Abstract Information

2021 VCS Annual Conference Abstract Submission Rules

Abstract submission is closed.

Click HERE for more information about these limited opportunities and the requirements based on the type of presentation that is assigned.  Additional key dates due to the extension can be found HERE.


ABSTRACT SUBMISSION OPENS:  May 1, 2021

ABSTRACT SUBMISSION CLOSES:  July 11, 2021 at 11:59 pm Pacific time

MEMBERSHIP CRITERIA: In order to submit an abstract you must be a current VCS member OR sponsored by a current VCS member.  Non-member presenters will be asked to enter the name and email address of a VCS member who is willing to sponsor the abstract.  A VCS representative will contact that sponsor prior to grading to confirm the sponsorship.  A VCS member may sponsor only ONE non-member abstract.  Membership will be checked prior to grading.

All residents selected to present an oral or poster abstract MUST BE a current VCS member.  Only member residents are eligible to compete in the resident competition.

To join or renew your membership in VCS visit JOIN/RENEW ONLINE.

PRESENTATION METHOD:  When submitting an abstract, you may request that your abstract to be considered for POSTER ONLY or EITHER POSTER OR ORAL. There is no option to select ORAL ONLY.  Submitters are allowed to mark a box that says that the program chair may change your presentation to the other method if necessary.

ABSTRACT PRESENTATION RESTRICTIONS:  You may submit multiple abstracts, however, in nearly all cases, a presenter will only be selected to present one oral abstract and no more than one poster abstract.  The particular abstract(s) selected for presentation will be determined by the program chair and the committee.

AUTOMATIC REJECTION:  Single case reports will be automatically rejected.

PRESENTER NAME:  The name of the person that is entered as the presenter must be the person to present the abstract at the conference.  If necessary, a co-author may present if the presenter is unable to do so.  Please contact VCS as soon as that information is known so that changes can be made in the program.  Any changes in speaker will NOT be reflected in the proceedings unless that change was made by September 1st.

LENGTH AND FORMATTING:  The body of the abstract must be no longer than 250 words among 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. 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 ONLY by end of day (11:59 pm Pacific time) on July 11th.  Follow the prompts to enter 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 a conclusion. Once the abstract information has been entered, press the Save and View Abstract button to review your submission and complete the application process.

NEW! UPLOAD YOUR CV:  If you are selected to present an abstract, you will be required to upload your CV at the same time you accept your invitation.

NEW! QUESTIONS FOR CE:  All oral abstract presenters are required to submit FIVE questions & answers pertaining to your abstract no later than September 1st.  We will send further instructions in August.

EDITING YOUR ABSTRACT:  After submission, you will receive a confirmation email letting you know that we have received the abstract and provide you with a link that will allow you to EDIT your abstract as often as you’d like up to the submission deadline of July 11th. Please DO NOT resubmit the same abstract.

GRADING:  Submissions are reviewed and graded by board-certified VCS members. Successful applicants will be notified via email by August 4th and are required to accept or reject their assignment to either poster or oral presentation by August 11th. The final grid will be posted on the VCS conference website in early September.

Abstracts will be graded using the following criteria:

  • Is the study relevant to the attendee group? (e.g. important to the diagnosis, treatment or prognosis of a oncologic disorder, or contributes to the understanding of tumor biology)
  • Does the study present new information?
  • Is the study design clear and appropriate?
  • Is the objective/hypothesis of the study clearly stated?
  • Is the abstract clearly and concisely written?
  • Are the study conclusions supported by the abstract content?

ORAL PRESENTATIONS:  Except for resident abstracts in competition, oral abstract presentations will take place on Saturday, October 16th onlyOral presentations are scheduled for 12 minutes with 3 minutes for questions.  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.  If you must use a MAC, you must bring your own computer and adapter.

POSTERS:  All posters must be 3.75 feet tall by 3 feet wide.  Once on site, you will place your poster on a board that has your name on it.  Do not leave collateral material, flyers, business cards or storage tubes with your poster.  Posters should be hung on Thursday and remain in place until 3 pm on Saturday, October 16th.  Except for residents, others presenting a poster are not required to stand with their poster on Saturday during the poster viewing but we do recommend it.

UPLOADING ORAL PRESENTATIONS PRIOR TO CONFERENCE:  All presentations for all abstracts accepted for oral presentation must be uploaded by 11:59 pm on October 12th. 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 on a PC format will be the only platform supported for the conference.

ABSTRACTS PRESENTED ELSEWHERE:  Abstracts presented elsewhere may be allowed as long as cases have been added or data has matured since the last presentation.

CONFERENCE REGISTRATION:  All those selected to present a poster or oral abstract must be registered for the conference (either in person, live stream, or on demand) by September 1, 2021.

CONTACT INFORMATION:  Please contact Sandi Strother at vetcancersociety@yahoo.com with any questions regarding your presentation. If you have technical issues, please contact Lee Fent at lee.fent@gmail.com.

RESIDENT ABSTRACT PRESENTATIONS:

  • All oral resident abstracts will be presented on Thursday, October 14th only.
  • All poster resident abstracts will be presented on Saturday, October 16th, beginning with a 2 minute “elevator pitch” beginning at 10 am followed by viewing of posters.  A template will be sent to all residents selected for poster presentation so that you can prepare your brief oral presentation and one slide.
  • All residents selected to present an oral or poster abstract must be a current member of VCS.
  • All resident submissions will be graded on merit and completeness of research data and will be scored by a committee on board-certified oncology professionals.  The chair will decide which abstracts will be presented orally versus a poster.
  • 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.
  • Four awards are presented each year.  The$2000 prize for the winner of the oral and poster clinical science abstract and the oral and poster basic science abstracts can be used for reimbursement for attendance at any scientific conference of the winner’s choice through 2022.
  • Please wait until you have received your assignment before registering for the conference.  Resident members selected to present an abstract may use the resident presenter rate when registering.

POSTERS

  • All posters MUST BE 3.75 feet tall and 3.0 feet wide.
  • Two posters must fit side by side on each board with space in between.
  • You will present a two minute “elevator” speech at 10 am on Saturday morning, and then will stand with your poster during the poster session from 10:30 to noon for grading purposes.
  • 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 14th.