International Medieval Congress Registration: IMC ADMINISTRATION Contents Finding the Website... 2 Starting Your Transaction... 3 Login / Register... 4 New User... 5 Existing User... 5 Five Main Steps... 5 Package Option... 5 Delegate Details... 6 Extras... 8 Limitations on Selecting Items... 9 Registration Fee... 9 I am a student. Which registration option should I choose?... 11 I am retired. Which registration option should I choose?... 11 I am not employed. Which registration option should I choose?... 11 Do I qualify for concessionary status (student, retired, or unwaged)?... 11 Can I book tickets for excursions only, or do I have to register as well?... 12 Accommodation... 12 Meals... 13 Excursions, Events, and Workshops... 14 Can I book tickets for excursions only, or do I have to register as well?... 15 Parking... 15 Other... 15 Questionnaire... 17 Affiliation... 18 Accommodation... 18 Meals... 18 Other Requirements... 18 Other Comments... 18 Summary... 19 Completing and Confirming Your Transaction... 21 Receipts... 24 I did not receive a confirmation e-mail after I registered. Why?... 25 Updated 29 February 2016 Page 1 of 25
FINDING THE WEBSITE Registering for the IMC online is the easiest and preferred method. Online registration is carried out via the University of Leeds Online Store (store.leeds.ac.uk), which is where event tickets and University-based services can be booked. The International Medieval Congress may be found by going through the following steps: Navigation menu (located toward the top-left of the screen) Conference & Events Conference & Events Office International Medieval Congress. Registration details and links to the Online Store may be found here: http://www.leeds.ac.uk/ims/imc/imc2016/registration.html A direct link to the IMC s online registration option may be found here: http://store.leeds.ac.uk/browse/product.asp?compid=1&modid=2&catid=77 Whichever method is chosen, you should arrive at the following screen, with the illumination of St Martin dividing his cloak. The IMC event page on the University of Leeds Online Store. Updated 29 February 2016 Page 2 of 25
This is where the IMC is located in the Online Store. Starting Your Transaction Once at the IMC web page on the Online Store, you can begin your transaction by clicking the blue Book Event button located toward the bottom of the screen, ringed in red in the screenshot below. Updated 29 February 2016 Page 3 of 25
Once clicked, you should arrive at the following Login / Register screen: LOGIN / REGISTER The Login / Register screen is where you (the user ) identify yourself to the Online Store. It is possible for one user (as identified by their email address and password, see below) of the Online Store to complete the registration for other delegates who do not have their own profile on the Online Store. Only one delegate s registration can be processed at a time, so if you are registering on behalf of other delegates multiple transactions need to be completed on the Online Store (one for each delegate), and different delegate details need to be provided for each transaction (see Delegate Details, below). Updated 29 February 2016 Page 4 of 25
New User If have not used the University of Leeds Online Store before, you will be asked to register a new account. Click on the click here link located in the New Customer box, and you will be taken to a screen where you can enter your details. Please note that those details marked with a red asterisk are required to complete your account set up for the Online Store. Existing User If you have used the University of Leeds Online Store before, then enter the email address with which you setup your account and the password that you specified. (Please note that you need to enter the full email address, including the @example.co.uk.) Then click on the green Login to Events. FIVE MAIN STEPS Once you have logged in, there are five main steps to completing a registration for a single delegate, as can be seen at the top of the screen. These are: 1. Package Option 2. Delegate 3. Extras 4. Questionnaire 5. Summary Each of these steps is treated in turn below. PACKAGE OPTION Once logged in, you will be taken to the package option screen, where you confirm that you want to proceed with your transaction and book items associated with the IMC. There is only one package available, which is the IMC itself. Package here refers to the IMC and all its attendant registration options, events, accommodation, and meals - in short, anything that can be booked as part of the IMC. Click the green Continue button (circled in red in the screenshot) to proceed with the registration process. Updated 29 February 2016 Page 5 of 25
