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Late-Breaking Science submission rules



The ESC Congress Programme Committee has adopted the following procedures for the submission and presentation of Late-Breaking Science at the ESC Congress 2016.

Late-Breaking Science include the following types of applications: Hot Line, Clinical Trial Update, Registry and Basic and Translational Science Hot Line.

Submission:

Submissions are only possible through the online submission services.

Submission deadline: Sunday 1 May 2016, 11:59 p.m. Central European Time (CET) has been extended to Tuesday 3 May 10:00 (CET) no further extension will be possible after this date.

Draft Status: If you do not click on the submit button (Step 5 of the submission process), your application 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: Applications that are in draft status after the deadline will not be considered for selection.

Changes and corrections: Once submitted, it is not possible to make any corrections to the content or information (such as Presenter details, topic, etc.) In order to correct your submission 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 submission is not possible after the deadline.

Withdrawal: If you want to withdraw a Late-Breaking Science already submitted, please notify us as quickly as possible at abstracts@escardio.org stating the title and number to be withdrawn.
Note that, withdrawal is still possible after the submission deadline.

In order to submit your research, you must complete the 5 following steps:

Step 1: General Information

Type of submission:  You must select one of the following type of submission under which your research can be best classified:
• HOT LINE: Reserved for first presentations of the primary endpoint(s) of a novel clinical trial  
• CLINICAL TRIAL UPDATE: Reserved for presentations of new data or secondary analysis of a trial where the primary data have been presented previously
• REGISTRY:  Reserved for presentations of new Registry or new data / analyses from a registry. Data not previously presented
• BASIC AND TRANSLATIONAL SCIENCE HOT LINE: Presenting the latest and "hottest" findings of studies in basic and translational cardiovascular science

Topic: Select one topic from the list of topics which best describes the content (for Abstract Evaluation). Make sure you select the appropriate topic as this choice will determine which graders will review your abstract. 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).

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.

On behalf of: You may use this field to enter the name of the affiliation for your research -

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"). 

Study confidentiality and Embargo requirements:
Hot Line applications should contain data of a recently completed clinical trial which has not been presented anywhere previously. Although the data may be submitted to a journal for consideration – this must be indicated on the submission form - it should not be published before the date of the presentation at the ESC Congress 2016.
Clinical Trial Update applications should report additional, but unpresented, analysis of important clinical trials whose main endpoints have recently been made public.  

Step 2: Authors Information

Your submission must list at least 1 author in order to be completed.

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 June 2016. In all cases, the Presenter must be part of the authors list included in the submitted abstract. The presenter must be a health professional not working for the industry.
You may enter up to 10 authors in the authors list including the Presenter. The names of authors will be published as listed on the submission form. Please make sure 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).
NB: 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 publications.
If none of the authors is available to present at the congress, the application 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: Study Outline

Please select appropriate criteria and enter a short summary (600 characters maximum).

Step 4: Research Content

All abstracts must be submitted in English 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.
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.
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.

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

We recommend you structure the content into purpose/background, methods, results and conclusion (if known) sections. 

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 and table (if any). The maximum abstract size is 50 lines of 75 characters (3750 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, table and spaces are taken into account.

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 and table, you can add a picture.
Picture: Your picture file must meet the following criteria:
• Format: JPEG or GIF
• Size: less than 1000 Kb
• Measures between: 800 pixels(x) x 600 pixels(y)
Please make sure that your picture is readable on the preview.
You can only enter one picture, and the title field is optional.

PDF (optional):
You can use the PDF, should you need to include additional images.
Only PDF file with a maximum of 2 pages and a maximum of 10 Mb can be submitted.

Important:
As the grading and selection process is blinded, the title and body text (also table, image and PDF file if used) MUST NOT contain information such as:
• Names (authors or other)
• Names of institute
• Institute city name
Also not authorized
•    Trademarks
•    Company Names and location
•    Web site and email addresses
As alternatives:
-    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.
-    For experimental and investigational substances, the chemical name should be given
-    Device names can be cited but without reference to the company name

This information may be deleted by the submission services and some rephrasing may occur.

 

Step 5: Preview and submission

Please read through your Late-Breaking Science carefully before submitting it, as you cannot change it once submitted.

