
IMC will contract a suitable supplier to provide a secure online platform to deliver IMC 2023. A link will be emailed to all registered delegates with details of how to access the virtual event platform and provider terms and conditions no later than 19 June 2023. However, delegates 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 the virtual event platform or any IMC 2023 online sessions to any third party. Virtual event platform user profiles are provided solely for the named registered delegate’s use.
IMC holds the below policies for the benefit, security and safety of our IMC delegates and staff. Delegates must read and abide by the following policies:
Participation and Acceptance Criteria
Dignity and Mutual Respect
Photography and Video
Children at the IMC
University of Leeds – Professional Behaviour and Relationships
University of Leeds – Library Terms and Conditions
University of Leeds – Use of Computer Systems
University of Leeds – Policy on Dignity and Mutual Respect
University of Leeds – Equality Policy Page
IMC also expects delegates to observe the University of Leeds Coronavirus Guidance available at https://www.leeds.ac.uk/covid-19
Use of University Computing Facilities
By completing your registration and/or using the University of Leeds computer systems and networks, you will be agreeing to the University of Leeds’ computer systems and networks, you will be agreeing to the University of Leeds’ Conditions of Use of Computer Systems for Visitors.
You can contact the team by using our Contact Form.
Or by email: firstname.lastname@example.org
Our registered address is:
International Medieval Congress
Room 1.03 Parkinson Building
University of Leeds
LEEDS LS2 9JT