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Clinical case submission rules and guidelines

ESC Congress 2016

Important information to consider before submitting your clinical case:

Clinical case submission is reserved for cardiologists under 36 at the time of presentation - Born after 31 August 1980. 

Cases can be submitted via the online Clinical case submission services only. Cases sent by fax or email will not be considered.

All submitters have to submit an abstract and a PDF file. The abstract is intended for review and if the case is selected this will be the document published. The PDF file is also mandatory and must be used to include additional images and to develop the case presentation. The PDF file will only be taken into consideration if the abstract is validated in its submission form and as a complement to the abstract but it won't be published.

Submission period:
The Submission deadline has been extended to Thursday 3 March 2016, 23:59 CET (Central European Time).
No late submissions will be accepted.

general information

Draft Status: Cases can/will be saved in draft status until you click on the submit button (Step 5 of the case submission services).  You will then be able to review it and submit it at a later time (but only before the deadline). NB: Cases that are in draft status after the deadline will not be included in the review process.
Changes and corrections: Once submitted, it is not possible to make any corrections to the content or information (such as Presenter details, topic, authors' list etc.....) In order to correct your case you must first withdraw it and then submit a new version prior to the deadline (See below for withdrawal procedure). Note that, such replacement of a clinical case is not possible after the deadline. If errors in your case are discovered after the deadline, you may indicate the correction during the presentation at the congress. However, changes will not be included in the publications.
Withdrawal: If you want/need to withdraw a case already submitted, a written statement reflecting the reason(s) for this decision needs to be sent, as quickly as possible, at stating the title and number of the case to be withdrawn. 
Note that, withdrawals are still accepted after the submission deadline but withdrawals of accepted cases must be received at no later than June 2016 to avoid inclusion in the final programme and publications.   

Step 1: Clinical Case 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 "a case report" in the title.
Topic: Select one topic from the list of topics which best describes the content (for Case Evaluation). Make sure you select the appropriate topic as this choice will determine which graders will review your case.
Depending on your topic of submission and the nature of your case, it will be considered for presentation under one of the four main themes for this year: “Arrhythmias”, “Valvular heart disease”, “Acute cardiac care” or “Interventional cardiology”.

Topics for submission:

1.01 Mechanisms of arrhythmias
1.02 Genetics aspects of arrhythmias
1.03 Electrocardiography / cardioversion / defibrillation
1.04 Non invasive studies
1.05 Invasive electrophysiological studies
1.06 Atrial fibrillation (AF)
1.07 Supraventricular arrhythmias (excluding AF)
1.08 Ventricular arrhythmias
1.09 Sudden death / resuscitation  
1.10 Syncope
1.11 Antiarrhythmic drugs
1.12 Catheter ablation
1.13 Antibradycardia pacing
1.14 Automatic implantable cardioverter / defibrillator    
1.15 Resynchronisation therapy    
1.16 Device complications and lead extraction

Valvular heart disease:
3.01 Aortic valve disease
3.02 Mitral valve disease
3.03 Endocarditis
3.04 Aortic valve interventions
3.05 Mitral valve interventions
3.06 Valvular other and rheumatic disease
3.07 Valvular imaging

Acute cardiac care:
4.14 CPR (cardiopulmonary resuscitation)
4.15 Prehospital cardiac care
4.16 Acute cardiac care in the emergency department
4.17 Acute intensive cardiovascular care

Interventional cardiology:
5.05 PCI: pre-clinical studies
5.06 PCI / stents: devices and technique
5.07 PCI: procedural complications
5.08 PCI: primary PCI, patient subsets, other
5.09 PCI: long-term outcome
5.10 Non coronary cardiac interventions
5.11 Restenosis
5.12 Renal denervation


Step 2: Clinical Case Authors

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

Authors list: Please note that the first author should be the Clinical Case Presenter by default.
Clinical Case submission is reserved for cardiologists under 36 at the time of presentation - To present your clinical case, you must be born after August 31 1980. Only the 1st author/presenter is required to be under 36.

If you are submitting the case on behalf of the first author/presenter, you must enter the first author’s birth date, as this date will be one of the qualifying points for validation. If the birth date of the 1st author does not match the age requirement, the case will automatically be rejected.

You may enter up to 10 authors in the authors list including the Presenter. Please make sure the information given for each author is correct, as no changes will be possible after the case is submitted (see paragraph on changes and corrections above).

The submitter certifies that he/she has permission from all persons he/she enters as co-authors to be listed in this case and that they are aware that their names will appear in all publications.

Institutions: This is a mandatory step.
You will be requested to select your institution when you enter the presenter and the authors. Once you have entered your city, a list will automatically appear from which you can select your institution. You can add your department in the text box.
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: Submission of the Abstract

Abstract text

The abstract is intended for review and if the case is selected, this will be the document published. 

Submissions which do not present a full abstract will not be validated.

All cases must be submitted in English using UK spelling with accurate grammar and spelling suitable for publication. If in doubt, please arrange for the review of your case by a native English speaker, by a university scientific publications office (or other similar facility) prior to submission.

As the grading and selection process is blinded, the title and body text MUST NOT contain information such as:
• Names (authors or other)
• Names of institute
• Institute city name(s)

Also not authorised

• Trademarks. Use generic drug names. The use of commercial drug names is strictly prohibited. Drugs should be referred to by the active substance or pharmacological designation
• Company Names and location  
• Web site and email addresses
This information may be deleted by the clinical case submission services and some rephrasing may occur.