Do not forget to click on the Submit button to validate your submission. You will receive an automatic e-mail confirmation. If you do not receive this confirmation for one or more of your submissions, please contact the Scientific Programmes Department at abstracts@escardio.org.
There is no limit to the number of Late-Breaking Science an author may submit, but you should not submit the same research twice, even under a different topic. If you submit two applications with the same content, the submission service will automatically keep the most recent one and withdraw the other. Note that duplicate draft abstracts will not be deleted.

Results

After the deadline, the system will be closed, and submissions will be forwarded to the Review Committee. Changes or corrections will not be possible after the deadline.
The final selection will be made by the Review Committee early June 2016.
• All accepted applications will be included in one of the Hot Line / CTU / Registry / B&TSHL sessions as an oral presentation.
• The Review Committee will determine the format, day and time of presentation.
• For more information about the abstract sessions and scientific programme, please go to www.escardio.org and look under the ESC Congress 2016.
• An email message will be sent to each submitter early June 2016 with a report on the status of their submission (accepted or rejected).
• If the Late-Breaking Science is accepted, further instructions concerning the presentation will be sent accordingly. 

Embargo and Publication

                                                                         
The clinical trial results presented at the Hot Line/Clinical Trial Update/Registry sessions are embargoed until the time of the press conference or the time presentation in the scientific session. Clinical trial sponsors must comply with the embargo. The embargo means that results from the trial cannot be presented or announced in any forum (written or oral) except at closed investigator meetings prior to the ESC news conferences. Presentation in Satellite Symposia prior to the session is also prohibited.
The submitter, on behalf of all co-authors, accepts responsibility to ensure that data is not disclosed prior to the session itself or the preceeding ESC press Conference. Should circumstances arise in which the trial organisers consider prior disclosure, total or in part, it is imperative that ESC is consulted.
Authors who ignore the above-mentioned rules run the risk of having their presentation withdrawn from the programme. Failure of investigators or sponsors to honour this embargo will also jeopardize future acceptance of clinical trials of the sponsors and presentations of the principal investigator at scientific sessions of the ESC Congress for a period of 2 years. 
All oral presentation slides will be, for educational purposes, available on ESC website. If you do not wish for your presentation slides to be featured on the website (post-presentation date and post-congress), please indicate so when transferring the copyrights to ESC.
By transferring the copyrights 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 release. This includes use in indexes or search databases in print, electronic, or other media.

Policies

                                                                            
• Submission of an application constitutes a commitment by the author(s) to present if accepted. Failure to present and register for the meeting, if not justified, will jeopardise future acceptance of applications.
• Satellite Symposia occurring prior to the Hot Line, Clinical Trial Update or Registry Sessions cannot present the data contained in these sessions. A symposium can be organised after the Hot Line, Clinical Trial Update or Registry Session. Prior presentation to the trial investigators is acceptable.
• Speakers cannot present in more than one Hot Line / Clinical Trial Update / Registry Session. A speaker will receive complimentary registration.
• Abstracts submitted on the same trial through the standard abstract submission procedure for the ESC Congress 2016 (deadline of 14 February 2016) will be withdrawn from the programme if the trial is presented in a Hot Line, Clinical Trial Update,  Registry or Basic and Translational Science Hot Line Session. In this case, please indicate the abstract number(s) on the application form for Hot Line/Clinical Trial Update/Registry/Basic and Translational Science Hot Line presentation.
• Press conferences:  A selection of Late-Breaking Science will be presented in an official ESC Press Conference conducted by the ESC Press Office. Presenters, or their representatives, will discuss the results of their trials with the media. Participation in these ESC Press Conferences is an integral part of the Hot Line process. For more information, please contact press@escardio.org

 

 

Affirmation of originality and copyright transfer of statement

                                                                            
• 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.
• 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. 
• Submitting/Presenting published or already presented work will jeopardize future acceptance. 
• 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 release. 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 and accepts responsibility on the present rules for submission and presentation for transferring copyright on behalf of all co-authors.

Declaration of Interest

                                             
The Congress Programme Committee requests all presenters to disclose potential conflict of interest regarding their presentation in the first slide. 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............

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