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Abstract submission rules

ESC Congress 2016

Abstracts can be submitted via the online Abstract Submission Services only. Abstracts sent by fax or email will not be accepted.

The submission deadline has been extended to Tuesday 16 February 2016, 23:59 CET (Central European Time). No late submission will be accepted. 


Draft Status: If you do not click on the submit button (Step 4 of the abstract submission service), your abstract will be saved in Draft Status. You will then be able to review it and submit it at a later time (but only before the deadline).
NB: Abstracts that are in draft status after the deadline cannot be processed and therefore will not be considered for selection.

Changes and corrections: Once submitted, it is not possible to make any corrections to the abstract content or information (such as authors list and details, topic, conclusion(s) etc...). The ESC is not authorized to make changes to a submission. In order to correct your abstract you must withdraw it and submit a new corrected version prior to the deadline (See below for withdrawal procedure). Note that, such replacement of your abstract is not possible after the deadline. In the case of errors in your abstract discovered after the deadline, you may indicate the correction during the presentation at the congress. However, changes will not be included in the publications. If accepted, your abstract will be published as submitted.

Withdrawal: If you want to withdraw an abstract already submitted, please notify us as quickly as possible at stating the title and number of the abstract to be withdrawn.
Note that, withdrawals are still accepted after the submission deadline but abstracts may still appear in publications. All abstract withdrawal requests must be received in writing (via e-mail) by June 2016 to avoid printed publications.  

 Step 1: Abstract Information

Title: Maximum 200 characters typed in lower-case letters, except for abbreviations and study names. Please be careful that your title might be truncated if you copy and paste it into the field. Do not include authors, institutions, city names, trademarks and abbreviations in the title.

Topic: Select one topic from the list of topics which best describes the content (for Abstract Evaluation). Make sure you select the appropriate topic/best matching topic as this choice will determine which graders will review your abstract. Abstracts submitted under a topic that does not match the subject matter of the abstract may be given a lower score from reviewers.
 Note that in order to view the topic list, you must first select the ESC Event for which you submit your abstract (first field of the page).

Category: You must select one of the following categories under which your abstract can be best classified:
• BENCH: Animal studies or in vitro experiments at the molecular, cellular or tissue level (including human tissue). The core data is generated in the lab.
• BEDSIDE: Patient studies. The core data is generated during clinical studies or interventions.

Options: You may choose to submit your abstract under one of the following options:  

  • Young Investigators Award option:

The following YIA sessions will be held during ESC Congress 2016:
•    Basic science
•    Clinical science
•    Thrombosis
•    Population sciences
•    Coronary Pathophysiology and Microcirculation
•    Stroke (New this year)

To present your abstract in one of the following Young Investigators Awards (YIA) sessions, you must be born after August 31 1980.

Special note to YIA submitters – If you are submitting the abstract on behalf of the first author/presenter, you must enter the first author’s birth date, as this date will be the qualifying point for the option validation. Abstracts with non eligible birth dates will be automatically removed from this option and graded as “no options” abstracts. Please tick the appropriate box in the Abstract Information section.

  • Nursing and Allied Professions Investigator Award option:

Apply for the Nursing / Allied Professional Investigator Award. Reserved for registered nurses and allied professionals within 5 years after confirmation of their PhD. 

Note that by default the 1st author should be the presenter, if not, he/she needs to be able to explain his/her role in the research. Furthermore, on-site during the session, presenters will be in competition and graded under the following categories: originality, scientific content, presentation, answers to questions – they therefore need to be good English speakers.

If your abstract is selected for a YIA/NIA session, you will receive specific instructions. Prizes will be given to the four best presentations in each session, during the Awards Ceremony (a diploma and a prize of €2 000 for the winners, €1 000 for the runners-up).

We highlight the fact that only the Presenter may have a prize & diploma addressed to him/her.

