Session Equipment at the IMC

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Booking Audio-Visual Equipment | What Equipment Can Be Provided? | Equipment setup and support

Booking Audio-Visual Equipment

Standard Equipment

All session rooms at the IMC come with a PC/laptop and data projector as standard. If you only need a data projector and computer, you can leave the equipment field blank when submitting your proposal. All computers are USB flash drive compatible, run on Windows, and have Microsoft Office software installed (currently Office 2013). If you have any concerns regarding compatibility of files or software that you would like to use during your session, please contact IMC administration.

Booking Equipment Online

The preferred method of booking equipment is via the online paper / session proposal form. Please read the information below to see what equipment can be provided at the IMC.

Planning for AV equipment for the Congress starts in November each year. Equipment changes made after this are quite difficult, as room allocations are made based in part on equipment needs. Equipment ordered after December cannot be guaranteed at the Congress.

If you are planning to use any equipment at the Congress, please ensure that you are familiar with its basic functions before you arrive. Session room organisers will be happy to help with IMC equipment as much as possible, but as they supervise more than one session room, they will not have time before each paper to help every speaker use their equipment.

Apple Mac Compatibility

Data projectors can be used with Apple Macs, but you will need to bring your own convertor cables, specific to the model of computer. Compatibility cannot be guaranteed for Macs, and the University does not offer technical support for them.

If you have any queries regarding using your Mac at the Congress or what is required to connect it to the session room equipment, please contact IMC administration.

What Equipment Can Be Provided?

PC / Laptop

All session rooms come with a PC or laptop as standard and they do not need to be ordered separately. All PCs and laptops run on Windows and come with Microsoft Office 2013 as standard, including Powerpoint. If you require any other software please confirm with IMC administration that it can be provided when you submit your proposal. Software requests not confirmed with IMC administration cannot be accommodated.

If you have any specific needs, such as high-contrast display on the PC or laptop for your session, please specify on your proposal by placing a comment in the ‘Other’ section.

If you have any queries relating to the specifications, software, compatibility, or accessibility of PCs and laptops provided in session rooms please contact IMC administration.

If you are bringing your presentation on a flash drive, USB memory stick or other forms of mass media storage, please make sure that it is in Windows compatible format.

Data Projector

Every IMC session room has a data projector and a single PC or laptop as standard.

A data projector is used to project digital images through a PC or laptop. Our data projectors are PC compatible and are provided with a VGA connection lead. If using your own laptop please ensure it has a female VGA monitor output, otherwise it will not be possible to connect it to our projectors. Data projectors can be used with Apple Macs but you will need to provide your own connecting cables. Technical support cannot be guaranteed for Apple Macs.

Internet Access

Internet is provided across campus via the Eduroam or MeetinLeeds wireless network for the duration of the Congress. All registered Congress delegates are provided with a username and password to access wireless internet.

Some session rooms will be connected to the internet via ethernet cable, while others will use campus wifi. This means that some session rooms may have more reliable internet connections than others. If you plan to access the internet during your paper, we strongly recommend bringing a contingency plan in case of a weak connection.

Slide and Overhead / Transparency Projectors (OHP)

The University of Leeds has a very limited number of slide and overhead projectors; we cannot guarantee their availability at the time of the Congress.

If you wish to use one of these items, please note that you will need to order it well in advance. We will not be able to provide a slide or overhead projector that you have not requested ahead of time.

We strongly recommend that you come to the IMC with a contingency plan in case this equipment is not available. Wherever possible, please bring your slides or transparencies in an alternative format.

If you have any questions regarding AV equipment, please do not hesitate to contact IMC administration.

Audio Equipment / CD Player

PCs and laptops provided in session rooms are compatible with all common digital audio file formats and have CD drives.

Speakers are available in most session rooms, but if you need speakers to play audio during your session please specify on your proposal form to ensure that the necessary equipment can be made available.

If you require audio equipment for analogue formats (e.g. tapes) please contact IMC administration to see whether the equipment can be provided.


All larger session rooms are provided with microphones, but not all the smaller session rooms. If you wish to use a microphone please specify on your proposal form.

Laser Pointers

Due to security issues associated with providing laser pointers, the IMC does not provide laser pointers in its session rooms.

Equipment Setup and Support

Each session room is assigned a Session Room Organiser (SRO), who will introduce themselves to the speakers and moderator at the start of the session. They ensure that the room is tidy, the temperature and lighting are comfortable, that water is available for speakers, and that the correct equipment is provided.

Equipment is available for use 20 minutes before the start of your session, and we recommend that you test the equipment and report any problems. SROs will try to resolve any issues, but they may need to contact a University IT technician for support. Please be patient while waiting for a technician, who may be helping another delegate.

Please make sure you are familiar with the basic functions of the equipment you are using before you arrive. SROs will be assigned to more than one session room, so they will not have time to help every speaker use their equipment during the session.