Abstract Submission

REGARDING ABSTRACT THEME:  Abstracts related to cancer immunotherapy will be prioritized to complement our theme but we also encourage good quality research in other areas of oncology.  Aspects of tumor cell biology and clinical cancer care are often at least indirectly impacted by the interaction of cancer with the immune system, and our goal is to prepare an outstanding program for attendees.  Depending on the nature of abstracts that are submitted, we will consider one half day open topic session.

YOU MUST BE A VCS MEMBER, OR SPONSORED BY A VCS MEMBER, TO SUBMIT OR PRESENT AN ABSTRACT:  All those selected to present must be a current VCS member or sponsored by a VCS member prior to the conference.  You may register for the conference at the membership rate if you are a current member.  Remember that your 2018 membership payment is due by January 1st.  If you are NOT a member, you must ask a VCS member to sponsor you and when submitting your abstract, you must provide the sponsor’s name and email address.  We will contact him or her to confirm the sponsorship.  Non-member presenters must pay the non-member registration fee.

SOTA SELECTION: There will be a box that you may check if you wish your abstract to be considered for one of three open State of the Art, 30 minute presentations.

PRESENTATION METHOD:  You will not be able to select which presentation method you prefer.  The chairperson will determine which abstracts will be selected for oral presentation and which will be presented by poster.  Once notified of the assignment, the presenter will have the option of declining an assignment.

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 chairperson(s).  SINGLE CASE REPORTS WILL BE AUTOMATICALLY REJECTED.

LENGTH AND FORMATTING:  The body of the abstract must be no longer than 250 words amongt 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. 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:  All abstracts must be submitted online by January 7, 2018. Within the application, follow the prompts to complete 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 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:  When you submit your abstract you will receive a confirmation email letting you know that it has been submitted properly. Within this email you will receive a link that will allow you to EDIT your abstract as often as you’d like up to the submission deadline of December 31st. Please DO NOT resubmit the same abstract. Conference organizers will not make any changes to your abstract.

GRADING:  Submissions are reviewed and graded in early January.  Membership or sponsorship will be checked prior to grading. Successful applicants will be notified via email by January 15, 2018 and are required to accept or reject their assignment to either poster or oral presentation by January 21st. The final schedule of oral presentations and poster presentations will be posted on the conference website in late January.

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?

PRESENTATION:  Oral presentations are scheduled for 15 minutes which includes time for Q&A. We will be using one screen for presentations.  Presenter are required to upload their presentation by March 9th and to bring to the conference on a thumb drive. If you built your presentation on a MAC you must provide your own MAC computer AND the adapter to connect it to the projector.  The conference will NOT have a Macintosh computer available for presentations.

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

POSTERS:  If your abstract is selected for a poster:

  • All posters MUST BE NO LARGER THAN 3’ wide x 4’ tall (.914m wide x 1.2192m tall). No other sizes will be accepted as two posters must fit side by side on the board.
  • You may only present ONE poster.

SUBMISSION DEADLINE:  The deadline for submission of all materials is 11:59 PM (CST) January 7, 2018.

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.

Submit Abstract