Important! The first prize winners commit to submitting the full manuscript pertaining to the presented research for consideration for publication.  For YIA winners in one of the ESC journals (European Heart Journal or Cardiovascular Research) - For the NIA winner in the European Journal of Cardiovascular Nursing.
Please notice that this manuscript should be uploaded by the winning author after its presentation at the ESC congress via Editorial Manager and that this manuscript will undergo peer review (publication in one of the journals is not guaranteed).

On behalf of: You may use this field to enter the name of the affiliation for your research or the name of an investigating team. Do not use this field to list individual authors.        
Affiliation/Investigating team will not be listed in the authors index of the Scientific Programme but will appear in publications.

Funding Acknowledgements: All sources of financial support (including governmental grants) for this research should be listed under this heading. All grant funding agency abbreviations should be spelled out. This information will be published.

Acronyms: If the study to be presented is known through an acronym, please indicate the name of the study (e.g. "EMIT") in the appropriate field, as well as the full name of the acronym (e.g. "European Mizaverol Trial").

 Step 2: Abstract authors and institutions

Your abstract must list at least 1 author in order to be submitted.

Authors list:Please note that the first author should be the abstract Presenter by default. Nevertheless, it can be modified through the agreement form online available in May 2016. In all cases, the Presenter must be part of the authors list included in the submitted abstract and be able to explain his/her role in the research during presentation. You may enter up to 15 authors in the authors list including the Presenter. The names of authors will be published as listed on the submission form. Please make sure you have enter the full list of authors and that the information given for each author is correct, as no changes will be possible after the abstract is submitted (see paragraph on changes and corrections above).
The authors’ order and details (names, cities, country codes) will be published as entered by the submitter.  
The submitter certifies that he/she has permission from all persons he/she enters as co-authors to be listed in this abstract and that they are aware that their names will appear in all publications.
If none of the authors are able to present the abstract during the congress, the abstract should be withdrawn. If not, it will be considered as no-show and the Congress Programme Committee can then decide not to consider an abstract submitted by the same author the following year.

Institutions: This is a mandatory step.
You will be requested to select your institution when you create the presenter and the authors. Once you have entered your city, a list will automatically appear from which you can select your institution.
If your institution is not in the list, you have the possibility of creating it.
If your city is not in the list, please enter it, press enter then add your institution.


 Step 3: Abstract Content

All abstracts must be submitted (and will be presented) in English using UK English spelling with accurate grammar and spelling suitable for publication. If in doubt, please arrange for the review of your abstract by a native English speaker, by a university scientific publications office (or other similar facility) prior to submission.
Abstracts must contain original material neither published nor presented elsewhere prior to the ESC Congress 2016 (in print or electronically).
Abstract submitted on animal studies: Study must follow the "Principles of laboratory animal care" (NIH Publication no. 85-23 revised 1985) and according to the national law if applicable.

Do not cut and paste symbols into your text. Use the symbols provided when you click on the Omega button (Ω).

We recommend you structure your abstract using the following headings:

There is not a specific maximum of words, but rather a maximum total size of the abstracts (shown as 100 %), including the text with spaces, table (if any). The maximum abstract size is 35 lines (3 000 characters).

Use the save and refresh button at the bottom in order to display the size of the abstract in percentage (shown on the left of the screen). The programme converts the size in % when you save it as a draft.
The character limit does not include the title and the authors. Only the abstract text, table and spaces are taken into account.

Abstract table: The Table field holds a table without surrounding text. Do NOT COPY your table into the field. You must RECREATE your table using the tools provided.
The maximum size of the table is 12 columns and 20 rows, and you can only enter one table. The title field is optional.

In addition to your text, you can add a picture

Abstract picture: Your picture file must meet the following criteria:
    Format: JPEG or GIF
    Size: less than 1 MB
    Measures no larger than 600 pixels(x) x 800 pixels(y)

Please make sure that your picture is readable on the abstract preview (this represents how it will look in all publications). You can only enter one picture, and the title field is optional.

