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
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