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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 2017.
You will be asked to agree to the terms in order to submit your application



Late-Breaking Science includes the following types of applications:

  • Late-Breaking Clinical Trial
  • Late-Breaking Registry Results
  • Clinical Trial Update
  • Basic and Translational Science Hot Line

Submission guidelines

Submission - Submissions are only possible through the online submission services.
Submission deadline is Sunday 21 May 2017, 11:59 p.m. Central European Time (CET).
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.
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 other information (such as Presenter details, topic, etc.) In order to correct your submission you must withdraw it and submit a new version prior to the deadline (see below for withdrawal procedure). Note that such a replacement of your submission is not possible after the submission  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already submitted, please notify us as quickly as possible at abstracts@escardio.org stating the title and number to be withdrawn.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 application you must complete five 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:
LATE-BREAKING CLINICAL TRIAL: Reserved for first presentations of the primary endpoint(s) of a novel clinical trial   
LATE-BREAKING REGISTRY RESULT:  Reserved for presentations of new Registry or new data / analyses from a registry. Data not previously presented
CLINICAL TRIAL UPDATE: Reserved for presentations of new data or secondary analysis of a trial where the primary data have been presented previously
BASIC AND TRANSLATIONAL SCIENCE HOT LINE: Presenting the latest and "hottest" findings of studies in basic and translational cardiovascular science

Study details

Topic: Select one topic from the list of topics shown to index your research
Title of the study: A maximum of 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.
Acronyms: If the study to be presented is known through an acronym, please indicate the name of the study (e.g. "EMIT") in this field  as well as the full name of the acronym (e.g. "European Mizaverol Trial").
On behalf of: You may use this field to enter the name of the affiliation for your research  or Study Group.
Abbreviated title: indicate the full name of the acronym (e.g. "European Mizaverol Trial") as entered above or a short title for your trial.

For Late-Breaking Clinical Trial & Basic and Translational Science hot lines: Expected date of trial completion – Please enter the date at which you expect to have all results ready for communication.
For Clinical Trial Update: Date primary analysis presented – Enter the date at which the trial was first presented.

Study confidentiality and Embargo requirements: Confirm whether you have already submitted an abstract (during the call for abstracts) on this study.
If your study is accepted as a late breaking submission, you will be asked to withdraw your earlier abstract submission.
Indicate whether the results were already presented or will be presented at other international meeting(s) –
Late-Breaking Clinical Trial applications should contain data of a recently completed clinical trial not  presented anywhere previously.
Clinical Trial Update applications should report additional, but unpresented, analyses of important clinical trials whose earlier endpoints have previously been made public.  

Publication information: Journal Publication information are required – specify whether the data have been submitted or will be submitted.
Although the data may be submitted to a journal for consideration - it should not be published before the date of the presentation at the ESC Congress 2017.


Step 2 - Author information


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

 Author list

Enter each author and affiliation using the “Add a new author” module
The presenter must be included in the author list and positioned as First author.
You can enter up to 10 authors.
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 must be withdrawn.

Institutions

This is a mandatory entry.
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.
Presenter at the congress: Reconfirm selection of the name of the presenter.
Principal investigator: Indicate the name of the principal investigator.

Step 3- Study outline

In this part of the submission, you will be asked to provide some outline information  depending on the type of submission selected information requested will vary

Multi centre study
Purpose – You need to summarize the purpose of the study
Design – Study Design information
Sample Size information ( Number of Subjects, number of groups, number of persons/group, Population studied info and Intervention performed)
Outcome (Primary endpoints & Secondary endpoints) – 2 sentences max per header

Step 4 - Research content

All abstracts must be submitted in English with accurate grammar and spelling suitable for publication.
Abstracts submitted on animal studies: Study must follow the "Principles of laboratory animal care" (NIH Publication no. 85-23 revised 1985) andbe in agreement with 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 and must have been approved by an IRB.
Do not cut and paste symbols into your text.
Use the symbols provided when you click on the Ω button.

