Registration and Payment

Fee Concessions | Non-Participating Friends and Family Members | Methods of Registration | Payment by Cheque | Family Registration | Bursary Recipients | Registering Other People | Payments by Institutions | Payment by Bank Transfer or Invoice | Registration Receipts | Making Changes to Your Booking | Cancellations | Prices | Troubleshooting

International Medieval Congress Registration

Registration for IMC 2017 is open now.

Register using the University of Leeds Online Store

We recommend registering as soon as possible to secure your registration, accommodation, and meals. On-campus accommodation is limited and should be booked early to avoid disappointment.

Please note that the registration deadline is Sunday 14 May 2017. Any registrations received after this deadline are subject to a ‘late fee’ surcharge and are accepted at the discretion of the Congress administration. There may be limited or no availability of accommodation after this date. Registering on arrival at the Congress is not recommended.

Complete our survey

As part of our continuous efforts to improve the way the IMC communicates with its delegates, we are running an online survey about how you use (or don’t use) the IMC programme, website and social media.

Take part in our online survey (open until 8 July 2017)

Fee Concessions

You may select the Student/Retired/Unwaged Four Day Registration if you fall into one of the listed categories during the current academic year (2016/2017) and can submit the required proof of status.

Accepted Proofs of Status for students:
• Student card scans featuring an expiry date or validity for the current academic year
• Official university enrolment forms or certificates
• Signed letters from academic departments on official headed paper

Accepted Proofs of Status for unwaged individuals:
• Signed letters from your most recent employer on official headed paper
• Signed letters from your current institution on official headed paper indicating that you are not receiving payment
• Official state documentation
• Official documentation provided by unions or job centres

Accepted Proofs of Status for retired individuals:
• Passport scan as proof of age (over the age of 65)
• Recent letter from former employer stating the date of retirement
• Official state documentation

Please note that you only need to provide proof of your retired status once and will not need to resubmit documents for future IMCs. However, you will still receive an automated email via the Online Store when you register, which you may disregard.

Screenshots, emails, and editable documents cannot be accepted as proof of status.

Low-wage concessions

In 2017, low-earning delegates are also able to apply for this concessionary rate. Please send in any proof of your current income before registering and we will assess your case on an individual basis.

Non-Participating Friends or Family Members

Friends and family members are welcome to attend one session in which their associated registered participant is participating without paying the registration fee. The names of accompanying individuals can be conveyed to IMC administration when registering or by email - please inform us in the 'Other Details' section of your IMC Registration Form and a special pass will be made for them.

A person can only be nominated as an accompanying friend or family member once. If your friend or family member wishes to visit more academic sessions, they will have to register for the congress as a participant. However, most events, workshops, and excursions are also open to the public and do not require a registration fee.

To purchase accommodation or additional tickets for accompanying friend and family members, please visit the Online Store or request a registration form. Purchases can be made without choosing a registration.

Methods of Registration

Online Registration

Register using the University of Leeds Online Store

The preferred method of registration for the IMC is through the University of Leeds Online Store. It is possible to book a complete package of registration, accommodation, meals, and any events or excursions through the online store. Payment is processed immediately and you will receive a receipt by email when your registration has been finalised by the IMC administration.

It will not be possible to process a registration for more than one person with the same log-in. If this causes a problem, contact the IMC at imc@leeds.ac.uk, Tel: +44 (113) 343-3614.

Payment for Online Registration are processed in pounds sterling (£) and can be made by:

  • Switch / Maestro
  • Visa
  • MasterCard

All transactions will be processed through a secure server as part of the online store system. For security reasons the University cannot accept any other form of online submission, including sending emails with scanned versions of your form attached.

Paper Registration

If you are not able to register through the Online Store or cannot pay by credit or debit card, a paper registration form is available from the IMC website or can be requested from the IMC administration. Please note that this incurs an additional charge to cover administrative costs. All registrations must be accompanied by payment in full. If the registration is not accompanied by full payment we will not be able to process it or reserve any accommodation, meals, or excursions, until payment for the outstanding balance is received.

Download or print a paper registration form

Processing the IMC Registration Form may take up to five weeks and you will receive a receipt by email when this has been completed.

