Abstract Submission

ABSTRACT SUBMISSION IS NOW CLOSED 

2017 Membership Rules for Abstract Presentation

  • PRESENTER MEMBERSHIP:  All persons selected to present an oral or poster abstract at the 2017 VCS Annual Conference must be a current VCS member, or sponsored by a current VCS member, by June 30, 2017 or the abstract will be rejected prior to grading.
  • VCS SPONSORSHIP: A VCS member may only sponsor ONE non-member abstract. If a non-member wishes to submit multiple abstracts, he/she must find and enter the name of a different VCS member willing to sponsor each abstract. These members will be contacted to verify their sponsorship. Non-member abstracts without VCS sponsorship will be rejected.
  • VERIFY MEMBERSHIP:  To verify your membership status, visit https://netforum.avectra.com/eWeb/DynamicPage.aspx?Site=VCS&WebCode=IndSearch. Enter your last name in the correct field and select search. If your name does not appear, either your membership has expired, you are not a member, or you selected the “DO NOT PUBLISH ONLINE” button when you joined/renewed.  Contact vetcancersociety@yahoo.com to request membership confirmation.
  • JOIN/RENEW MEMBERSHIP:  To join or renew your membership in VCS, click here: JOIN/RENEW ONLINE.

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 2017 conference has been broken down into five half day sessions, each with its own theme.  When submitting your abstract, you will be asked to choose which category the abstract best fits:  Surgery/Pathology, Chemotherapy, Radiation Therapy, Immunotherapy/Targeted Therapies or General.  You will select both a first and second choice.

STATE OF THE ART PRESENTATION:  If marked during submission, a presenter’s abstract can be considered for an expanded 30 minute State of the Art presentation during one of the four themed categories (the General Abstract session will not have State of the Art presenters).   Abstracts selected for a State of the Art presentation will be made at the request of the Executive Committee and the presenter will receive complimentary conference registration if accepted.  Selections for SOTA presentations will be made in early July and those presenters will be contacted immediately.

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.  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 ONLY by June 30th. 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 30th. Please DO NOT resubmit the same abstract. Conference organizers will not make any changes 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 21st.  Those selected for oral or poster presentation must accept or reject their assignment no later than July 30th. The final grid will be posted on the VCS conference website on or about September 1, 2017.

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:  Oral presentation slots are a total of 10 minutes plus 2 minutes for Q&A.  At the end of each topic session there will be a roundtable discussion.  Presenters will be asked to join all speakers in the front of the room to respond to any 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.

ORAL PRESENTATION SIZE:  Be sure to format your abstract in 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 24th. 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 28th.

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 and RESIDENTS are expected to stand with their poster during the Poster presentations on Thursday afternoon.
  • 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 26th.
  • Poster presentations will take place on Thursday, October 26th from 3:30 to 5:00 pm. Residents are required to stand with their poster.  All others may do so at their own discretion.

RESIDENT ABSTRACTS:

  • 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.
  • When submitting an abstract, all presenters 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.
  • Residents who accept awards must be prepared to present their papers at ACVIM in 2018 and to submit an 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 2017 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.

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 30, 2017.  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.