DDW 2015 Abstract Submission Guidelines updated

May 16–19, 2015
Exhibit Dates: May 17–19, 2015
Washington, DC
Walter E. Washington Convention Center
www.ddw.org/abstracts
WHERE
MEDICINE
MEETS
INNOVATION
ABSTRACT
SUBMISSION
GUIDELINES
DEADLINE
Dec. 2, 2014, at 9 p.m. ET
375-015DDW_14-11
Table of Contents
Abstract Selection ............................................................................................... 2
Dates to Remember ............................................................................................. 2
Payment .............................................................................................................. 2
Abstract Selection ................................................................................................ 2
DDW 2015 Sponsoring Society Requirements ....................................................... 2
Membership ........................................................................................................ 3
Submission Categories ........................................................................................ 3
Presentation of Abstracts .................................................................................... 3
Abstract Size ....................................................................................................... 3
Table and Images ................................................................................................ 3
Informed Consent ............................................................................................... 3
Use of Animals .................................................................................................... 3
Abbreviations ..................................................................................................... 3
Drug Names ........................................................................................................ 3
Abstract Submission Preparation Checklist .......................................................... 4
Notification ......................................................................................................... 4
Author Disclosure Requirements ......................................................................... 4
Publication .......................................................................................................... 4
Official Language ................................................................................................. 5
Commitment to Present ....................................................................................... 5
Abstract Withdraw .............................................................................................. 5
DDW 2015 Registration ........................................................................................ 5
Late-Breaking Abstracts ....................................................................................... 6
ASGE Video Submission Rules............................................................................... 6
SSAT Video Submission Rules ............................................................................... 7
Additional SSAT Requirements ............................................................................ 8
DDW on Demand Permission................................................................................ 9
ePosters .............................................................................................................. 9
Poster Printing Service ......................................................................................... 9
Questions? .......................................................................................................... 9
1
Abstract Submission
The submission period opens on Tuesday, Oct.
21, 2014 at 9 a.m. ET and closes on Tuesday,
Dec. 2, 2014 at 9 p.m. ET.
Don’t wait until the last minute to submit your
abstract, start now! This deadline is strictly
enforced and no exceptions will be made. No
changes or author additions will be accepted
after Dec. 2, 2014 so please carefully proofread
your submission prior to the deadline.
Please note the Dec. 2, 2014 deadline is the Tuesday
following the United States holiday of Thanksgiving.
Dates to Remember
Submission:
• Submission Site Opens — Oct.21, 2014
• Submission Site Closes —Dec. 2, 2014
• Disclosure Deadline — Dec. 16, 2014
• Notification Emails Sent — Feb. 10, 2015
• Response Deadline —Feb. 18, 2015
Early Bird Registration:
• Members – Jan. 7, 2015
• Non-Members – Jan. 14, 2015
• Early-Bird Registration closes – April 1, 2015
or you may log in after submission and view the
abstract proof and payment confirmation.
Abstract Selection
All abstracts successfully submitted for
consideration of presentation at DDW 2015 are
peer-reviewed and ranked on the basis of
scientific merit by experts in the category
selected. All abstracts are blinded during the
review and scoring process. The sponsoring
society program committees utilize these
rankings to develop the final meeting program.
In the previous year, approximately 70 percent
of submitted abstracts were accepted for
presentation; these abstracts were submitted
from the United States and 50 other countries.
Please visit www.ddw.org for additional
meeting information.
DDW 2015 Sponsoring Society Requirements
Authors have the option of submitting an
abstract for review by one of the four
sponsoring societies:
•
AASLD — American Association for the
Study of Liver Disease
•
AGA Institute — American
Gastroenterological Association
•
ASGE — American Society for
Gastrointestinal Endoscopy
•
SSAT— Society for the Surgery of the
Alimentary Tract
Payment
There is a $60 non-refundable processing
charge per abstract. Abstracts will not be
submitted until payment information is
complete. Please note that this is a processing
fee and not a publishing fee. Abstracts not
selected for presentation at Digestive Disease
Week® (DDW) 2015 are also subject to the $60
fee. Authors have the option of paying by Visa®,
MasterCard® or American Express®. No
purchase orders or checks will be accepted. You
may print your receipt at the time of submission
2
Membership
Authors do not have to be a member of one of
the four sponsoring societies to submit an
abstract; however, abstracts submitted for
consideration to the SSAT must be authored,
co-authored or sponsored by a current member
of the SSAT. If a member is not a co-author of
the abstract, the author must submit the name
of the sponsoring member in the “Sponsor”
section of the abstract submitter.
