IMC Registration Terms and Conditions

IMC 2020 Cancellation

It is with great sadness that we have decided to cancel this year’s International Medieval Congress, 6-9 July 2020, as a result of the outbreak of coronavirus (COVID-19).

The cancellation means that every registered delegate will receive a full refund of all their registration costs – including programming and registration fees, accommodation and meals, as well as event and excursion expenses booked through the IMC.

We aim to initiate this refund process as efficiently as possible: there is no need to get in touch with us to request a refund, even if you had cancelled previously.

Please be aware that our team is now working remotely for the foreseeable future, with significant changes to resourcing and normal ways of working. We hope you will bear with us if there are delays in processing refunds for the 1,500-plus delegates who have already registered.

For more details, and to read our full statement, please see the Coronavirus (COVID-19) update page.

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By registering for the International Medieval Congress 2020 at 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, IT Guidelines, Library Guidelines, booking meals, and the programme, as well as our policies on Dignity and Mutual Respect, Social Media, Disciplinary Policy and the University of Leeds’ policies on Dignity and Mutual Respect and Equality and Inclusion.

These terms were updated on 10 March 2020 at 16:30 to be more explicit about the possible impact of coronavirus (COVID-19). In particular we deal with the consequences of any change or cancellation of the Congress. Terms and Conditions relating to coronavirus (COVID-19) are laid out under ‘Coronavirus (COVID-19)’ below.

 

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

The IMC recommends that delegates register online which provides a fast and secure method of payment via credit/debit card. A non-online Paper Registration Form is available but will incur a non-online fee of £25 to cover the additional costs of processing the registration. You can download the Paper Registration Form or request one to be sent by post, please email imc@leeds.ac.uk.

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

We recommend that anyone planning to attend the Congress complete their registration promptly as on-site accommodation is limited. Please note that the registration deadline is 11 May 2020. Any registrations received after this deadline are accepted at the discretion of the IMC organisation and are subject to additional late fees. Registrations during the Congress are limited and not recommended. Please note that the Online Store registration is only available until the end of 19 June 2020. After then only the non-online registration will be possible (subject to availability).

Programming and Registration Fee

Reduced fees are offered for students, unwaged, low-waged and retired scholars, exhibitors, members of the IMS, and those attending for one day only. 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, sent to the IMC as an email attachment (PDF or JPG if possible), or as a photocopy by post, or by fax. We do not accept screenshots. 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, and non-active participants will be required to pay the appropriate Programming and Registration Fee to attend. Non-participating friends or family members are not entitled to attend any sessions other than the session in which their friend or family member is speaking. If they would like to attend more than one session, then they must pay the appropriate registration fee. As public attendees, friends and family members are welcome to book and attend any of the Events and Excursions on offer.

Methods of Payment

Credit or Debit Card

We accept payments by Visa and MasterCard. 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.

Cheque

If you wish to pay by cheque, you will need to request to fill in a Paper Registration Form. We cannot accept cheques in currencies other than Pounds Sterling (£), US dollars ($), and Euros (€). We accept payments in:

  • Pound Sterling (£) cheques (drawn on the London Clearing House)
  • US Dollar ($) checks (drawn on the New York Clearing House)
  • Euro (€) cheques.

Please ensure that you use the exchange rate provided on the Paper Registration Form as this has been calculated to cover bank charges incurred by the IMC for non-sterling transactions.

Cheques should be made payable to: ‘University of Leeds’.

The IMC administration cannot book any products for participants until a Paper Registration Form is returned with full payment.

Other forms of Payment

In exceptional circumstances payment by bank transfer may be accepted by prior arrangement with the IMC administration. Contact the IMC before sending in your Paper Registration Form if you wish to pay by bank transfer. Please note that we cannot accept Traveller’s cheques or Postal Orders. We reserve the right to apply an additional administration charge for any non-standard payment methods.

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. An additional receipt can be sent on request.

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

An additional copy of your IMC Registration receipt will be included in all delegate registration packs at the IMC.

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.

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.

Your IMC Registration receipt will be sent out once these stages have been successfully completed. Please check your receipt carefully. Participants whose registration is received after 14 June 2020 will only receive a receipt in their delegate registration pack at the IMC.

Cancellations

Cooling-off Period

Until 27 April 2020, 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 11 May 2020 will secure a full refund, minus one half of the Programming and Registration Fee.

