Abstract Submission

2018 Membership Rules for Abstract Presentation

  • PRESENTER MEMBERSHIP:  All persons selected to present an oral or poster abstract at the 2018 VCS Annual Conference must be a current VCS member, or sponsored by a current VCS member, by June 24, 2018 or the abstract will be rejected prior to grading.
  • VCS SPONSORSHIP: A VCS member may only sponsor ONE non-member abstract.  These members will be contacted to verify their sponsorship. Non-member abstracts without VCS sponsorship will be rejected.
  • VERIFY MEMBERSHIP:  Verify your membership by logging in to your account at https://netforum.avectra.com/eWeb/DynamicPage.aspx?Site=VCS&WebCode=IndSearch. Contact vetcancersociety@yahoo.com to request verification of membership status if necessary.
  • JOIN/RENEW MEMBERSHIP:  To join or renew your membership in VCS, click here: JOIN/RENEW ONLINE.

NEW THIS YEAR!!

CONCURRENT ABSTRACT SESSION ON SATURDAY AFTERNOON:  Please note that this year, for the first time and after extensive discussions on the topic for years, we are going to try one half day split session.  During the general abstracts, we will have a second room for an additional session entitled “Molecular/preclinical studies”.  Abstracts selected for this session will not include any clinical data.  This will allow more opportunities for high quality research to be presented in an oral format, in addition to poster presentations.  We will still ask those submitting abstracts to mark “basic” or “clinical” for all other categories, and abstracts will be placed where they are most appropriate, always taking into consideration the requests of the presenters.

ORAL ABSTRACT PRESENTATION LENGTH:  Oral presentation slots will now be a total of 15 minutes (12 minutes for presentation plus 3 minutes for Q&A).  There will be NO discussion period at the end of each half day session.

CONFERENCE REGISTRATION:  All those who have been selected and agreed to present an abstract must be registered for the conference by AUGUST 15, 2018 or the abstract will be removed from the proceedings.  The presenter may still present his or her abstract should they register after August 15th, however, the abstract will NOT appear in the proceedings.

RESIDENT POSTERS:  This year, residents who are presenting a poster will provide a brief (no more than 2 minutes and one powerpoint slide) announcement to improve visibility of their work.  For the first 30 minutes of the poster session, residents will approach the microphone in single file, and give a brief statement with the following format: name, title of project, important aspects of study design, major conclusion, and location of poster.

 


OTHER RULES:

PRESENTATION METHOD:  When submitting your abstract you will be asked for your preferred presentation type.  You may select POSTER ONLY or EITHER POSTER OR ORAL. You will be unable to select ORAL ONLY.  You will be asked if you will allow the program chair to change your presentation to the other method if necessary.  If you request POSTER ONLY, and your abstract is accepted, you will only be selected for a poster presentation.

THEMES:  The 2018 conference will be broken down into themed sessions plus a general abstract session.  When submitting your abstract, you will be asked to choose which category the abstract best fits.  You will select both a first and second choice.  When submitting an abstract, all presenters must also 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.

STATE OF THE ART PRESENTATIONS:  For rules concerning State of the Art (SOTA) presentations see http://vetcancersociety.org/conference/state-of-the-art-presentations/.  You cannot submit abstracts online and have them considered for a SOTA this year.

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.

AUTOMATIC REJECTION:  Single case reports will be automatically rejected.  Also, any abstract with “data to be presented” or some iteration of this will be refused.

LENGTH AND FORMATTING:  The body of the abstract must be 250 words or less among all four sections (not including 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 DEADLINE:  All abstracts must be submitted online by June 24th. Within the application, follow the prompts to complete the demographic information, university affiliation, presentation type, etc.  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:  After you successfully submit your abstract you will receive a confirmation email letting you know that it has been accepted. This email will contain a link that will allow you to EDIT your abstract as often as you’d like up to the submission deadline of June 24th. Please DO NOT resubmit the same abstract. No changes, other than a presenter name, institution and email address will be made to your abstract.