Submission Categories
Please refer to the full list of abstract
submission categories provided by DDW
sponsoring societies. Authors may submit case
reports or clinical vignettes through the online
abstract submitter. Authors may only submit
abstracts to one society. Refunds will not be
given for abstracts submitted to multiple
societies.
If an author submits the same abstract to more
than one society, all abstracts will be
disqualified.
Preparation of Abstracts
Abstracts must be submitted electronically via
the DDW 2015 online abstract submission site.
No faxed or mailed abstracts will be accepted.
When ready to compose an abstract, click here.
Abstract Size: There is a limit of 2,900
characters for the text of abstract submissions,
including spaces. Tables and images do not
count toward the 2,900 character limit. There is
a separate limit of 255 characters for the title of
abstract submissions. Identifying information
such as author and institution names should not
be included in the title of the abstract.
Table and Images: An author may create or
upload a combination of two tables or images.
There is no character limit for tables; however,
please note a table may be scaled down for
publication layout.
3
Informed Consent: Any study involving human
subjects must conform to principles of the
Declaration of Helsinki of the World Medical
Association and must meet all of the
requirements governing informed consent of
the country in which it was performed.
Use of Animals: All studies involving the use of
animals must conform to the August 2010
revision of Guiding Principles in the Care and
Use of Animals.
Abbreviations: Abbreviations should conform to
the recommendations made by the "IUB
Committee of Editors on Biochemical Journals".
Use the abbreviation in parentheses after the
full word the first time it appears. Use no more
than three nonstandard abbreviations.
Drug Names: Drug products mentioned in
abstracts should be identified by their
nonproprietary (e.g., generic) names only. Do
not capitalize nonproprietary names.
Abstract Submission Preparation Checklist
Notification
Plan ahead and ensure a smooth abstract
submission. Be sure to have the following
information readily available.
Notification of abstract acceptance will be sent
via email to the presenting author on Feb. 10,
2015. It is the responsibility of the presenting
author to notify the other authors on the
abstract that it has been selected for
presentation. The response deadline is Feb. 18,
2015.
Read and follow all abstract submitter
instructions.
Research and choose the society,
category and subcategory submission role
that most closely aligns with your science.
Adhere to character limitations found in
the Character Count header.
Upload tables and images (optional).
Complete the financial disclosure.
List all co-authors; compile the correct
email addresses and institutions for each
co-author before you start the submission
process.
Notify all co-authors and remind them
that they will need to complete their own
individual financial disclosures by Dec. 16,
2014.
Edit, review and proof abstract.
Finalize abstract and submit online by 9
p.m. ET Tuesday, Dec. 2, 2014.
Pay abstract submission fee online by
Visa®, MasterCard® or American Express®.
Print receipt and notice of submission for
personal records.
Register for DDW 2015 starting Jan. 7,
2015.
4
Author Disclosure Requirements
All authors — including co-authors — listed on
the author string will be required to complete
their own financial disclosure statements on the
DDW 2015 abstract submission site. All authors
are required to complete the disclosure process
either disclosing all financial relationships with
commercial interests or indicating that none
exist.
Submitting authors will NOT be allowed to
submit disclosures on a co-author's behalf.
Upon submission of an abstract, co-authors that
have not submitted their disclosures for DDW
2015 will receive an email alert directing them
to the abstract submission site with instructions
to submit their disclosures. It is the
responsibility of the submitting author to
ensure that all co-authors submit their financial
disclosures for DDW 2015.
Abstracts missing co-author financial
disclosures will be in jeopardy of not being
reviewed and involuntarily withdrawn from
DDW 2015.
DDW 2015 Abstract Author Disclosure
Deadline is 3 p.m. ET, Dec. 16, 2014.
Publication
Abstracts will not be considered for
presentation if they have been or will be
presented before DDW in the United States at a
national meeting of a society (e.g., American
Dietetic Association, The Liver Meeting and
ACG) with the exception of the ACS Surgical
Forum. Abstracts will be considered for
presentation if they were or will be presented
at national meetings in countries outside of the
United States (e.g., VEGN, CDDW).
Abstracts will not be considered for
presentation if they have been accepted for
publication or will be published as an article
(includes manuscripts accepted for publication)
in either printed or electronic formats upon the
Dec. 2 abstract submission deadline.
Abstracts will not be considered for
presentation if they have been duplicated in
any way. Abstracts may not be submitted to
more than one category, subcategory or society
for DDW. Abstracts that have been submitted
to DDW in previous years, but not accepted for
presentation, are eligible for submission.