DELEGATE DETAILS On the Delegate Details screen you will be asked to enter the details of the delegate on whose behalf you are completing the current transaction. Please ensure that all names are spelt correctly, and, where possible, that special characters are included, as this helps IMC administration match the registration record with the correct delegate in the IMC records. If you are registering yourself, you can click the grey Use my Customer Details button toward the top-right of the screen and all details will be entered using the same details as your Online Store profile. If you are registering another person, please enter their relevant details in place of yours, including their postal address so that a printed programme and any essential IMC correspondence can be sent to them. IMC Administration use Online Store contact details as reference when asking for more information on e.g. dietary requirements by email or posting the IMC printed programme. It is therefore important these details are accurate. Updated 29 February 2016 Page 6 of 25
In the Company / Organisation box type your institutional affiliation as it would appear in the printed IMC programme (typically Department of X, University of Y, or equivalent; e.g. Institute for Medieval Studies, University of Leeds ). Job Title is not necessary for the IMC registration procedure. Updated 29 February 2016 Page 7 of 25
EXTRAS The Extras screen is where you pick and choose which Items of the IMC you would like to purchase. You can pick any combination of items, which are sorted into six main categories: Registration Accommodation Meals Excursions, Events, and Workshops Parking Other To select an option, click the button next to the desired item. In the figure below, the selection buttons are highlighted, with the Standard Full Four Day Registration being selected, and the Student/Retired/Unwaged Four Day Registration not being selected. If you wish to clear your selection for a given section, click the Clear Section button, which deselects all items in that section. Updated 29 February 2016 Page 8 of 25
Limitations on Selecting Items Only one registration option may be chosen, as they are mutually exclusive. Likewise, different accommodation cannot be booked for the same dates (e.g. accommodation in the Storm Jameson Court for Monday 4 July cannot be booked alongside accommodation in Lyddon and Ellerslie on Monday 4 July). Similarly, excursions, events, and workshops taking place at the same time cannot be booked - a choice must be made between any conflicting events. Registration Fee Select which registration option you would like for the IMC. The options are: Standard Full Four Day registration is a non-concessionary rate that provides access to the full IMC academic programme. Student/Retired/Unwaged Four Day Registration is the concessionary registration rate. Select this option if you are a student, retired, or unwaged. Proof of status must be submitted to IMC administration to validate this registration. One Day Registration is a non-concessionary rate that provides access to the single selected day of the IMC s academic programme. There is no concessionary rate for a Day Pass. Updated 29 February 2016 Page 9 of 25
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I am a student. Which registration option should I choose? Students should select the Student/Retired/Unwaged Four Day Registration option. This is the concessionary registration option, which provides full access to the IMC s academic programme. There is no concessionary rate for a Day Pass. Proof of student status is required by the IMC, such as a valid student card (clearing showing an expiry date or the current semester) or a letter of enrolment from your educational institution. Proof of status may be sent as a scanned document attached to an email, as a photocopy by post, or by fax. Please note that all letters should be on official letterhead and signed, and that emails and screenshots alone cannot be accepted as proof of status. I am retired. Which registration option should I choose? If you are retired, select the Student/Retired/Unwaged Four Day Registration option. This is the concessionary registration option, which provides full access to the IMC s academic programme. There is no concessionary rate for a Day Pass. Proof of retired status is required by IMC administration to validate this registration option, such as official state documentation showing that you are retired. You can also send us either a copy of your passport showing clearly your date of birth or a letter from your former employer stating your date of retirement. Proof of status may be sent as a scanned document attached to an email, as a photocopy by post, or by fax. Please note that all letters should be on official letterhead and signed, and that emails and screenshots alone cannot be accepted as proof of status. I am not employed. Which registration option should I choose? If you are not employed, select the Student/Retired/Unwaged Four Day Registration option. This is the concessionary registration option, which provides full access to the IMC s academic programme. There is no concessionary