Important: As the grading and selection process is blinded, the title and body text must not contain identifying features, ie information such as
•    Names (authors or other)
•    Names of institute (hospitals, medical schools, clinics…)
•    Cities
Also not authorised
•    Trademarks. Use generic drug names. The use of commercial drug names, brands and registered trademarks is strictly prohibited. Drugs should be referred to by the active substance or pharmacological designation
•    Company names and location
•    Web sites and email addresses

Failure to comply with the above requirements will/may lead to automatic rejection of the submission or this information may be deleted by the abstract services and some rephrasing may occur.

Furthermore, the Abstract Review Committee (graders) is required to identify abstracts pertaining to commercial promotion of a proprietary product, to notify the selection committee.  

Do not include grant acknowledgements in the abstract content. Use the appropriate field.

Do not cite keywords or references in the abstract, as they are not allowed and will be deleted.

Do not include copyright or trademark symbols.

Limit use of acronyms and abbreviations. Define at first use with acronym or abbreviation in parentheses.

Please note that any medical research involving human subjects must conform to the principles of the Declaration of Helsinki of the World Medical Association. We remind you that patient’s photo should be avoided and the patient must never be identifiable in your presentation.


 Step 4: Abstract Preview and submission

Proofread abstracts carefully to avoid errors before submission, check spelling and grammar. The abstract will be reviewed and published (if accepted) as it has been submitted – NO EXCEPTIONS.

Do not forget to click on the Submit button to validate your abstract submission. After having submitted your abstract, you will receive an immediate automatic confirmation by email (please make sure to state your correct email address!) notifying you the abstract number. Please use this reference in all correspondence. If you do not receive this confirmation, please contact the Abstract Team

There is no limit to the number of abstracts an author/individual may submit, but the same research cannot be submitted twice, even under a different topic/category or with a different title. If you submit two abstracts with the same content, the abstract submission service will automatically keep the most recent abstract submitted and withdraw the other. Note that duplicate draft abstracts will not be deleted.

If you have difficulties in submitting your abstracts or if you need any further information, please contact the Abstract Team


 Abstract Grading/Results

All abstracts will be blinded for review by 7 to 10 members of the Abstract Review Committee (graders). Each grader is selected by the Congress Programme Committee to review abstracts in their category that best fits their expertise.

Our intent is to be most inclusive of the quality science received without compromising scientific integrity.

The Abstract Review Committee (graders) is required to identify abstracts pertaining to commercial promotion of a proprietary product, to notify the selection committee.

Abstracts submitted for consideration must be an original idea, concept, or an improvement or revision of a previous idea. Submissions are peer-reviewed for scientific content, logical presentation, and current interest of the topic to the scientific community.

The final selection will be made by the ESC Congress Programme Committee in April 2016 that will determine the format, day and time of presentation for each abstract. No rescheduling or changes will be possible.

Accepted abstracts will be scheduled either as oral presentations or Moderated Poster or half day Poster Presentations.

All presentations including question-and-answers will be conducted in English. Presenters are expected to speak a good English.

All abstract submitters will be notified by e-mail by mid-May 2016 about the outcome (accepted or not accepted) of the review and selection process.  Please ensure that the email provided is accurate as all correspondences will be sent via email.

If the abstract is accepted, instructions and guidelines concerning the abstract presentation will be provided online.  
The same presenter cannot be assigned to more than 3 abstracts - co-authors should then be assigned as presenters.

All expenses (airfare, hotel....) associated with the submission and presentation of an abstract, are under the responsibility of the presenter.

No-show Policy

Submission of an abstract constitutes a formal commitment by the author(s) to present the work if accepted. Failure to present and register for the Congress, if not justified (withdrawn), will be identified as “no-show” and will jeopardize future acceptance of abstracts. In addition, abstracts identified as “no-show” will be removed from all Congress publications (including ESC Congress 365).


 Publication of abstracts

All accepted abstracts will be published in the abstract supplement of the European Heart Journal – Volume 37, September 2016.


