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Abstract Submission Guidelines
1. An individual may submit only one abstract in which he
or she is indicated as presenter or first author. Sponsorship
is not required.
2. An abstract may only be submitted to the ASTRO Annual
Meeting once. Duplicate abstracts (reporting the same
data) that are submitted under a different author will
not be considered.
3. Abstracts must be submitted online through the
abstract submission program. No fax copies, disk or
e-mail submissions will be accepted.
4. Abstracts must be received by March 17, 2008,
11:59 p.m. Eastern time. Abstracts received after the deadline
will not be eligible.
5. Abstracts must contain new material that has not been
accepted for presentation at another major medical
meeting or submitted for publication prior to March 17,
2008. If an abstract reporting the same data has been
submitted for consideration at another meeting and you
have not received notification of its acceptance at the
time of your submission, you will be asked to upload a
copy of the previously submitted abstract during the
ASTRO abstract submission process. (Restriction does
not apply to abstracts submitted or presented at other
ASTRO sponsored or co-sponsored meetings.)
*Major medical meetings include annual meetings of national and
international societies with attendance of more than 3,000 participants.
6. Abstract presenters with papers accepted for presentation
at another major medical meeting after March 17
are required to notify ASTRO of the change in status by
e-mail to Janet Mitchell by June 1,
2008. ASTRO will not consider previously presented
works for plenary presentation.
7. Once an abstract has been selected for presentation,
it may not be revised prior to publication in the
proceedings. Typographical errors that do not affect the
data presented or accidental omissions of co-authors
are not reasons for changes to abstracts after selection.
Please proof your abstracts carefully for formatting,
spelling and grammar. Double check all sections of the
abstract, i.e., title, authors, disclosures and abstract body.
Material may be updated in your presentation
and manuscript.
8. NEW The character limit for the entire abstract,
including title and the body of the abstract, is 2,500.
Spaces are not counted.
9. NEW An abstract may not contain any illustrations,
images, graphs or tables. The abstract must be formatted
in all text for publication in the meeting proceedings.
Any abstract containing an image, graph or table
will not be accepted for peer review. If selected, presenters
may expand their abstract to include tables, graphs
and images in oral/poster presentation and the Virtual
Poster Library.
10. A maximum of 10 author names may be listed on each
paper.
11. Abstract submissions should be submitted in the most
appropriate category. A list of submission categories is
available online. Please note that the ASTRO program
chair has the authority to re-categorize any abstract.
12. Presenters should use product-based and generic names
wherever possible.
13. Abstracts may be edited up to the deadline date of
March 17, 2008. Abstracts will be considered ineligible
for review until they are complete. Draft abstracts will
not be considered.
14. Under a special arrangement between ASTRO and RSNA,
you may submit an abstract on the same topic to both
societies’ meetings. In the event your abstract is not
selected by ASTRO, your submission will be forwarded to
RSNA; however, please confirm receipt of your abstract
with RSNA prior to RSNA ’s abstract deadline.
15. Abstracts submitted in the radiation and cancer biology
category and subcategories may elect to have their
submission considered by the Radiation Research Society
in the event it is not selected for the ASTRO program.
16. You will be notified of the disposition of your abstract
by May 5, 2008. If you wish to withdraw your abstract,
you must submit your request in writing by May 9,
2008, to Janet Mitchell. After
May 9, your abstract will be published in the 2008
Proceedings.
17. All presenters are required to register and attend the
meeting.
Presentation Types
Oral or Poster: Abstract will be considered for
oral, poster discussion or poster viewing.
Poster Only: Abstract will be considered for poster
discussion or poster viewing.
Presentation Categories
Plenary Session Abstract Presentation
Abstracts accepted for plenary presentation will be presented in an unopposed
general assembly.
Scientific Session Abstract Presentation
Abstracts accepted for oral presentation will be presented in 90-minute scientific
sessions. Each presenter will be given seven minutes to present his or her paper
immediately followed by a three-minute discussion.
Poster Discussion Presentation
Poster discussion sessions will give attendees the opportunity to view posters in
detail in an environment that promotes interaction between the authors and
attendees. Co-moderators (experts in the field or topic) are chosen to provide
themed discussions in advance of the session to facilitate the discussion period.
Attention Poster Discussion Presenters!
Poster Discussion Presenters will not
have their poster on display in the Poster Viewing area of the Exhibit Hall during
the meeting. Poster Discussion presenters should bring their poster to their
assigned room five to 15 minutes prior to the beginning of the session for viewing.
