imc: how to register online · this is where the imc is located in the online store. starting your...

IMC ADMINISTRATION How to Register Online

Updated 29 February 2016 of 25

International Medieval Congress Registration:

How to Register Online

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



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.

http://www.leeds.ac.uk/ims/imc/IMC2016/registration.html

http://store.leeds.ac.uk/browse/product.asp?compid=1&modid=2&catid=77



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.



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).



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.



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.



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.



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.



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.



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 [email protected] 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.

mailto:[email protected]



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

http://www.leeds.ac.uk/ims/imc/IMC2016/accommodation.html



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

http://www.leeds.ac.uk/ims/imc/IMC2016/accessibility.html



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

http://www.leeds.ac.uk/ims/imc/IMC2016/meals.html

http://www.leeds.ac.uk/ims/imc/IMC2016/events.html



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.

http://www.leeds.ac.uk/ims/imc/travelto.html



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’.

http://www.leeds.ac.uk/ims/imc/bursaryfund.html



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.

http://www.leeds.ac.uk/ims/imc/IMC2016/quest.html



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 [email protected].

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 [email protected].

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 [email protected] 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






positive. Although changes may not always be possible, we appreciate any

suggestions you might have on how to improve the registration process.


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.




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.



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.



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.

http://store.leeds.ac.uk/help/?HelpID=1



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.



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 [email protected] or via telephone on +44 (113) 343-3614.


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