Accepted abstracts are under embargo until one week before the congress. At that time they will be available on the Scientific Programme & Planner through the ESC Website, and also on the ESC 2016 Mobile App.
Abstracts selected for an ESC Press Release will remain under embargo until the beginning of the Press Conference or presentation (whichever comes first). Abstract content will be released thereafter.
Until presentation at ESC Congress 2016 accepted abstracts should not be published in any other journals and/or online publications or presented at any international congresses.
Breaking of the Embargo Policy by a presenter or co-author will lead to:
- Withdrawal of their presentation from the ESC Press Conference and/or Scientific Session
- Retraction from all ESC publications
- Prohibition of submitting abstracts to any ESC congresses for one year

Affirmation of Originality and Copyrights transfer statement

•    By submitting your work to the ESC, you consent to have authors’ names, affiliation and biographical material used in connection with the publication of your work.
•    Author(s) represents and warrants that he/she/they is/are sole author(s) of the work, that all authors have participated in and agree with the content and conclusions of the work, and that the work is original and does not infringe upon any copyright, proprietary, or personal right of any third party.
The submitter hereby affirms that the work submitted is original, except for extracts from copyrighted works fully authorised by the copyright holders, and that all statements declared as facts are based on thorough examination and investigation for accurateness.
•    Submitted abstracts should not have been published in any other journals and/or online publications nor presented at any previous international congress. However, former presentation at national meetings and/or non cardiovascular specialists meetings does not disqualify.
A submitter, presenter or co-author submitting or presenting published work will lead to:
- Withdrawal of their presentation from the Press Conference and/or Scientific Session
- Prohibition of submitting abstracts to any ESC congresses for one year
•    Submitted abstracts must report new information not previously published or presented at a national or international scientific meeting prior to the Congress. Note that abstracts previously presented at meetings will not be accepted unless there is a substantial update of data.
•    Identified duplicates will be retracted from all related ESC publications.
•    The content belongs to the author(s). However, if the abstract is accepted the submitter agrees, on behalf of all co-authors, to transfer and assign to the ESC the rights to edit, publish, reproduce, distribute copies and prepare derivative works such as press releases. This includes use in indexes or search databases in print, electronic, or other media.
Author(s) retain the right, after presentation at the Congress, to subsequently include the work in articles, books, or derivative works that he/she authors or edits, provided said use does not imply the endorsement of the ESC.
The submitter signs for all co-authors. He/she accepts responsibility for the present rules for submission and presentation on behalf of all co-authors.

Conflict of interest

The Congress Programme Committee requests all presenters to display a slide at the beginning of their presentation (at the bottom of the poster for poster presentations) indicating disclosure information for themselves and all coauthors as applicable, or that they have nothing to disclose. Please state "None" if no conflicts exist.
This will allow the audience to take potential conflicts of interest into account when assessing the objectivity of the presentation.

A potential conflict of interest may arise from various relationships, past or present, such as employment, consultancy, investments and stock ownership, funding for research, family relationship, etc.
All potential conflicts of interest must be stated.
This pertains to relationships with pharmaceutical companies, biomedical device manufacturers, or other corporations whose products or services are related to the subject matter of the article. Such relationships include, but are not limited to, employment by an industrial concern, ownership of stock, membership on a standing advisory council or committee, being on the board of directors, or being publicly associated with the company or its products. Other areas of real or perceived conflict of interest could include receiving honoraria or consulting fees or receiving grants or funds from such corporations or individuals representing such corporations.

Data Privacy

By certifying that you have read these Submission rules, you also confirm having received the prior approval from the co-authors to provide their data to the ESC. You have personal data, which is, according the Law on data processing and Civil Liberties 78-17 of 6 January 1978 modified, registered with the European Society of Cardiology (ESC). The information you supply on this application is required to process it and it will be held in the ESC customer data files. It may be used for marketing and communication purposes by the ESC and its contractors only. You have the absolute right to access, amend and oppose any use of this personal data by writing to the ESC at the address mentioned below:

European Society of Cardiology
The European Heart House  
Les Templiers
2035 Route des Colles
CS 80179 Biot
06903 Sophia-Antipolis Cedex – France