Recommended structure of your case in the Abstract Content:
• Introduction and case report description
• Description of the problem, procedures, techniques and/or equipment used (Use the PDF for further attachments/images)
• Questions, problems or possible differential diagnosis
• Answers and discussion
• Conclusions and implications for clinical practice
Do not cut and paste symbols into your text. Use the symbols provided when you click on the Omega button (Ω).

There is not a specific maximum of words, but rather a maximum total size of the cases (shown as 100 %), including the text with spaces and 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 side of the screen). The programme then converts the size in % to display to you when you register it as a draft.

The character limit does not include the title and the authors. Only the abstract text, spaces and table and picture 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.


Cases 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.

Please note that any medical research involving human subjects must conform to the principles of the Declaration of Helsinki of the World Medical Association.

Images: We remind you that patient's photos should be avoided and the patient must never be identifiable in your presentation.

Step 4: Submission of the PDF file

The PDF file is mandatory and must be inserted to include additional pictures/images to develop and illustrate the case presentation.

You must use the PDF to include additional images and to develop the case presentation. The PDF will only be taken into consideration if the abstract is validated in its submission format and only as a complement to the abstract but it won't be published.

Do not repeat the title of the case and do not copy exactly the abstract content on the PDF file, you must develop the case in the PDF to give additional information that will help to understand the case.

It is essential to include some words about what is the learning point of the case.

Attachment: PDF with a maximum of 3 pages and a maximum of 50 Mb can be submitted.
The 3rd page should be dedicated to learning point(s) and multiple choice questions. We recommend you include in the 3rd page of the PDF two or three multiple choice questions (with 5 options- only one correct) in relation with your case that could give you additional points during the grading process.

Important: As the grading and selection process is blinded, the PDF MUST NOT contain information such as:
•    Names (authors or other)
•    Names of institute
•    Institute city name
•    Web site and email addresses

If any of these information is included in the PDF, the submission will be rejected as we cannot edit nor modify the pdf version.

Images: We remind you that patient's photos should be avoided and the patient must never be identifiable in your presentation.

Step 5: Clinical Case Preview and Submission

Proofread clinical cases carefully to avoid errors before submission, check spelling and grammar. The case 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 case submission.
After having submitted your case, you will receive an immediate automatic confirmation by email (please make sure to state your correct email address!) notifying you the case 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 cases an author/individual may submit, but the same research cannot be submitted twice, even under a different topic or with a different title. If you submit two cases with the same content, the Scientific Dpt. will automatically keep the most recent case submitted and withdraw the other. Note that duplicate draft cases will not be deleted.
If you have difficulties in submitting your case(s) or if you need any further information, please contact the Abstract Team


Clinical Case grading and selection

Evaluation and grading of case submissions will be performed by blind review.
Each grader is selected by the Cardiologists of Tomorrow nucleus to review cases in their category that best fits their expertise.

The final decision will be made by the CoT nucleus in April 2016 that will also determine the day and time of presentation. No rescheduling or changes will be possible.

Accepted cases will be presented orally in dedicated sessions.
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.
All presentations including question-and-answers will be conducted in English. Presenters are expected to be good English speakers.  

The four best cases will be presented in a special Award session.
On-site during the session, presenters will be in competition and graded under the following categories: originality, scientific content, presentation, answers to questions.

Results will be announced and Prizes will be given during the Awards Ceremony (a diploma and a prize of €2000 for the winner, a diploma and prize of €1000 for the 3 other finalists).
The award prize & diploma will only be made in the name of and given to the Presenter.

All cases submitted must comply with the submission rules to be considered for acceptance.
Notification of acceptance or rejection will be emailed to each submitter, at the e-mail address supplied on the submission form, by mid-May 2016.
Additionally, the submitter will have the possibility to see the acceptance status online through the submission services. Bearing in mind the various security measures and firewalls, we kindly request that you ensure that e-mails can reach you by adapting your spam filter accordingly.   

If the case is accepted, a 2nd email will be sent to the 1st author, who is the presenter by default, with specific instructions.  

Any change in the presenting author needs to be communicated in the form of a written statement to the Scientific Programme Dpt.

The ESC will waive the registration fee for all clinical case presenters.  

All other expenses (airfare, hotel....) associated with the submission and presentation of a case, are under the responsibility of the presenter.


no-show policy

Submission of a clinical case constitutes a formal commitment by the author(s) to present the work if accepted. Failure to present, if not justified (withdrawn), will be identified as "no-show" and will jeaopardize future acceptance of cases. In addition, cases identified as "no-show" will be removed from all Congress publications (including ESC Congress 365). 

Publication of cases and Embargo

Accepted cases 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.
All accepted cases will be published in the abstract supplement of the European Heart Journal – Volume 37, September 2016.
Until presentation at ESC Congress 2016, accepted cases 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 Scientific Session
- Retraction from all ESC publications
- Prohibition of submitting abstracts/cases to any ESC congresses for one year

Affirmation of Originality and Copyright transfer statement

• By submitting your work to the ESC, you consent to have authors’ names, affiliation and biographical material being 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 clinical cases 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 does not disqualify.
An author submitting or presenting published work may jeopardize future acceptance of abstracts and clinical cases.
• The content belongs to the author(s). However if the clinical case is accepted the submitter agrees, on behalf of all co-authors, to transfer and assign to the ESC the rights to reformat, publish, reproduce, distribute and prepare derivative works such as press releases and/or educational products directly or with partners. This includes use in indexes or search databases in print, electronic (ex: ESC TV, ESC Congress 365, SP&P), 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 clinical case presenters to display a slide at the beginning of their presentation indicating disclosure information for themselves and all co-authors 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