GRADING:  All submissions will be reviewed and graded. All submitters will be notified of their acceptance or rejection via email by July 18th.  Those selected for oral or poster presentation must accept or reject their assignment no later than July 27th.

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?

NEW!  ORAL PRESENTATION:  Oral presentation slots are a total of 15 minutes (12 minutes for presentation plus 3 minutes for Q&A).  Although your presentation must be uploaded prior to the conference, we encourage you to bring your presentation on a flash drive.  If you must use a MAC, you must bring your own computer and adapter.

ORAL PRESENTATION SIZE:  Be sure to format your presentation using 16:9 dimensions.  We will be utilizing WIDE SCREEN projection.

UPLOADING PRESENTATIONS PRIOR TO CONFERENCE:  All presentations for all abstracts accepted for oral presentation must be uploaded by 11:59 pm on October 16th. 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 2013 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 conference. Oral abstract presentations will be scheduled through 3:00 pm on Saturday, October 20th.

NEW! CONFERENCE REGISTRATION:  All those who have agreed to present an assigned abstract must be registered for the conference by AUGUST 15, 2018 or the abstract will be removed from the proceedings.  The presenter may still present his or her abstract should they register after August 15th, however, the abstract will NOT appear in the proceedings.

POSTER ABSTRACTS:

  • All posters MUST be 3’ wide x 4’ tall (.914m wide x 1.2192m tall). This is considered a VERTICAL poster.  No other sizes will be accepted as two posters must fit side by side on the board.
  • You may present only ONE poster .
  • Posters may be displayed once you have checked into the conference at the registration desk.  All posters should be in place no later than 3 pm on Thursday, October 18th.
  • Currently, poster presentations are scheduled for Thursday, October 18th from 3:30 to 5:00 pm.
  • Residents only will make a 30-45 second “oral introduction” to their poster on Thursday afternoon at 3:00 pm and then are required to stand with their poster during the Poster presentations on Thursday afternoon beginning at 3:30 pm.  If more judging time is needed, residents presenting a poster may be asked to remain with their poster after 5:30 pm.

FOR RESIDENTS ONLY:

  • Graders will have no knowledge if an abstract submitted belongs to a Resident.
  • Resident abstracts will be scheduled within the topic category of best fit, thus, Resident presentations may take place anytime throughout the conference as scheduled by the program chair.
  • All submissions will be graded on merit and completeness of research data.
  • Residents who present a poster will make a less than two minute “oral introduction” to their poster on Thursday afternoon at 3:00 pm and then are required to stand with their poster during the poster presentation period on Thursday afternoon starting at 3:30 pm.  Residents may also show ONE slide during this oral introduction.
  • If more judging time is needed, residents presenting a poster may be asked to remain with their poster until 5:30 pm.
  • Resident awards will be presented at the closing event on Saturday evening at the Kentucky Derby Museum at Churchill Downs.
  • Residents who accept awards must be prepared to present their papers at ACVIM in 2019 and submit their abstract by the published deadline.
  • There are four available awards for Resident abstracts, each worth $2000.  You must be a VCS member Resident to be eligible for any of the four awards.  Based on the scores given, an award may be presented for the best oral and poster clinical science abstracts and the best oral and poster basic science abstracts. The award will be used to compensate the winner for travel related expenses associated with attendance at the 2019 ACVIM Forum.
  • Please wait until you have received your assignment before registering for the conference.  Only CURRENT VCS members may use the MEMBER RESIDENT PRESENTER RATE.  Non-member Residents selected to present orally or a poster must use the non-member Resident registration rate.  Non-member residents will not be judged and will not be eligible for awards.

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

SUBMISSION DEADLINE:  The deadline for abstract submission is 11:59 PM (CST) June 24, 2018.  No exceptions will be made.

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.