ABSTRACT SUBMISSION RULES & REGULATIONS
|May 6||Abstract submission open|
|July 8||Abstract submission closes at 11:59 PM CST|
|August 9||Presenters selected and notified via email|
|August 23||Acceptance/Rejection from presenters due|
|September 13||Abstract schedule posted online|
|October 15||Deadline for Powerpoint presentations for oral abstracts to be submitted online|
YOU MUST BE A VCS MEMBER TO SUBMIT AN ABSTRACT: To check your membership status, visit https://netforum.avectra.com/eWeb/DynamicPage.aspx?Site=VCS&WebCode=IndSearch. Enter your last name in the correct field and select search. If your name does not appear, either your membership has expired, you are not a member or you selected the DO NOT PUBLISH ONLINE button when you joined/renewed. To join or renew your membership in VCS, visit www.vetcancersociety.org and click on the LOGIN button to renew your membership or click on the ONLINE MEMBERSHIP APPLICATION button under the VCS Membership tab to join. If you’d like to verify your membership status, simply email VetCancerConference@yahoo.com.
NEW! LATE BREAKING ABSTRACTS: VCS has initiated a new abstract policy in 2013 that will allow for the addition of no more than two (2) Late Breaking Abstract Presentations at the VCS Annual Conference. Those selected for these two Late Breaking Abstract presentation slots will give a 10-minute oral presentation with 2-minute question and answer period within the daily oral presentation schedule. The intent of this new category of abstract presentation is to allow for the presentation of significant and potentially ‘game-changing’ or ‘paradigm-changing’ data warranting presentation despite becoming available too late for the standard abstract submission deadlines. These Late Breaking Abstracts are typically data generated by active researchers in the field. Graduate students may not present in this category. LATE BREAKING ABSTRACT SUBMISSION DEADLINE FOR 2013: September 15, 5:00 pm CST.
All accepted Late Breaking Abstracts will be selected and scheduled by the 2013 VCS Executive Committee. Once informed of their selection, all Late Breaking Abstract presenters must pay the appropriate conference registration fees. Do not submit a Late Breaking Abstract if you are not able to attend the annual meeting in its entirety. Submissions received by VCS will be reviewed for scientific content, experimental design and statistical analysis where appropriate. Single case reports are not acceptable. Abstracts, which describe data as ‘pending’ are not acceptable.
Late Breaking Abstract submission rules and regulations follow exactly (with the exception of submission due date) those presented on this web site. It is possible that we will be unable to publish these abstracts in the proceedings due to print deadlines.
PRESENTATION METHOD: When submitting your abstract you will only be able to specify that you wish your abstract to be considered for POSTER ONLY or EITHER POSTER OR ORAL. You will NOT be able to select ORAL ONLY.
ABSTRACT PRESENTATION RESTRICTIONS: You may submit multiple abstracts, however, you will only be allowed to present one oral abstract and one poster abstract and the particular abstract(s) selected will be determined by the program chair and the committee. SINGLE CASE REPORTS WILL BE AUTOMATICALLY REJECTED.
LENGTH AND FORMATTING: The body of the abstract must be no longer than 250 words amongst all four sections (does not include the title, all authors, affiliations and references, if any. Do not include that information in the abstract body). The abstract should include an introduction with study objectives, a brief description of the materials and methods, results and conclusions of the study. Abstracts may not include tables or graphs. No editing will be done by conference staff. Each author is fully responsible for the content of the abstract. It is best not to copy and paste abstract content into the system as irregular symbols and characters result when merging for publication. If using Greek characters, it is best to spell out the symbol as those characters don’t often merge correctly.
SUBMISSION: All abstracts must be submitted online by July 8th. Within the application, follow the prompts to complete the demographic information, university affiliation, presentation type, etc. In the body of the abstract, it is best not to cut and paste from your word processor into the various sections because irregular characters often occur when merging this information for publication. Any abstract with only “data to be presented” or some iteration of this will be refused. Abstracts must include results and conclusion. Once the abstract information has been entered, press the Save and View Abstract button to review your submission and complete the application process.
EDITING YOUR ABSTRACT: When you submit your abstract you will receive a confirmation email letting you know that it has been submitted properly. Within this email you will receive a link that will allow you to EDIT your abstract as often as you’d like up to the submission deadline of July 8th. Please DO NOT resubmit the same abstract. Conference organizers will not make any changes to your abstract.
GRADING: Submissions are reviewed and graded by VCS Executive Committee members. Successful applicants will be notified via email by August 10th and are required to accept or reject their assignment to either poster or oral presentation by August 20th. The final grid will be posted on the VCS conference website by September 13, 2013.
PRESENTATION: Oral presentations are scheduled for 10 minutes with 2 minutes for questions. Only single projection will be available. Although your presentation must be uploaded prior to the conference, we encourage you to bring your presentation to VCS in PC Windows format (CD-ROM or Flash Drive) to be safe.
UPLOADING PRESENTATIONS PRIOR TO CONFERENCE: All presentations for all abstracts accepted for oral presentation must be uploaded by 11:59 pm on October 15th. Instructions for uploading presentations will be emailed to all presenters via email in early October. The link provided will be specific to the speaker and their specific abstract so presenters may not share the link with others. Microsoft PowerPoint 2007 on a PC format will be the only platform supported for the conference.
PRESENTATION DURING THE CONFERENCE: If your abstract is accepted for oral presentation, you must agree to present at any time during the duration of the conference. The conference ends at 5 pm on Saturday, October 19tht and abstracts will be scheduled until that time.
ABSTRACTS PRESENTED ELSEWHERE: Abstracts presented elsewhere may be allowed as long as cases have been added or data has matured since the last presentation.
CONTACT INFORMATION: Please contact Sandi Strother at VetCancerConference@yahoo.com with any questions regarding your presentation. If you have technical issues, please contact Lee Fent at email@example.com.
- All resident submissions will be graded on merit and completeness of research data. All resident submissions will be scored by committee for oral vs. poster presentation.
- When submitting an abstract, Residents must select whether the abstract fits best in the CLINICAL science category or the BASIC science category. The scientific committee will make adjustments to the category as they see fit and based upon the abstract content submitted.
- Residents who accept awards must be prepared to present their papers at ACVIM and to submit an abstract by the published deadline.
- Resident awards are $2000 each for the winner of the oral and poster clinical science abstract and the oral and poster basic science abstracts. This amount is compensation that will be reimbursed for ACVIM registration as well as related travel expenses.
- Only CURRENT Residents may use the Resident Presenter fee when registering for the conference. Please wait until you have received your oral assignment before registering for the conference.
- All posters MUST BE NO LARGER THAN 3’ wide x 4’ tall (.914m wide x 1.2192m tall). No other sizes will be accepted as two posters must fit side by side on the board.
- You may only present ONE poster and are expected to stand with your poster during the Poster Reception
- Posters may be displayed once you have checked into the conference at the registration desk. All posters should be in place by 5 pm on Thursday, October 17th.
- Only CURRENT Residents entered in the Resident Poster competition may use the Resident Presenter fee when registering for the conference. Please wait until you have received your poster assignment before registering for the conference.
SUBMISSION DEADLINE: The deadline for submission of all materials was 11:59 PM (CST) July 8, 2013.