Payment for Paper Registration can be made by:

  • Switch / Maestro
  • Visa
  • MasterCard
  • Cheque in pound sterling (£) drawn on the London Clearing House
  • US dollar check ($) drawn on the New York Clearing House
  • Cheque in Euro (€)

If a completed form lists your card details, please do not return the form by email as we cannot guarantee full security of your data on our servers. Therefore the form should be preferably returned to us by either fax or post. Calling the IMC to give your financial details through over the phone is also an option.

Payment by cheque

All cheques should be made payable to: 'University of Leeds – IMCongress'. If you are paying by US dollar or Euro cheque, please ensure that you use the exchange rate provided on the IMC Registration Form as this has been calculated to cover bank charges incurred by the IMC for non-sterling transactions.

Please note that the IMC cannot accept:

  • Cheques in currencies other than pounds sterling (£), US dollars ($), or Euros (€)
  • Travellers Cheques
  • Postal Orders
  • American Express cards
  • Diners Club cards

Family Registration

Unfortunately, individuals under the age of 18 are not permitted to stay in University accommodation. Family accommodation is provided through the hotels the IMC liaises with.

To book a family room, please contact us to request a family registration form. Please complete the form with as much detail as possible, including the age of young children to indicate that we do not need to provide them with a name badge.

Radisson Blu Family Rooms are large rooms with a double bed and a pull-out sofa bed and travel cots for children up to two years of age can be requested for no additional cost. According to University of Leeds regulations, individuals under the age of 18 must be supervised on campus by their guardian at all times.

Bursary recipients

Unfortunately, it is not possible to administer individual bursary amounts in advance of your registration. There are two ways you may be granted your bursary:

Online Store

Register through the Online Store, pay the full amount of your registration and any other items you need. Please state in the ‘other comments’ field that you are a bursary recipient. Once your registration has been processed, we will refund you the amoujt of your bursary through the Online Store.

Registration Form

You may request a registration form to complete. Please return it to us as soon as possible - if you are including financial data such as card details, please send this via fax or post. You will only need to pay the difference between the amount of your bursary and your total costs.

Please note that registrations received after 14 May incur an extra charge as a late fee.

If your total costs are less than the amount of your bursary, the remaining amount will return to the bursary fund. No funds will be given directly to any bursary recipient.

Find out more about next year's IMC Bursary

Registering Other People

When you log into the Online Store, you will be asked to enter the details of the delegate your are registering on the ‘Delegate Details’ screen.

Please enter the person’s details, including their postal address so that a printed programme and any essential IMC correspondence can be sent to them. Please include information such as dietary or access requirements.

Unfortunately the Online Store does not allow more than one registration at a time. Therefore, you will need to go through the login process for each individual you are registering.

Payments by Institutions

If your institution uses a business credit card, they can pay for your registration via the Online Store after creating an account.

On the ‘Delegate Details’ screen they will be asked to enter your details. Please ensure that, as the participant to be registered, you supply your institution with details such as your access or dietary requirements. Alternatively, please write to us directly to ensure such details are included on your record.

The Online Store can only process one registration at a time, so your institution may have to log in several times to register each of their participants individually. We will gladly provide thorough joining instructions on request.

To request a non-online registration form for alternative methods of payment, please contact us directly. Non-online registration is subject to an additional administration fee of £25.00.

Payment by Invoice or Bank Transfer

All bank transfers must be completed by quoting an allocated invoice which the IMC will provide. Please do not transfer your payment to the University of Leeds without an invoice number, as this does not leave an appropriate audit trail.

To have an invoice raised for you, please request and complete a registration form including your registration fee and any booking for accommodation, meals, or other items. In the VI. Miscellaneous Needs section of the form, please clearly state that you or your institution will be paying by invoice and provide the institution’s VAT number if possible. If you have made a payment to the IMC or University of Leeds before, providing your 6 digit Customer number will facilitate generating an invoice for you.

If you or your institution are paying the University of Leeds or the IMC for the first time, a new customer form will have to be completed in addition to the registration form.