Cancellations received Tuesday 12 May – Friday 05 June 2020 inclusive will secure a full refund of residence accommodation, IMC meals, excursions and events (excluding Post-Congress Tour). No refund will be provided for the Programming and Registration Fee, hotel accomodation, Unite Students accommodation or the Post-Congress Tour.

Refunds will not be made under any circumstances for cancellations received on or after Saturday 06 June 2020.

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.

Coronavirus (COVID-19)

We are monitoring the impact of this virus upon the IMC. We cannot predict what impact the virus will have. We are aware of the need to ensure that the IMC is a reasonably safe environment for all. Our primary concern is the health and safety of individuals. We may need to cancel bookings that we believe come to present too high a risk (e.g. bookings from certain regions/countries), or decide that either the IMC programme needs to be radically changed, or, in extreme circumstances, where we think it is unsafe to continue, we need to be able to cancel the IMC entirely. We reserve the right to cancel certain high risk bookings, change or cancel the IMC where we think the risk to individuals’ health and safety requires this. In this assessment we will carefully reflect upon government and other international guidelines available. If we cancel certain bookings, change the IMC programme, or cancel the IMC, unfortunately we cannot accept liability for any related expenses delegates may have incurred e.g. those relating to travel or accommodation. With regard to possible return of all fees (including the Programming and Registration Fees, accommodation fees, meal fees, excursion fees, event fees) much depends upon what stage any decision is made. Please be aware we may not be able to return your payment. More information will be provided at the time.

This paragraph does not affect the rights of delegates to cancel and withdraw as stated in the cancellation section above.

Meals

If you book meals through the IMC, it is your responsibility to state in your booking any dietary requirements. If you do not tell the IMC of your needs by Monday 11 May 2020, we cannot guarantee that we will be able to cater for you.

Breakfast

All accommodation booked through the 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 for lunch and dinner through the Online Store during registration, or at the IMC itself from the Refectory Foyer.

We cannot guarantee any meals that are not booked in advance, and it is not possible to sell or exchange unwanted tickets when you arrive.

Tickets can be purchased for hot lunches and dinners that are served in the Refectory, or you can buy a ticket for a packed lunch which will be available to collect from the Marquee.

Special Dietary Requirements

Please provide as much detail as possible about any dietary requirements when you register. We will pass these on to the University’s catering team, who will do their best to meet your needs. However, unfortunately we cannot always guarantee that this will be possible – especially if we are not informed before Monday 11 May 2020.

Kosher Meals

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

The organisers of the International Medieval Congress reserve the right to change the content of the programme, speakers, or venue, should the need arise. Programme changes will be recorded in an Addenda/Corrigenda which will be included in the delegate registration packs.

All participants of the IMC are required to register online. All speakers, chairs, and respondents listed in the IMC 2020 programme have agreed to attend the IMC 2020. Should a listed participant have to withdraw for whatever reason (s)he is required to contact the IMC administration immediately. If we have not received a listed participant’s registration within two weeks of the IMC 2020 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.  The IMC may use images and other digital recordings of delegates made at the IMC 2020 for promotional purposes.

The University of Leeds 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.

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

By completing your registration and/or using 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.

Use of the University Libraries

By completing your registration and/or making use of the University of Leeds libraries you will be agreeing to our Conditions of Use of the University Library.

Delegate Registration Packs

Each Congress delegate will receive a delegate registration pack for the IMC.

If you have not booked accommodation as part of your IMC registration, your registration pack will be available to collect from the main registration desk. If you have booked your accommodation through the IMC, you will be asked to choose whether to collect your pack from the main registration desk or your IMC accommodation. Please see the information page for arriving at the IMC on our website.

Included in your delegate registration pack is a name badge. This must be worn at all times for both security purposes and to attend academic sessions and events at the Conference. 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.

Also included will be your meal tickets for any meals you have booked through the Paper Registration Form or the Online Store. All delegates who have booked on-campus accommodation will receive meal tickets for Refectory Breakfasts as part of their booking.

A final IMC Registration receipt listing all items you have booked through the IMC will be included in your delegate registration pack.

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, we are 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.

Contact

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

You can contact the team by using our Contact Form.

imc@leeds.ac.uk

University of Leeds Security:
Tel.: +44 (113) 343-2222 (In case of emergency only)