Registration and Payment

Registration for International Medieval Congress 2018

Registration for IMC 2018 opens in mid-February. No registrations can be received until registration has opened. All participants will be notified when registration via the online store becomes active. If you have any queries regarding the registration process, please contact the IMC.

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. You may not be able to book a room on campus if you register close to or after the deadline.

Please note that the registration deadline is Saturday 12 May 2018. 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.

Prices

Prices for the IMC 2018 are as follows:

Registration Fee for Full Conference:

  • £233.00 (standard)
  • £128.50 (student/retired/unwaged)
  • from £124.50 - £134.50 (day rate)

Accommodation in University Halls:

  • from £36.00 per night (single rooms only),

Accommodation in hotels:

  • £64.00-120.00 per night (single)
  • £69.00-130.00 per night (double/twin per room).

Meals start at:

  • £5.50 for lunch
  • £11.50 for dinner

Events and Excursions are priced individually.

Fee Concessions

Reduced fees are offered for students, the unwaged, retired scholars, exhibitors, and those attending for one day only.

After you complete your registration via the Online Store, you will receive an automated email asking you to send us some proof of your status if you have registered in one of these categories. These can be sent to us as a scanned document attached to an email, as a photocopy by post, or by fax.

Students can provide an image of their student card with expiry date clearly shown, or a letter from their academic department. Unwaged delegates need to provide official state documentation which indicates their status.

If you are retired, you can either send us a copy of your passport indicating your date of birth, a letter from your former employer including your date of retirement, or state documentation indicating that you are retired.

Non-Participating Friends or Family Members

Non-participating friends and family members can attend the session in which their friend or family member is speaking without having to pay a registration fee. If they wish to attend any other sessions, they will need to register as a delegate and pay the registration fee.

Please provide the name of the friend or family member who will accompany you in the ‘Other details’ section of your registration form so we can make them a special name badge.

IMC Name Badge

You will be able to collect your IMC name badge with your registration pack upon arrival in Leeds. Your IMC name badge gives you access to the academic programme of sessions as well as the other activities offered by the Congress.

Please note that the Leeds University campus is a busy environment; you will therefore be required to wear your name badge at all times for security reasons. Delegates not displaying their IMC name badge may be refused admission to IMC sessions or activities.

Read about arrival procedures and collecting your registration pack

How to register

Online Registration

You can book and pay for your registration, accommodation, meals, events, and excursion tickets through the University of Leeds Online Store. Payments are processed in GBP (£) and can be made by Switch/Maestro, Visa, or MasterCard.

Once you have completed the registration process, you will receive an automated confirmation email from the Online Store. After we have then processed and completed your registration, you will receive an itemised receipt from us by email. You will receive another copy of your receipt in your registration pack on arrival.

If you want to order some items separately - for example, if you want to book meal tickets after you have paid for your registration - you can do this by returning to the Online Store to purchase additional items.

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.

Payments 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 fee 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 Paper Registration may take up to five weeks; 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 (€)

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: Delegates wishing to bring their child(ren) should not register through the Online Store. Instead, delegates must complete an IMC Family Registration Form, which can be requested by contacting the IMC administration. Family accommodation is very limited, and you should book as early as possible to avoid disappointment.

Bursary Recipient Registration: Delegates who have been awarded an IMC 2018 Bursary, may register online and will be refunded the amount of the bursary. Please indicate that you are a bursary recipient in the 'Other Comments' section when registering. Alternatively, please contact the IMC administration for an IMC Bursary Recipient Registration Form.

Payment by Invoice or Bank Transfer

If you are only able to pay by invoice or by bank transfer, please contact the IMC before registering so we can send you instructions about completing your registration. Failure to contact us in advance may cause a delay in processing your registration.

Registration Receipt

Participants who register using the Online Store will be sent an automated email to confirm their booking and payment. If you do not receive this email, please contact us to check that your booking has been completed. Once the booking has been processed, you will recieve an itemised registration reciept from the IMC registration. Receipts for paper registrations are also sent by email but may take up to five weeks to arrive.

Every participant will receive an additional copy of the registration receipt in their registration pack at the IMC.

Cancellations

Cancellations received in writing by Sunday 13 May 2018 will secure a full refund, minus one half of the Registration and Programming Fee.

Cancellations received by Friday 8 June 2018 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 8 June 2018. 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.

Contact

IMC Staff

Axel Müller, Marta Cobb, Sarah Parkin, Fiona Livermore, Ben Palmer, and Emma Thornton

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