Instructions and Requirements

How to Submit an Abstract for the ASRS Annual Meeting

Thank you for your interest in submitting an abstract for the 37th ASRS Annual Meeting. Please read the following sections carefully to ensure your abstract is submitted correctly.


General Requirements

Authors/Presenters

  • Submission of an abstract constitutes a commitment by the first author to present if selected. This rule applies to presenters in the abstract categories Paper, Poster, Paper on Demand, Course, Case, and Film. 
  • No substitute presenters are allowed. If the first author cannot attend the meeting, the presentation must be withdrawn.
  • Abstracts should be written and submitted by the author. Abstracts written by industry personnel on behalf of a doctor are not allowed. 
  • All presenters are required to register for the Annual Meeting and pay all applicable fees.
  • There is no limit to the number of abstracts on which an ASRS member may be named as co-author.
  • All presenters, co-presenters, authors, and co-authors submitting an abstract to the ASRS for the Annual Meeting must complete and electronically sign a financial disclosure form.
  • Employees of commercial interests are not eligible to serve as lead authors or present an abstract for the ASRS Annual Meeting. Questions about this ACCME requirement? Contact Stacy Kiff at 312-477-8863 or stacy.kiff@asrs.org.

Abstract Content

  • The study/research/paper/case your abstract describes must promote improvements or quality in healthcare and not a specific proprietary business interest of a commercial interest.
  • If the content covered in the abstract includes recommendations involving clinical medicine, the recommendations must be based on evidence that is accepted within the profession of medicine as adequate justification for their indications and contraindications in the care of patients.
  • All scientific research referred to, reported, or used in support or justification of a patient care recommendation must conform to the generally accepted standards of experimental design, data collection, and analysis.
  • You are required to disclose whether or not data from human research is presented, including institutional review board (IRB) status. This information will be published in the abstracts provided to all attendees.

Submission Details

  • Abstracts must be submitted in English. The official language of the scientific sessions is English.
  • DO NOT copy and paste scientific symbols as they will not transfer correctly. Instead, please click on the Omega symbol button on the submission form toolbar for a full listing of common scientific symbols.  
  • Spaces DO count toward the character limits specified for each abstract type. 
  • DO NOT use all capital letters.
  • DO NOT include institution names or other identifying information in abstracts. A masked review process is used during grading and selection. 
  • DO NOT use trade names when referring to therapeutic options (use generic names). 
  • Non-members should sign in to their ASRS profile to submit a poster abstract. First time users must create an ASRS account.

Technical Requirements

  • Features of the Abstract Submission System are compatible with all modern browsers including Chrome (preferred),  Firefox, Safari 6+, and Internet Explorer 8+.  Please ensure your internet browser is the latest version and that all updates have been made. 
  • JavaScript and cookies must be enabled in your browser settings and your system should be using the latest Flash Player version.

How to use the online Abstract Submission System

  • The online Abstract Submission System allows you to create, edit, and submit abstracts over multiple sessions. Your abstracts may be accessed from your user profile at any time.
  • It is recommended that you create a pre-written text document for pasting content into the submission fields; however, it is not required for entry.
  • As you enter your abstract, you will be able to step through the process with the option to skip for now any content you are not yet ready to enter.
  • At any point in the submission process you may choose to "Save and finish later".  This records your work and allows you to return later to make changes or additions and complete your submission.
  • An overview page for each abstract tracks your progress and the review page will alert you to any outstanding items required for submission.
  • Once you are completely satisfied with your abstract and have met all requirements for entry, you can submit your abstract by clicking the "Submit abstract" button on the review page. Edits are not allowed after the abstract deadline has passed. 

  • You must press "Submit abstract" after you have completed your abstract and/or edits, otherwise your submission will not be evaluated by the Program Committee. You will receive a confirmation email when your abstract has been successfully submitted. 


Category Requirements


Scientific Papers and Scientific Posters 

Structured abstracts should include:

  • One-sentence Objective: 200 characters max

    The question that the study answers or the hypothesis that it tests.

  • Title: 150 characters max
    The title should appropriately describe the essence of the study. Capitalize major words within the title.
  • Purpose: 400 characters max

    The reason the study was performed (i.e., why the reader should care about the answer to the question being asked or the hypothesis being tested).

  • Methods: 700 characters max
    Describe the study design indicating whether data collection was retrospective or prospective, randomized or non-randomized, masked or non-masked, consecutive or non-consecutive series, etc. Identify number of eyes/patients, inclusion and exclusion criteria, intervention/procedures, and measurements.
  • Results: 1000 characters max

    Describe outcome measurements with statistical significance, if appropriate.

  • Conclusion: 400 characters max
    Report conclusion along with its clinical pertinence and value.
  • Graphics: 2 graphics max
    Graphics may be included with your abstract (images, tables, etc.). Graphics do not count toward the abstract’s total character count. A caption with a maximum of 400 characters may be included with each graphic.

Papers on Demand


Instructional Courses

Structured abstract should include:

  • Title: 150 characters max
    Is the title descriptive of the course?
  • Short synopsis: 400 characters max
    How would you summarize the course?
  • Educational objectives: 400 characters max
    What will the attendee gain from the course that can be observed or measured?

Medical Case Conference and Surgical Case Conference

Submission should include:


Film Festival

Structured abstract should include:

  • Title: 150 characters max
  • Synopsis: 500 characters max
  • Time: up to 7 minutes—indicate running time in minutes and seconds
  • Still image: required by March 1, 2019 in order to complete your submission. Winners' images will be used in post-meeting publications. Please submit a compelling image that is representative of your film; avoid using title slides. 
  • If your 2D or 3D video DOES NOT include narration, please notify chayal.patel@asrs.org so that we know it is not a technical issue.

2D Format: Online digital submission ONLY

  • MP4 format
  • H.264 video codec
  • AAC audio codec

2D Resolution

  • Maximum: 1080p (1920x1080)
  • Standard: 720p (1280x720)
  • Minimum: 480p (854x480)

2D suggested video bitrates

  • 1080p: 5 mbps
  • 720p: 3 mbps
  • 480p: 1.5 mpbs

2D suggested audio bitrate: 384 kbps

3D video format:

  • File Type:  .mp4
  • Resolution: 1920x1080 (16:9 format)or 3840x1080
  • 3D Format (IMPORTANT): Side by Side (S/S) Left Eye First

 Notes:

  • Please upload a 2D backup version (16:9 format)
  • Be sure to include a title overlay at the beginning of your video. Text and titles should be duplicated on both the left and right side of the frame. Do not place a single line of text across the entire frame. See examples of  the correct and incorrect way to insert titles at: https://ovationevents.box.com/s/vxfs2fwqj77y3bkzgw20o3wctmalod5u.

Notifications and deadlines

February 25, 2019

  • Notifications sent out for papers, posters, papers on demand, instructional courses, and films

March 1, 2019

  • Completed Film Festival video uploads (2D and 3D) 

March 4, 2019

  • Notifications sent out for surgical and medical cases

March 11, 2019

  • Deadline to accept invitations to present papers, posters, papers on demand, cases, instructional courses, and films

June 3, 2019

  • Completed course-on-demand
  • Completed case-on-demand videos

June 10, 2019

  • Completed paper-on-demand videos 

June 17, 2019

  • Completed E-poster uploads
  • Expert Panel slides due

July 11, 2019

  • Instructional Course presentations due

Questions?

Stacy Kiff
Vice President of Education
(312) 477-8863
stacy.kiff@asrs.org

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