Once the invoice has been raised, the document listing the invoice number, amount to be paid, and remittance advice & payment methods will be emailed to you. Payment must be completed within 30 days after the invoice was created. The individual who has been registered for the IMC will receive an IMC receipt when we have acknowledged the payment.

Registration Receipt

Online registrations are immediate and a booking confirmation will be sent to you by email as soon as you have completed your registration. After processing the online registration, we will send you an additional itemised IMC receipt as proof of payment.

The non-online registration process may take longer, so issuing your itemised IMC receipt for non-online registrations may take up to five weeks.

As there may be changes to your initial booking before the IMC, a final version of the registration receipt will be included in all registration packs at the IMC.

If you require a particular type of receipt, such as separate receipts for the registration fee and accommodation, please mention this in your registration comments or contact us as soon as possible after registering.

Making Changes to Your Booking

There are two ways of making changes to your booking.

Online Store

Return to the Online Store and login as you did for your registration. In the item list, simply choose the items you would like to add to your registration in place of existing items.

In the 'other comments' section on the following pages, clear instructions such as "I would like to cancel my booking at Charles Morris Hall and replace them with these rooms at the Holiday Inn Hotel" are also helpful for us to replace your previous booking.

Once your new booking has come through our system, we will authorise a refund in accordance with our cancellation policy for the replaced items. The refund is always credited to the card which was used to make the purchase of the cancelled items.

Booking Changes Form

This method allows you to pay only the difference between the items you want to change where applicable. You need only tick the boxes for the items you would like to book in place of your former accommodation, meals, or other items to be replaced. An explanation in the miscellaneous section will also help us process the form.

For your information, when a completed form features your credit/debit card details, please do not return the form by email as we cannot guarantee full security of your data on our servers. Therefore such forms should be returned to us by either fax or post. Please contact us to be sent a booking changes form.

Cancellations

You can cancel your registration or any booked item at any time before the Congress in writing, or by email.

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

All cancellations are subject to the IMC cancellation policy:

Cancellations received in writing by Monday 15 May 2017 will secure a full refund, minus one half of the Registration and Programming Fee.

Cancellations received by Friday 9 June 2017 will secure a refund of 25% of the total amount paid, excluding the Programming and Registration Fee and, if applicable, any hotel accommodation fees.

Refunds will not be made under any circumstances for cancellations received after Friday 9 June 2017. 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.

Prices

Prices for the IMC 2017 are as follows:

Registration Fee for Full Conference:

  • £227.00 (standard)
  • £125.50 (student/retired/unwaged)
  • from £121.00 - £131.00 (day rate)

Accommodation in University Halls:

  • from £35.00 per night (single rooms only),

Accommodation in hotels:

  • £65.00-115.00 per night (single)
  • £65.00-125.00 per night (double/twin per room).

Meals start at:

  • £5.50 for lunch
  • £11.00 for dinner

Events and Excursions are priced individually.

Troubleshooting

If you are experiencing issues with the Online Store, these are some of the common fixes - you could also try switching to another browser. If the issues persist or you are concerned about the success of your transaction, please do not hesitate to contact the IMC explaining the situation to request a registration form or ask for assistance.

Forgotten account passwords: Unfortunately we have no way of accessing this information for you. Follow the 'Forgotten Password' link to reset your password.

The 'Book Event' button takes me to the 'My Account' details, even after logging in: Hard refresh your browser by pressing Control + F5 on your keyboard simultaneously when you are on the 'My Account' page instead of the IMC's 'Delegate Information' page.

My session has timed out: The Online Store only allows IMC participants a few minutes to complete their registration. We recommend making a note of the items you wish to purchase with the help of the registration form before logging in to speed up the registration process.

My credit / debit card has been declined: Please contact your bank to ensure the amount you are transferring is permitted.

Contact

IMC Staff

Axel Müller, Marta Cobb, Sarah Parkin, Natalie Elvin, Nick Westerman, Susan Broadbent, and Jennifer Palmer

International Medieval Congress Administration
Institute for Medieval Studies
Parkinson Building 1.03
University of Leeds
LEEDS LS2 9JT
UK
Telephone: +44 (113) 343-3614
Fax: +44 (113) 343-3616

Email: imc@leeds.ac.uk