Instructions and Requirements
How to Submit an Abstract for the ASRS Annual Meeting
Thank you for your interest in submitting an abstract for the 38th ASRS Annual Meeting. Please read the following sections carefully to ensure your abstract is submitted correctly.
- 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 If the first author cannot attend the meeting, the presentation must be withdrawn.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.
- Never use branded slides. PowerPoint slides should not indicate or identify by name or logo any commercial company.
- 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 email@example.com.
- 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.
- 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 only).
- Non-members should sign in to their ASRS profile to submit a poster abstract. First time users must create an ASRS account.
- Features of the Abstract Submission System are compatible with all modern browsers including Chrome (preferred), Firefox, Safari 6+, and Microsoft Edge. Please ensure your internet browser is the latest version and that all updates have been made.
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.
- Scientific Papers and Scientific Posters
- Papers on Demand
- Instructional Courses
- Medical Case Conference and Surgical Case Conference
- Film Festival (2D and 3D)
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
- Format: mp4
Your completed presentation must be received in MP4 format by June 8, 2020. Alternative formats will not be accepted.
- Length: 10 minutes max
Screen Recording Tools
Tools available for recording and narrating your presentation via a screen recording application:
- Snagit (Windows/Mac):http://www.techsmith.com/snagit.html
- Screenflow (Mac): http://www.telestream.net/screen-flow/overview.htm
- Camstudio (Windows): http://camstudio.org/
- Screencast-O-Matic (Windows): https://screencast-o-matic.com/
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:
- Classification: Choose Medical Case Conference or Surgical Case Conference
- Case history: 100 words max
Briefly summarize the case to be presented.
- Surgical Video: 90 seconds max; no embedded identifiers, mp4 files preferred
- Slides: PowerPoint slides—ASRS template required.
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 2, 2020 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 firstname.lastname@example.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
- 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
- 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/0rpqul05uo8gkqlhj3bek14f7iut3glo.
Notifications and deadlines
November 3, 2019
- Last day to apply for membership (all references and documentation must be received on or before this date)
November 26, 2019
- Abstract deadline for papers, posters, papers on demand, cases, instructional courses, and films
February 7, 2020
- Notifications sent out for papers, posters, papers on demand, instructional courses, and films
February 14, 2020
- Notifications sent out for surgical and medical cases
February 21, 2020
- Deadline to accept invitations to present papers, posters, papers on demand, cases, instructional courses, and films
March 2, 2020
- Completed Film Festival video uploads (2D and 3D)
May 25, 2020
- Last date to become a member to receive Annual Meeting discounted registration
June 1, 2020
- Completed course-on-demand
- Completed case-on-demand videos
June 8, 2020
- Completed paper-on-demand videos
June 15, 2020
- Completed E-poster uploads
- Expert Panel slides due
July 9, 2020
- Instructional Course presentations due
Vice President of Education