Abstract Information

2020 Membership Rules for Abstract Presentation

 UPDATES MADE ON JULY 11th.  Read information carefully.


CHANGES FOR THE 2020 VIRTUAL CONFERENCE

    • PRESENTER MEMBERSHIP:  You are NOT required to be a VCS member to submit or present an abstract at the 2020 Annual Conference.  This policy is in effect for the 2020 Annual Conference only.
    • Given the broad impact of the COVID-19 pandemic, both clinical and basic science research efforts has been disrupted to varying degrees over the past 3 months. For some VCS members and residents, planned clinical trials and/or experiments had to be delayed with consequent ramifications on timely generation of data required for successful VCS abstract consideration. This year, the VCS Conference Committee will allow abstracts to be submitted with verbiage similar to “data collection in progress” or “data to be presented”, without penalty. If selected for presentation (oral or poster), it will remain the responsibility of primary submitters to ensure that sufficient data is generated prior to the planned VCS conference, and clinical/basic research investigations are maintained at high standards and rigor.
    • UPDATED JULY 10: Due to the virtual nature of this conference, and except for Resident abstracts in competition, all abstracts selected for ORAL abstract presentations must be pre-recorded by each presenter and submitted to VCS in MP4 format, no later than October 1.  If a presenter is unable to accomplish this task on his or her own, a time may be scheduled with VCS to record the presentation.  Q&A will take place live online on the date and time of the presentation in October.
    • So that we can provide CE for each abstract, one learning objective and one multiple choice Q&A will be required of each abstract presenter.
    • All RESIDENT abstracts accepted for oral presentation will be pre-recorded and graded in late September.  VCS will reach out to all residents with the competition schedule.
    • All RESIDENT abstracts selected for POSTER presentation will be scheduled for a pre-recorded presentation in which the resident will present his or her poster with a no more than 3 minute “elevator” presentation followed by Q&A from the judges.  This will take place in late September.
    • Poster abstracts will have a place on the virtual platform.  More details on how these will be submitted and presented will be determined and information distributed to those selected to present a poster by mid-August.

 


REMINDERS

ABSTRACT PRESENTATION RESTRICTIONS: All abstracts, oral or poster, must be presented by an investigator on the project and cannot be presented by a sponsor unless they are directly involved in generating (not just analyzing) the data.

DISCLOSURE SLIDE:  Every presentation must include a disclosure slide at the beginning or end of the presentation.  You must disclose any sources of funding required to complete this work.  The sources will be included in the printed proceedings.  VCS will provide the template for this slide to all persons selected to present orally or by poster in August.

 


OTHER RULES:

PRESENTATION METHOD:  While you may submit multiple abstracts for this conference, generally each person will be allowed to present one oral abstract and one poster abstract.  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.

AUTOMATIC REJECTION:  Single case reports will be automatically rejected.

LENGTH AND FORMATTING: The abstract limit of 250 words should be based on the word count from your word processing software. Our submission page may allow more words to account for hyphens or other characters. Please do not rely on the submission page word count as this could jeopardize future submission of the final manuscript for publication.  VCS reviewers will not oversee or check the final word count.

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 July 10th. 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 July 10th. 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 28th.  Those selected for oral or poster presentation must accept or reject their assignment no later than August 4th.

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 PRESENTATION and RECORDING:  Oral presentation slots are a total of 15 minutes (12 minutes for presentation plus 3 minutes for Q&A).  All abstracts selected for oral presentation will be pre-recorded by the presenter and submitted to VCS by October 1.

POSTER SIZE:  Poster size will soon be determined and a notification will be sent to all those presenting a poster.

RESIDENT ABSTRACTS IN COMPETITION:  Judging of all resident abstract presentations in competition, both oral and poster, will take place during the last week of September and will be recorded by VCS.  Dates and times will be selected by residents on a first come, first served basis in August.  Judges will be present to ask questions. Residents selected for oral presentation will give a 12 minute presentation followed by Q&A by the judges.  Those presenting a poster will have approximately 3 minutes to provide an “elevator” speech about their poster and must upload the poster for viewing as well.  VCS will record these presentations as they take place and upload them into the platform once complete.  Judges questions or comments, nor the resident responses, will be recorded. Residents who are presenting an oral abstract must be present during the live airing of their presentation during the conference to answer any audience questions as well.

CONFERENCE REGISTRATION:  All those who have agreed to present an assigned abstract must be registered for the conference by October 1, 2020 or the abstract will be removed from the proceedings.

FOR RESIDENTS ONLY:

      • Resident oral abstracts are scheduled on Friday, October 16th.  Residents should be available to answer any Q&A following the presentation (via recorded video) of their abstract.
      • All submissions will be graded on merit and completeness of research data.
      • Resident awards will be presented online at the virtual closing event on Saturday evening.
      • Residents who accept awards must be prepared to present their papers at ACVIM in 2021 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 2021 ACVIM Forum..

SUBMISSION DEADLINE:  The preliminary deadline for abstract submission is 11:59 PM (CST) July 10, 2020.

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.