rate for a Day Pass. Proof of retired status is required by IMC administration to validate this registration option, such as official state documentation showing that you are unwaged, a letter from your last employer, or a valid third party. Proof of status may be sent as a scanned document attached to an email, as a photocopy by post, or by fax. Please note that all letters should be on official letterhead and signed, and that emails and screenshots alone cannot be accepted as proof of status. Do I qualify for concessionary status (student, retired, or unwaged)? If you are unsure whether you qualify for concessionary status, either student, retired, unwaged, or a combination of the above, please contact IMC administration via email at imc@leeds.ac.uk or telephone on +44 (113) 343-3614. Please state as fully as possible your current circumstances and we will be able to advise you on how to register. Updated 29 February 2016 Page 11 of 25
Can I book tickets for excursions only, or do I have to register as well? If you do not wish to attend the IMC s academic programme (i.e. research papers and sessions, keynote lectures, and round table discussions) it is possible to book tickets for excursions, events, and workshops only. All such events are open to the public, and tickets can be purchased by anyone. In the Online Store, simply leave the registration fee field blank - it is not required that you select a registration option to progress to the next stage of the transaction. Accommodation Accommodation can be booked as part of your registration for the IMC. In the Online Store, accommodation is divided into two sections: on-campus accommodation in halls of residence administered by the University of Leeds, and independent hotels within Leeds city centre. For further information about the facilities and locations of accommodation, please go to http://www.leeds.ac.uk/ims/imc/imc2016/accommodation.html. Please note that it is impossible to book multiple locations for the same date in a single transaction. If you wish to book an extra room for another delegate, it must be done in a separate transaction (see Login / Register, above). If you have any special requests regarding accommodation, such as requests to share accommodation with specific individuals or a specific room that you would Updated 29 February 2016 Page 12 of 25
like to book, these can be entered during the next stage of the transaction, on the Questionnaire page. If you require disabled access, or have other accessibility issues, please see http://www.leeds.ac.uk/ims/imc/imc2016/accessibility.html. Fully accessible accommodation is available at Storm James Court, part of Charles Morris Hall, which offers rooms suitable for those with mobility difficulties, visual impairments, or hearing difficulties. We recommend booking early if you require accessible accommodation, and providing as much detail as possible when making your booking so that we can help with any requirements you may have. Meals Lunch and dinner can be pre-booked as part of your registration for the IMC. Lunch can be booked as either a packed lunch, to be collected from the Marquee in University Square, or a sit-down meal served in the Refectory. Dinner is served in the Refectory. To pre-book meals, select all dates on which you would like a meal. It is not possible to book both a packed lunch and Refectory lunch for one person - if you wish to book a lunch for another delegate, friend, or family member a separate Updated 29 February 2016 Page 13 of 25
transaction is required for each individual (see Login / Register, above). If the additional person you are purchasing meals for is not attending the IMC as a delegate, please specify this in the Questionnaire section of the transaction for this person and insert the following text: part of order LEE [insert delegate order number here]. For more information, see Questionnaire, below. It is possible to buy meal tickets on-site from the Refectory Foyer. IMC administration cannot guarantee any meals that are not booked in advance, and it is not possible to sell on unwanted pre-booked meal tickets at the IMC. We strongly recommend booking meals in advance as the length of the lunch breaks may not be long enough to queue for a ticket if the Refectory is very busy. If you have any dietary requirements these can be specified in the next stage of the transaction on the Questionnaire page. Please provide as much detail as possible when registering. IMC administration and the University catering team will endeavour to ensure that dietary requirements are met. You will need to book your meals in advance and should inform IMC administration of your requirements by 14 May 2016. IMC administration cannot guarantee support for special dietary requirements unless informed of your requirements by this date. All accommodation booked through the IMC includes breakfast, which is served: In the Refectory for on-campus