Official Language
All presentations at DDW 2015 will be in
English. Oral abstract presentations must be by
an author who speaks and understands English
to ensure an understandable presentation and
a satisfactory question and answer session.
Commitment to Present
Submission of an abstract constitutes a
commitment by the author(s) to present if it is
accepted. Failure to present, if not justified, will
jeopardize acceptance of future abstract
submissions. Only the primary author or coauthor may present the accepted abstract at
DDW 2015. DDW Administration does not
provide honoraria for abstract presenters.
Abstract Withdraw
DDW will withdraw abstracts upon written
notification from the submitting author by
Friday, Feb. 20, 2015. After this date, DDW
cannot guarantee that a withdrawn abstract will
be excluded from publication. If circumstances
prevent attendance, the primary author must
arrange for the presentation to be given by a
co-author. Acceptance of the abstract obligates
the author to present the paper.
DDW 2015 Registration
Violations of these policies could result in a
five year sanction from submitting abstracts to
DDW for the submitting author.
Abstracts selected for presentation at DDW
2015 by AASLD, AGA, and SSAT are published
online in the April supplement to
Gastroenterology. Abstracts selected for
presentation by ASGE are published online in
the April supplement to GIE: Gastrointestinal
Endoscopy.
5
Expenses associated with the submission and
presentation of the abstract are the sole
responsibility of the presenting author. This
includes registering for DDW 2015 and paying
the appropriate registration fees. Registration
for DDW 2015 opens Wednesday, Jan. 7, 2015
for members and Wednesday, Jan. 14, 2015 for
non-members. Neither DDW Administration nor
the four societies will cover travel expenses for
an abstract author.
Late-Breaking Abstracts
Abstracts must be submitted online between
Monday, Feb. 2, 2015 and Tuesday, Feb. 17,
2015.
Please submit all abstracts online; faxed or
mailed abstracts will not be accepted. The DDW
sponsoring societies will review the abstracts
and select up to 12 clinical or basic abstracts for
presentation. Authors will be notified in March
regarding acceptance. Abstracts will be
presented in a symposium at DDW 2015.
There is a $120 non-refundable processing
charge per late-breaking abstract. Abstracts will
not be submitted until payment information is
complete. Please note that this is a processing
fee and not a publishing fee. Late-Breaking
Abstracts not selected for presentation at DDW
2015 are also subject to the $120 fee. Authors
have the option of paying by Visa®,
MasterCard® or American Express®. No
purchase orders or checks will be accepted.
ASGE Video Submission Rules
The annual ASGE Audiovisual Award is given to
an outstanding educational AV product relating
to gastrointestinal endoscopy techniques. The
ASGE Video Forum is designed to showcase
interesting endoscopic cases or techniques in
the field of gastrointestinal endoscopy.
"The Best Cases of 2015" will demonstrate
accepted techniques, difficult or interesting
cases, complications, or innovations within the
field of endoscopy.
"The Best Case Series of 2015" will demonstrate
procedural techniques with results in more than
three cases.
All videos submitted for the ASGE Video Forum
will automatically be considered for inclusion in
this session, which will feature leading videos
from around the world. All selected videos will
6
be presented and scored by a panel of judges
live at DDW.
Submission Instructions: For complete
information, and Audiovisual Award and Video
Forum submission forms, please visit ASGE
online.
Deadline for receipt is Dec. 2, 2014.
Contact the ASGE Office at
[email protected] or call 630-573-0600 for
further questions.
*Please note submissions will not be accepted
online. Authors must go to the above link,
complete the submission forms and submit the
forms and video per the instructions provided
on the site.
SSAT Video Submission Rules
A text abstract submission is required, although
it is limited to 700 characters (approximately
100 words). Text should include the key ideas
from the video.
There is a limit of 255 characters for the title of
your abstract submission. There is a limit of 700
characters for the text of your abstract
submission (abstract body). The 700 character
limit includes spaces.
Attribution for commercial support must be in
the form of a video credit in the beginning of
the program. No endorsement/promotion of a
specific device or product is allowed. Non-FDA
approved use of devices should also be
indicated in the opening credits of the video.
Duration of the video should be seven to 10
minutes. Videos longer than 10 minutes will not
be considered. Accepted videos must be
personally moderated at the podium during the
scientific session. Although sound is encouraged
with video submission so that its content may
be properly evaluated, if selected for
presentation, no audio playback capabilities
will be provided. The presenting author will
need to supply all narration on the video itself.
