IMC Proposal Guidelines

Participation criteria | Acceptance criteria | Indicative costs | Financial support | Proposing an individual paper | Organising a session | Moderating a session | Sponsoring a session | Accessibility | Confirming participation | Business meetings and receptions

Participation criteria

We welcome papers on any topic relating to the Middle Ages (300-1500).

Anyone is welcome to propose a session or paper, though we recommend that postgraduate students should be in their second year of research before presenting at the IMC.

You may only present one paper at the IMC each year. Session proposals are limited to four sessions of papers per organiser, plus one round table. There is no limit on the number of sessions you can be involved in as a moderator, respondent, or round table participant, but we recommend not being actively involved in more than seven sessions.

We accept papers in all major European languages. However, to ensure sessions are broadly accessible, if you do give a paper in another language we recommend that you provide a short handout for/abstract of your presentation in English.

Sessions are held in fourteen 90-minute time-slots over the four days of the IMC, plus three evening slots for round tables discussions, workshops, and demonstrations. Evening slots are usually scheduled for 60 minutes, but we understand that these sessions will often overrun. Up to 50 different sessions may be running in any one slot.

Acceptance criteria

Paper proposals will be assessed according to the following criteria:

  • Originality of content.
  • Clarity of content and expression.
  • Provision of complete and accurate information on the proposal form.
  • Contribution to overall coherence and diversity of the programme.

The IMC Programming Committee will assess all individual paper submissions and group them into sets of three which share a common theme to create new sessions.

Session proposals will be subject to the same criteria, but will also be assessed on:

  • Overall coherence and demonstration of a clear academic rationale.
  • Overall number of sessions submitted by the organiser (no more than four session per organiser).
  • Diversity of session participants, e.g. in terms of institution, academic background, career progression, nationality.

Indicative costs

Below are indicative costs from IMC 2017 to help you plan your trip to Leeds. Please be aware that prices are likely to change for the coming year.

Registration Fee for Full Conference:

£227.00 (standard)
£125.50 (student/retired/unwaged)
£121.00 – £131.00 (day rate)

Accommodation in University Halls:

from £35.00 per night (single rooms only)

Accommodation in hotels:

£70.00-115.00 per night (single)
£70.00-125.00 per night (double/twin per room)

Meals start at:

£5.50 for lunch
£11.00 for dinner.

Events and Excursions are priced individually.

Financial support

You may be eligible to apply for the IMC Bursary Fund, which is available to delegates from outside Western Europe, students, independent scholars, pensioners, and unwaged scholars. Awards can vary in value and aim to cover all or part of the registration fee, accommodation and meals.

To apply for a bursary, please complete the Bursary Application Form giving your name, affiliation and contact details, as well as a supporting statement explaining your circumstances. The deadline is 15 October. Please note that the IMC does not provide travel bursaries.

Find out more about the IMC Bursary Fund.

Proposing an individual paper

Many speakers submit papers to an individual session organiser, who will then add them to their session proposal. However, it is also possible to submit an individual paper proposal directly to the IMC. The Programming Committee will attempt to group individual papers into thematically coherent sessions. To submit your paper:

  • Complete the Paper Proposal Form.
  • Provide details of your academic affiliation, email, and postal address.
  • Include a short abstract for the paper of no more than 100 words.
  • Select relevant index terms for your paper.
  • Indicate any special equipment you will need (each IMC session room is equipped with data projector and PC as standard - find out more about Session Equipment at the IMC).

We will include the abstracts of papers in our online programme for the IMC. If your paper is accepted, we will contact you to give you the opportunity to make changes to your abstract before the programme appears online. If for any reason you do not wish your abstract to appear on our website, please tick the appropriate box on the form.

The deadline for submissions for individual paper proposals is always 31 August before the IMC.

Organising a session

As session organiser, you are responsible for:

  • Gathering papers on a common theme.
  • Submitting a proposal, including an abstract providing a clear rationale for the session.
  • Liaising with your speakers during the year.
  • Ensuring that participants of session register for the Congress.
  • Finding replacements if any speakers need to withdraw.

