Please note the abstract submission deadline for ESTRO 2023 is 26 October 2022. 

 
GENERAL INSTRUCTIONS 

The abstract submission for ESTRO 2023 is open as of September 2022. The submission deadline is 26 October 2022 (23h59 CET). Abstracts must be submitted online via the ESTRO website at www.estro.org

We highly recommend completing your submission early to avoid technical delays due to server overload close to the deadline.

For questions regarding the online submission process, please e-mail abstracts@estro.org

 

REGULATIONS  

With the submission of the abstract for ESTRO 2023 congress, the corresponding (presenting) author:  

  • Accepts responsibility for the accuracy of the abstract and ascertains that all authors are aware of the content before submission  
  • Accepts to be the contact person for all correspondence related to the abstract and to inform the co-authors about its status  
  • Accepts to identify any financial interest in products or processes described in the abstract. This includes stock ownership, membership on any advisory boards, commercially sponsored research or any other substantial relationships.  
  •  Certifies that the information to be reported is for exclusive presentation in the session to which the abstract will be assigned if accepted, and that the information will not be presented as such at any commercially-sponsored satellite symposia during the conference  

Further notes:
  • Abstracts are embargoed until 1 month prior to the congress, at which point the abstract book is published online and abstracts are included in the searchable programme. Should you wish for an abstract to be embargoed until the congress, please email abstracts@estro.org by 28 February 2023. 
  • Please log in to the abstract submission site with the presenting author login details. 
  • Abstracts must be submitted and presented at the conference in English. The Scientific Programme Committee reserves the right to reject an abstract written in poor English. 

 

ABSTRACT SUBMISSION


Abstract Format  

Track - Choose a track keeping in mind that: 

  • If the main topic of your abstract is related to brachytherapy, the abstract should be submitted under the ‘Brachytherapy’ track.
  • If the main topic of your abstract is clinical treatment and/or outcomes (e.g. tumour response/morbidity), the abstract should be submitted under the ‘Clinical’ track.

Prospective clinical trials should be identified as such in the title of the abstract and include The National Clinical Trial number where applicable.

  • If the main topic of your abstract is related to medical physics, including advanced modelling/statistics etc. (and not focusing on clinical outcomes), the abstract should be submitted under the ‘Physics’ track.
  • If the main topic of your abstract is related to radiobiology/experimental radiotherapy using in vivo, in vitro or molecular technique/models, the abstract should be submitted under the ‘Radiobiology’ track.
  • If the main topic of your abstract is related to RTT activities, the abstract should be submitted under the ‘RTT’ track.
  • If your abstract does not fit in any of the above categories but is still within the topic of radiation oncology, the abstract should be submitted under the ‘Interdisciplinary” track.

These will be evaluated by the Scientific Programme Committee, including all track chairs.

Topic category - Choose the topic category that refers to the main subject of the abstract. The Scientific Programme Committee reserves the right to re-categorise the abstract.

 

Keywords - Authors are required to write 1 to 3 keywords (different from the topic) that best describe their work. 

Presentation preference - Authors should indicate the presentation preference (live presentation or no live presentation). Please note that opting for no live presentation would mean that your abstract will not be considered for presentation as an oral communication, mini-oral or poster discussion by the Scientific Programme Committee. Please choose this option only in the event that you are not able to deliver a live presentation at the congress (due to language limitations or travel restrictions for example).  

Title - Abstract titles should be brief and reflect the content of the abstract. The title (maximum 100 characters) is important since it focuses attention (it is the “showcase” for the presentation). Do not use capital letters in the title except for words that are always capitalised and do not use non-standard abbreviations. Prospective clinical trials should be identified as such in the title of the abstract (include The National Clinical Trial number when applicable) 

Body of the abstract - Abstracts should be structured in such a way as to include (1) Purpose/Objective; (2) Material/Methods; (3) Results (4) Conclusion.  

The online abstract submission procedure -  

  • The online abstract submission system will not accept abstracts that exceed 3,000 characters (body of the abstract, including spaces).  
  • The use of standard abbreviations is desirable. A special or unusual abbreviation must be placed (in round brackets) after the first appearance of the word for which it stands.  
  • Table and image: with their submission authors may include maximum two (2) uploads (tables or images) in JPG or PNG formats. These uploads are not included in the number of characters. The maximum pixel size of an image is 600(w) x 800 (h) pixel. Larger images may not be properly visible. Please ensure the content of the image is readable at this size. 
  • Data table: authors may include one data table using the insert table icon (we advise not to copy-paste a table into the body of the abstract). The characters in a data table are included in the overall number of characters allowed.  
  • Equations: can be inserted in the text as images.  
  • Editing of abstracts - Abstracts can be edited until the submission deadline of 26 October 2022. Any changes to abstracts (including authors and affiliations) are not accepted after this date. 

 

FURTHER INSTRUCTIONS FOR AUTHORS AND ABSTRACT SELECTION PROCESS  

Abstracts submitted for presentation will be reviewed by an international panel of experts in the field of the subject.  Abstract review criteria are based on clarity, supporting data, scientific rigour, potential significance, interest in the topic chosen and innovation or usefulness.   

  • Work in progress: Abstracts on research obviously not yet performed and results not yet obtained will be rejected.  
  • Case studies will not be considered (only if first-in-human) 
  • Encore abstracts: Papers already presented in another meeting will not be considered, unless the previous audience is distinct from the ESTRO 2023 congress audience (e.g. national meetings).  
  • Abstracts should include new information and not solely include materials already published. 
  • If very similar abstracts are submitted by the same authors, the Scientific Programme Committee reserves the right to select only one of the abstracts and reject any others. 

 

Abstracts will be selected for one of the following presentation formats:   

Oral Presentation - Abstracts selected for oral presentation are presented during proffered paper sessions (PowerPoint presentation of 7 minutes + 3 minutes of discussion) 

Mini-Oral Presentation - Abstracts selected for mini-oral presentation are presented during sessions held in a mini-oral theatre in the exhibition area (4-slide PowerPoint presentation of 4 minutes + 3 minutes of discussion) 

Poster Discussion - Abstracts selected for poster discussions (in electronic version only) are presented orally during a poster discussion session. The author will present their digital poster around a poster station (poster presentation of 2 minutes + 2 minutes for discussion) 

Poster (digital) - Abstracts selected for digital poster are included in the digital poster gallery where they are grouped by topic and are displayed throughout the meeting.  

Withdrawal of an abstract - Submitted abstracts can be withdrawn until 13 November 202. (To withdraw your abstract, you should send an email to abstracts@estro.org). After this date, withdrawal of abstracts is no longer possible. If the first (presenting) author cannot attend the conference, they should assign a replacement and inform the ESTRO office as soon as possible. 

Notification of the outcome of abstract selection will be sent by early January 2023.  

Please note that acceptance of an abstract does not entitle the authors to a complimentary registration. Presenting authors should register for the congress by the early registration deadline.  

VIEW THE ABSTRACT SUBMISSION TOPICS FOR ESTRO 2023 HERE