Permission for all copyrighted material
(drawings, illustrations, video footage) must be
obtained with attribution of permissions
included in the closing credits. The video must
be uploaded on the abstract submission
website. Do not include institution or author
names in the title, abstract body or file name.
Special Characters: In most cases, Greek letters
and other special characters will transfer from
your word processing software. The special
character palette is available if you need a
special character that you are unable to find in
your word processor. Formatting tags need to
be placed around the chosen text for italics,
bold, and other formatting. (i.e. in vitro for
italics, etc.)
7
VIDEO UPLOAD: If your video file is less than
500 MB, you may use the file upload feature to
upload your .MOV, .MPEG, or .MPG formatted
files. Uploading of files should be done with a
high-speed Internet connection.
If you have any technical difficulties during your
file upload, please contact ScholarOne Abstracts
Support at 434-964-4100 or at
[email protected]
Upon completion of your submission, you will
receive a follow-up email from SSAT Staff with
instructions to submit a high-resolution version
of the video. This step is required for your
submission to be complete. The high-resolution
copy will be used for back-up as well as for onsite presentation. No on-site upload of video
presentations will be required for SSAT videos
at DDW 2015.
Additional SSAT Requirements
Abstracts selected for SSAT Plenary
presentations require the author to submit a
manuscript at the time of the meeting for
potential publication in the Journal of
Gastrointestinal Surgery. Failure to do so will
result in the prevention of future abstract
submissions for a period of three years for all
authors. If the abstract is accepted for a Quick
Shot or Poster presentation, the author is
encouraged to submit a manuscript for
potential publication in the Journal of
Gastrointestinal Surgery.
SPECIAL NOTE: Videos may not exceed 10
minutes in length. For purposes of review,
sound should be included. Surgical Videos
submitted online should not include author and
institution information. Any patient identifying
information must be excluded or obscured from
video films and narration.
If accepted, changes cannot be made to the
submitted video. If a PowerPoint presentation is
required for introduction, you must indicate this
in the initial submission.
8
An author can have more than one abstract
accepted for SSAT podium presentation
(includes Plenary and Quick Shot oral
presentations as well as Video presentations),
but can present only one of those podium
presentations. In this case, unique co-authors
must present the other podium presentations.
(There is no limit on the number of posters
accepted per author, per institution or per
subject.)
As mentioned previously under Membership,
for SSAT abstracts only, at least one SSAT
member must be listed in the author string. If
not, an SSAT member must be listed as the
sponsor of the submission.
If an abstract selected for an SSAT Plenary or
Quick Shot presentation describes the use of a
device, product, or drug that is not FDA
approved off-label use of an approved device,
product, or drug, or unapproved usage of a
device, product or drug, the Presenting Author
will disclose this information verbally to the
learner during his presentation.
DDW on Demand Permissions
Poster Printing Service
To promote its educational program and allow
wider access for professionals in
gastroenterology, DDW will produce DDW on
Demand, an online educational program from
presentations held at DDW 2015. These
presentations will be made available after the
meeting via online access and DVD. In efforts to
expand this program all lecture presentations
will be included in the capture program unless
otherwise indicated by the presenter at the
time of acceptance. Presenters will have the
option to “opt-out” or withhold slides from the
program. More Information is available online.
For added convenience, DDW has partnered
with Digital Acumen to provide scientific poster
printing. Poster presenters who choose to
purchase the service may submit their posters
online and pick up their posters on site at DDW.
For more information, visit the DDW website.
Questions?
Abstracts
Lorna Lucas — DDW Program Manager
Anna Martin — DDW Program Coordinator
Crystal Young — Director, Program Operations
Abstract Submission Site
ScholarOne Technical Support
Direct Number: +1-434- 964-4100 / Toll Free
Number (U.S. Only): 888-503-1050
Housing & Registration Questions
Corie Stretton – DDW Convention Coordinator
General Information
[email protected]
ePosters
Accepted poster presenters have the option to
also present an ePoster in PDF or interactive
Microsoft PowerPoint format at no additional
cost. ePosters offer increased functionality
including the ability to search poster
presentations by author’s last name, poster
number or subject. ePosters will be accessible
on site at DDW 2015 and any time after the
meeting. Previous DDW ePosters can be viewed
online.
9
Digestive Disease Week®
Saturday, May 16–Tuesday, May 19, 2015
Exhibit Dates: Sunday, May 17–Tuesday, May
19, 2015
Washington, DC
Walter E. Washington Convention Center