You should gather three individuals to present 20-minute papers in each session, plus a moderator who will introduce them and preside over the discussion. We recommend that sessions demonstrate diversity in their range of participants, maintaining a balance of early career and established researchers, ideally from different institutions, countries, and academic backgrounds.

Before you submit your proposal, please ensure that all participants:

  • Have agreed to attend;
  • Have not already submitted a paper in another session;
  • Are aware they will need to pay the Programming and Registration Fee to attend.

Each organiser may submit a maximum of four sessions, plus one round table discussion. Please note, however, that the IMC administration may not be able to allocate the full number requested.

To propose a session:

  • Complete the Session Proposal Form.
  • Provide details of all the speakers, including affiliation, email, and postal address.
  • Include a short abstract for the session of no more than 100 words.
  • Provide relevant index terms for the session and all papers.
  • Indicate any special equipment you will need (each IMC session room is equipped with data projector and PC as standard - find out more about Session Equipment at the IMC).

The session proposal form has room for three speakers. If you want to propose a session with an additional paper or papers, please provide as many details as possible in the ‘Abstract’ box.

Session proposals will not be accepted if any of this information is missing.

We include the abstracts of sessions in the IMC online programme. If your session is accepted, we will contact all the speakers involved so they can make any changes to the abstract before it appears on our website. If you do not wish this session abstract to appear online, please tick the appropriate box on the form.

You will be the primary contact for the IMC for any queries regarding your session. If there are multiple organisers, please indicate which organiser is the primary point of contact on the proposal form. The deadline for session proposals is always 30 September before the IMC.

Moderating a session

We strongly recommend that moderators contact all speakers of their session beforehand to familiarise themselves with the content of each paper and with the research background of each speaker before the session takes place.

The main duties of a session moderator are:

  • To introduce each speaker (be aware that there may be non-specialists in the audience who do not know a speaker, even if they are well-known in their field);
  • To make sure that each speaker finishes his or her paper on time. You may need to bring a watch with you, as session rooms may not have accurate clocks;
  • To make sure that the session starts and finishes on time so that the room can be prepared for the next session;
  • To initiate discussion after all papers have been presented;
  • To ask questions if none are forthcoming from the audience;
  • To moderate the discussion, including ensuring that the session and all its participants adhere to the IMC policy on dignity and mutual respect.

Sponsoring a session

Sponsoring a session is an opportunity for institutions and publishers to promote themselves, new publications, or recent research projects. It does not necessarily involve making a direct financial contribution; institutions may provide email addresses, sabbatical time, access to facilities, or other types of support to the participants of the session.

The following groups may organise/sponsor a session:

  • Individuals or a group of colleagues (post-graduate students, independent scholars, university departments, societies etc.).
  • A named individual acting on behalf of an academic society, university department, research project, a museum, a journal or publisher, etc. In these cases the body on whose behalf the organiser is acting is termed the sponsor.

Accessibility requirements

Support for delegates is available upon request, but reasonable notice would be appreciated.

The IMC venues include a number of accessible session rooms. However, all session rooms are finalised in December according to the information received on the proposal forms. This means that, although every effort will be made to ensure your session rooms are accessible, we cannot guarantee this unless we are informed of your requirement when the paper or session proposal is submitted.

Confirming participation

Acceptance emails are sent to all participants at the end of November or early December.

If you need a letter confirming your acceptance for the IMC, please email us including information on why you need the letter (for your University, in support of a visa application etc.), and we will be happy to post or fax these to you. Letters confirming attendance can be requested at any time during the IMC at the Information and Payment Desk.

Submitting your paper represents a firm commitment to attend the IMC if your proposal is accepted. If you can no longer attend for any reason, contact us as soon as possible.

Business meetings and receptions

If you would like to arrange a business meeting or reception at the IMC, please contact us directly to arrange this.