Staff will be on hand to assist you in hanging and removing your poster.
To increase the accessibility to these presentations, presenters are required to
supplement their poster presentation with a virtual poster. Virtual posters must be
uploaded two weeks before the Annual Meeting.
Poster Viewing Presentation
Accepted posters will be on display at the meeting in the Poster Viewing area of
the Exhibit Hall and will provide for greater interaction between the researcher
and attendees. A designated time to discuss the work presented will be scheduled.
At least one of the authors must be available at the assigned space during this time.
Poster presenters are encouraged to format their poster on one large sheet
produced from a poster printer for easy set-up and removal.
Virtual Poster Library
All poster presenters are encouraged to submit a virtual poster to share information
as broadly as possible using the Web as a forum to facilitate communication
around the world. Virtual posters will be available for viewing at the virtual poster
kiosk at the Annual Meeting.
Opportunity for Publication in ASTRO’s Official Journal
Authors of accepted abstracts are encouraged to submit a full manuscript for
review and consideration for publication in ASTRO’s official journal, the
International Journal of Radiation Oncology•Biology•Physics (Red Journal). Please
contact the editorial office at 713-792-6014 or visit www.redjournal.org if you
have questions regarding manuscript submission.
Abstract Scoring Criteria
Abstracts for oral and poster presentations will be selected by blind peer
review based on the following criteria:
• Does the abstract pose an important and novel question?
• Does the study design permit the question to be answered?
• Are the endpoints of the study clearly defined?
• Is there an appropriate use of statistics?
• Are the methods described in sufficient detail?
• Are the conclusions supported by the data?
• Has the research been accepted for presentation at
another medical meeting?
Specific questions for prospective Phase I/II trials:
• Is there a rationale, either clinical or laboratory,
underlying the study design?
• Is it either promising enough to pursue or negative enough (for a
rational therapy) that presentation would save other investigators
from wasting efforts?
Specific questions for retrospective reviews:
• Is the group of patients reasonably homogenous?
• Have attempts been made to account for biases inherent in
retrospective reviews?
Experts in the topic will review and grade abstracts on content.
Papers accepted for oral, poster discussion or poster sessions will
possess the same scientific merit.
Conflict of Interest Policy
ASTRO is an accredited provider of continuing medical education
and adheres to the policies and standards set forth by the Accreditation
Council for Continuing Medical Education (ACCME ). To ensure its
compliance, ASTRO expects that the content and related materials will
promote improvement or quality in healthcare and not a specific
proprietary business interest or commercial bias. We employ several
strategies to ensure absence of bias:
• Disclosure of financial interests and identification and management
of potential conflicts. It is the responsibility of the first author to
obtain disclosure information from all co-authors and to report this
information electronically during the abstract submission.
• A balanced view of therapeutic options will be given.
• A scientifically rigorous review.
• Use of generic names to contribute to impartiality. If trade names
are included in your presentation, trade names for several
companies should be used where available.
ASTRO 50th Annual Meeting Awards
RESIDENT CLINICAL/BASIC SCIENCE RESEARCH AWARD
Radiation Oncology Institute (ROI) announces the 32nd
Annual Resident Clinical/Basic Science Research Award
to be presented at the 2008 Annual Meeting. Three awards
will be considered if quality merits. One award will be
given in each of the three categories: clinical, biology and
physics. The winner or winners will receive a certificate
of award and an honorarium of $1,500. Attendance at the
meeting is required. Applications for this award require
abstract submission to the Annual Meeting. Abstract
submitters may apply for the award through the online
abstract submission program. Criteria will be available
during submission.
ASTRO TRAVEL GRANT FOR 50th ANNUAL MEETING
ROI is offering additional travel grants to individuals who
have abstracts selected for presentation at the 2008 Annual
Meeting and who also meet certain criteria. ASTRO will
award $1,000 for domestic travel and $1,500 for international
travel. Click here for criteria and submission guidelines.
ASTRO BASIC SCIENCE TRAVEL GRANT
To encourage participation in the ASTRO Annual Meeting
by basic scientists, ROI has established a mechanism
to subsidize meeting attendance among physicians,
physicists and biologists who meet certain criteria.
ASTRO will award $1,000 for domestic travel and $1,500
for international travel. Abstract submitters may apply
for the award through the online abstract submission
program. Criteria will be available during submission.
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