GUIDELINES FOR SUBMISSION OF ABSTRACTS

 

 

ABSTRACT SUBMISSION DEADLINE: 23 OCTOBER 2017 (23:59 CET) 

 

GENERAL INSTRUCTIONS

Abstracts must be submitted on-line on the ESTRO website at: www.estro.org.

We highly recommend completing your submission early - otherwise authors may experience technical delay due to server overload.

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

 

REGULATIONS

With the submission of an abstract for ESTRO 37, the first (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:

  • 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 Committee reserves the right to reject an abstract written in poor English
  • Abstracts will be anonymised before review to ensure fairness and eliminate possible bias. Therefore, it is strictly forbidden to include the authors’ names or institutions in the body of the abstracts.

ABSTRACT FORMAT

Track: choose a track keeping in mind that:

  • Abstracts submitted under the Clinical track are reviewed by clinicians and considered for the clinical track of ESTRO 37
  • Abstracts submitted under the Physics track are reviewed by physicists and considered for the physics track of ESTRO 37
  • Abstracts submitted under the Radiobiology track are reviewed by radiobiologists and considered for the radiobiology track of ESTRO 37
  • Abstracts submitted under the Brachytherapy track are reviewed by brachytherapists and   considered for the GEC-ESTRO brachytherapy track of ESTRO 37
  • Abstracts submitted under the RTT track are reviewed by Radiation TherapisTs (RTTs) and  considered for the RTT track only.

It is extremely important that you submit your abstract under the correct track. Submitting under the wrong track will result in your abstract being sent to the wrong experts for review and being scored low as a consequence.

Further advice for submitters:

  • Delineation abstracts: if the focus of the abstract is on imaging techniques, then the abstract should be submitted under the physics topics; if the focus of the abstract is on correctness of TV, OAR, then the abstract should be submitted under the clinical topics or under the RTT topics
  • Brachytherapy abstracts: abstracts on combination of BT and EBRT should be submitted under the clinical topics. Abstracts on BT and EBRT may also be submitted under the brachytherapy track topics if the focus of the scientific question is brachytherapy- related, however the submitter should be aware of the fact that the track to which he/she submits may have an influence on the way the abstract is evaluated
  • Clinical outcome: If there is no clinical outcome (at least toxicity reporting) the abstract should be  submitted under the physics topics (or brachytherapy topics).

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

Keywords: authors are required to select a keyword from a pre-defined menu. The list of keywords corresponding to each topic category indicated in the table can be a useful guide to determine the most appropriate topic category under which to submit the abstract. When submitting your abstract only one keyword can be selected from the pre-defined list.

Presentation preference: authors should indicate the presentation preference (oral, poster or no preference). Please note that the final decision on the presentation format rests with the Scientific Committee.

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.

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 on-line abstract submission procedure: the on-line 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, PNG or TIFF 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.

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. 

 

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 banned.

Encore abstracts: papers already presented in another meeting will not be considered, unless the previous audience is distinct from the ESTRO 37 congress audience (e.g. national meetings).

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

  • Oral presentation: abstracts selected for oral presentation are presented at one of the proffered paper sessions in the programme.
  • Poster viewing: abstracts selected for poster viewing sessions will be displayed in a central section of the poster area with posters on a similar topic grouped together. The presenting authors of the posters visit all the posters within each group, along with the audience. By each poster, the presenting author will present the poster in 5 minutes followed by 3 minutes for discussion led by two chairpersons.
  • Poster: abstracts selected for presentation in (paper) poster format are grouped by topic and are displayed throughout the conference. Only a limited number of abstracts will be selected as posters.
  • E-poster: abstracts selected as e-posters can be viewed in electronic format in special stations at the conference venue.

Withdrawal of an abstract: abstracts submitted for ESTRO 37 can be withdrawn until 5 December 2017 (to withdraw your abstract you should send an email to abstracts@estro.org). After this date, withdrawal of abstracts is no longer possible. Abstracts selected for oral / poster presentation should be presented at the meeting.

In case the first (presenting) author cannot attend the conference, he / she should assign a replacement and inform the ESTRO office of the replacement as soon as possible.

Notification of outcome of abstract submission will be sent by email by end December 2017.

The notification email is sent to the email address of the person whose credentials were used to login to the submission page.

 

LATE BREAKING ABSTRACTS

  • The work and/or update must be novel, ground-breaking, of high significance, evidence-based and with scientific merit
  • The work and/or update must be original and not previously have been published or presented at any other scientific meeting
  • The abstract must present timely findings which were not available at the time of the deadline (23 October 2017). The late breaking abstract deadline is not intended to be a second deadline for abstract submissions
  • A limited number of late-breaking abstracts will be accepted
  • Submissions will be accepted for oral presentation only.

The deadline for late-breaking abstracts is 22 January 2018.

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