residents. In the Devonshire Hall Dining Room for Devonshire Hall residents. At the relevant hotel restaurant for Holiday Inn Express, Ibis Hotel, Radisson Blu Hotel, and DoubleTree by Hilton Hotel residents. For further information about meals and dietary requirements please go to http://www.leeds.ac.uk/ims/imc/imc2016/meals.html Excursions, Events, and Workshops All tickets for excursions, events, and workshops are best booked via the Online Store. Select all activities in which you would like to participate to add them to your purchase. It is not possible to book a place on activities that clash in a single transaction. For more information on activities taking place during the IMC please go to http://www.leeds.ac.uk/ims/imc/imc2016/events.html Updated 29 February 2016 Page 14 of 25
Can I book tickets for excursions only, or do I have to register as well? If you do not wish to attend the IMC s academic programme (i.e. research papers and sessions, keynote lectures, and round table discussions) it is possible to book tickets for excursions, events, and workshop only. All such events are open to the public, and tickets can be purchased by anyone. In the Online Store, simply leave the registration fee field blank - it is not required that you select a registration option to progress to the next stage of the transaction. Parking Due to the limited parking spaces available, parking can be booked by Blue Badge holders only. Any parking ticket booked online is only valid when displayed alongside a Blue Badge. For more information about parking, please visit http://www.leeds.ac.uk/ims/imc/travelto.html. Other The IMC is indebted to all those who have made donations and enabled scholars to travel and contribute to the IMC who otherwise would not have been able to. If you would like to contribute to the IMC Bursary / Endowment Fund, please select the amount that you would like to contribute and it will be added to the total of your purchase. Updated 29 February 2016 Page 15 of 25
It is possible to select multiple options when making a donation, therefore please ensure that you have selected or deselected the desired items. Your selected items can be deselected by clicking on the grey Clear Section button to the right. For further information about the IMC bursary and endowment fund, please visit http://www.leeds.ac.uk/ims/imc/bursaryfund.html. Proceeding with Your Transaction Once you have selected all the items that you desire to purchase, it is worth reviewing them to make sure that you have all the dates correct and that no unwanted items remain selected. Once you have reviewed all your items, scroll to the very bottom of the page and click the green Continue button in the bottom-left of the screen to proceed to the next stage of the transaction, called Questionnaire. Updated 29 February 2016 Page 16 of 25
QUESTIONNAIRE The Questionnaire page is where delegates can provide us with essential information about their attendance and allows you to contact us with any queries. Delegates can make any special requests (e.g. regarding accommodation) or express highlight any requirements (e.g. dietary or accessibility) during this stage of the transaction. The following information is also available online at http://www.leeds.ac.uk/ims/imc/imc2016/quest.html. Please note that the size of the box can be manually adjusted to fit greater quantities of text. Click the bottom right-hand corner of the box (marked by a double line, circled in red on the screenshot), hold, and drag to the desired proportions, then release the click to set the box to its new size. Updated 29 February 2016 Page 17 of 25
Affiliation The IMC follows a style guide for affiliation listings, which is used for speakers, moderators, and organisers in the programme, as well as name badges for all delegates attending the IMC. The affiliation is intended to aid people in finding participants (e.g. via institutional switchboards) for further contact if required. For that reason, we ask for the affiliation to include both department/section and institution (including some geographical definition if there is risk of ambiguity), e.g. Institute for Medieval Studies, University of Leeds. Accommodation We offer the option for delegates to request to share flats or be allocated adjacent to fellow delegates subject to availability. While we make our best effort to accommodate these requests, we cannot guarantee this will be possible. If you have access issues relating to accommodation please list them here so that this can be taken into account when allocating your room. Our sites have a number of accessible and ground or low floor flats available and these will be allocated based on the information you have given on your form. Please book early to allow enough time for special requests to be accommodated, as it may not be possible to do so closer to the IMC. If the space provided in this field is not sufficient, please