Abstract Information

2023 VCS Annual Conference Abstract Submission Rules


ABSTRACT SUBMISSION OPEN & CLOSE:  Open: May 1, 2023. Close: June 23, 2023 at 11:59 p.m. Eastern Time via online method only.  Link to submission at bottom of page.

MEMBERSHIP REQUIREMENT: All presenters must be a current VCS member OR sponsored by a current VCS member.  Non-member presenters must enter the name and email address of a VCS member who can verify their sponsorship of the abstract.  A VCS member can sponsor only ONE non-member abstract.

Residents who wish to be considered for one of four Resident Abstract Awards MUST BE a current VCS member.  Non-member residents who submit an abstract will be considered for Saturday presentation and are not eligible for awards.

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

PRESENTATION TYPE:  Unless “poster only” is selected during the submission process, the program chair will select the presentation method of each accepted abstract.

FORMATTING & SUBMISSION:  Abstracts may not exceed 250 words for all four sections combined.  The title, authors, affiliations and references are entered in other fields and not a part of the 250 word count.  The abstract must include an introduction with study objectives, a brief description of the materials and methods, results and conclusions of the study. Photos, diagrams, tables or graphs are not allowed. Each author is fully responsible for the content of the abstract.  Be sure to press the Save and View Abstract button to review your submission and complete the application process.

CONFIRMATION AND EDITING:  An email confirmation will be delivered upon submission.  If you do not receive the confirmation email contact vetcancersociety@yahoo.com.  The email will contain a link that will allow editing of an abstract until the submission deadline of June 23rd. DO NOT resubmit the same abstract.

GRADING & NOTIFICATION:  Submissions are reviewed by board-certified VCS members. Successful applicants will be notified via email by July 10th and are required to accept or reject their assignment to either poster or oral presentation by July 17th.

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?

RESTRICTIONS & REJECTION:  Multiple abstracts may be submitted.  Abstract(s) selected for presentation will be determined solely by the program chair and committee.  Single case reports will be automatically rejected.  Any abstract with only “data to be presented” or some iteration of this comment will be refused.

SELECTION OF ABSTRACTS: Abstract selection for any VCS conference will be based on scientific merit and programmatic suitability to the membership. The presentation of any abstract does not constitute or imply endorsement or recommendation of the Veterinary Cancer Society.

PRESENTATION AT THE CONFERENCE:  At this time, with an in-person conference planned, we expect that those who are invited to present an abstract will do so in person.

ORAL PRESENTATION SCHEDULE:  Resident abstracts in competition will be presented on Thursday afternoon.  General oral abstract will be presented on SaturdayPresentations will be 12 minutes long with 3 minutes for questions.  All presentations must include a financial disclosure and/or conflict of interest statement.

Everyone selected to make an oral abstract presentation will be required to upload their CV when accepting their assignment.

UPLOADING ORAL PRESENTATIONS PRIOR TO CONFERENCE:  Oral presentations must be uploaded by 11:59 pm on October 10th. 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.

POSTER PRESENTATIONS:

  • Posters must be 3.75 feet tall by 3.0 feet wide and hung on the designated board.
  • Do not leave collateral material, flyers, business cards or storage tubes alongside your poster.
  • Posters must be hung on Thursday and remain in place until 12 pm on Saturday.
  • Except for residents, poster presenters are not required to stand with their poster on Friday morning during the poster viewing period.

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 by August 15, 2023 or their abstract will be removed from the proceedings prior to print.

RESIDENT ABSTRACT PRESENTATIONS:

  • All oral resident abstracts will be presented on Thursday afternoon.
  • All poster resident abstracts will be presented on Friday morning followed by viewing of posters.
  • 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 winners may be used for reimbursement for attendance at any scientific conference of the winner’s choice through 2024.
  • Do not register for the conference until you have received your assignment.  Resident members selected to present an abstract may use the resident presenter rate of $175. A promo code will be provided to residents selected to present an oral or poster abstract to use during the registration process.

RESIDENT POSTER PRESENTATIONS

  • Residents will present a two minute “elevator” speech at 10 am on Friday morning, and then stand with their poster during the poster session from 10:30 am to 12:00 pm for grading purposes.  A slide template will be provided for this purpose.
  •  All posters should be in place by 5 pm on Thursday.

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.