contact IMC administration at imc@leeds.ac.uk. Meals The IMC is able to provide for most dietary requirements delegates may have (e.g. allergies and kosher meals). Please be as clear as possible when specifying your requirements. While every attempt will be made to accommodate your requirements, we cannot guarantee requests made after registration deadline. If the space provided in this field is not sufficient, please contact IMC administration at imc@leeds.ac.uk. Other Requirements If you have a disability, access, or other requests related to your attendance at the IMC please list these on your form. These can range from arrangements for assistance dogs, parking permits, etc. While every attempt will be made to accommodate your requirements, we cannot guarantee requests made late in the booking period (typically after 14 May of IMC year). If you would prefer to speak to us directly, please contact IMC administration at imc@leeds.ac.uk or +44 (113) 343-3614. Other Comments This section is to provide you with an opportunity to comment on the IMC registration form and processes. We value any feedback, whether negative or Updated 29 February 2016 Page 18 of 25
positive. Although changes may not always be possible, we appreciate any suggestions you might have on how to improve the registration process. Proceeding with Your Transaction Once you have entered all the information of which you would like to make IMC administration aware, click the green Continue button in the bottom-left of the screen (circled in red on the screenshot above). SUMMARY This stage of the transaction provides a chance to review and edit the items that you have selected before making your purchase. If you would like an itemised view of your purchase, click the green View Pending Booking button to the left of the screen. If you wish to go back and edit your booking, click the grey Edit button to the right of the screen (both button circled in red in the screenshot below). The itemised summary of your booking can be printed by clicking on the green Print button. This is a good way of ensuring that you have a reference to hand of all the events that you will be attending during the IMC. Updated 29 February 2016 Page 19 of 25
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Proceeding with Your Transaction Once you have vied the summary, you can either cancel the booking by clicking the blue Cancel Booking button in the top right, go to the Shopping Basket screen by clicking the green Add to Basket button in the bottom-right of the screen. The buttons are circled in red in the screenshot below. Please note that your registration is not yet complete as it has not yet been paid for. COMPLETING AND CONFIRMING YOUR TRANSACTION Important: When you arrive at the Shopping Basket screen, your purchase has not yet been completed. Updated 29 February 2016 Page 21 of 25
When you Proceed to Checkout you will be taken to the following screen: Check to see whether the billing address is correct, and then click the green Select button in the bottom-right of the screen. You will then be taken to the following Payment screen. Updated 29 February 2016 Page 22 of 25
After you have entered your payment details and clicked Continue, you will be taken to the final confirmation screen. Please note that this payment is subject to terms and conditions, which can be found here: http://store.leeds.ac.uk/help/?helpid=1. If you do not agree with these terms and conditions, please do not confirm the purchase. Please review the total sum, payment details, and billing address. Once satisfied, click the green Pay Now button in the bottom-right of the screen. This will conclude your purchase. Updated 29 February 2016 Page 23 of 25
RECEIPTS When you have completed your purchase, you will be sent an email confirmation using the email address that you provided for your Online Store account. IMC Administration will send out an itemised receipt after processing your Online Store purchase. Please note that this may take up to three weeks during busy periods. Updated 29 February 2016 Page 24 of 25
I did not receive a confirmation e-mail after I registered. Why? 1. Please ensure that this email does not get blocked by webmail spam or junk mail filters, and check your junk mail and trash to ensure that it does not find itself there. 2. Please ensure that you have successfully paid for the booking. Registration for the IMC cannot be confirmed until full payment has been received (part payment cannot be accepted). 3. If you have purchased a Student/Retired/Unwaged Four Day Registration, please ensure that you have sent in your proof of status to receive your itemised receipt. If you have done these steps, the money has left your account, and you have not received confirmation of your registration, please contact IMC administration via email at imc@leeds.ac.uk or via telephone on +44 (113) 343-3614. Updated 29 February 2016 Page 25 of 25