Recommended content structure

Background: In an initial paragraph, provide relevant information regarding the background and purpose of the study, preferably in no more than one or two sentences.
Methods: Briefly state the methods used. Especially for trials where results are not yet available, information on endpoints and statistical power are desirable.
Results: Summarize the results, if available,  in sufficient detail to support the conclusions.
Conclusion: State the conclusions reached. It is not satisfactory to state “the results will be discussed.”
If results are not available yet  but will be available by the time of the presentation, explain the main endpoints that you expect to be able to describe and the conclusions that can be drawn.

NB – Your abstract will be used for review by the selection committee. The abstract will not be published but the abstract text may be used  for preparation of a Press release if your work is accepted for presentation at ESC Congress

Other Information for content

In the abstract, use generic drug and product names whenever possible.

  • 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 after an explanation of their specific characteristics, but without reference to the company name
 Technical information for content

Size: The maximum abstract size is 50 lines of 75 characters (3750 characters), but space for tables and figures will be deducted from that count.
Use the save and refresh button at the bottom in order to display the overall 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.

Image: Your Image 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.


Step 5 - Late-Breaking Science submission preview

Please read through the preview carefully before submitting it, as you cannot change it once submitted.
You will be asked again to confirm that the research has not been published or presented and that  you have read and approved the submissions rules (see below for the details of the submission and presentation  rules)
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 Programme Department at abstracts@escardio.org.


Submission rules


Submissions

There is no limit to the number of Late-Breaking Science applications 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 nor considered.


Embargo and Publication

The submitter, on behalf of all co-authors, accepts responsibility to ensure that data is not disclosed prior to the session itself or the preceding ESC press Conference.
                                                                      
The clinical trial results presented at the Congress 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.
If an investigator or sponsoring organization believes that it is required for legal reasons or for issues related to public health to release information about a late breaking clinical trial  prior to the end of the embargo, the investigator or organization must notify the ESC Media Relations Department in advance in writing.
The written notification must provide the legal rationale for requiring early disclosure. Notification must also include who would receive the information, how and when the information would be disclosed, and a description, template release, or copy of any press releases or other public statements that would be distributed. With appropriate advance notice, the ESC can provide general advice about how such disclosures might impact its inclusion/continued inclusion in the ESC programme. The ESC reserves the right to remove the presentation from the Hot Line session, to remove the study from consideration for a press release or other promotions, to remove the study from the scientific program entirely.
If  above rules are violated, the presentation may be withdrawn from the programme. Failure of investigators or sponsors to honor 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. 

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 jeopardize future acceptance of applications.

Satellite Symposia occurring prior to the Hot Line sessions cannot present the data contained in these sessions.

Prior presentation to the trial investigators is acceptable, but the investigators must be instructed to obey the embargo rules.

Press conferences:  A selection of Late-Breaking Science will be presented in an official ESC Press Conference organized 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 acceptance 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.

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.

The abstract and submission will not be made public by the ESC

The content belongs to the author(s). However if the study is accepted for presentation , the presenter can agree, 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.

Presentation given during the session (slides & Video of the presentation) will be, for educational purposes, available on ESC website (post-presentation date and post-congress). The presenter  has the option to decline transferring the copyrights to ESC when replying to the invitation.

Declaration of Interest

The Congress Programme Committee requests the presenter to disclose potential conflict of interest regarding the 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


Information on selection and results - Presentation rules

Speakers cannot present in more than one Hot Line Session.

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 2017.

The Review Committee will determine the format, day and time of presentation.

For more information about the scientific & educational programme, please go to http://www.escardio.org/Congresses-&-Events/ESC-Congress

Accepted applications will be included in one of the Hot Line / B&TSHL sessions as an oral presentation.

NEW ! If not selected for an Oral Presentation, your application can also be accepted for a Poster Presentation. The Poster Area will feature a Late-Breaking Science area with dedicated viewing time for exchange and discussions with the visiting audience.

Results announcement

An email message will be sent to the submitter early June 2017 with a report on the status of their submission (accepted or rejected).

If the Late-Breaking Science is accepted, notification and further instructions concerning the presentation format will be sent directly to the assigned presenter (indicated in the submission form)

 

Information for the presenter

The presenter must submit an agreement form online before the deadline announced.

Hot Line session presenters will be asked to participate in an ESC Press Conference and to give an exclusive interview to ESC TV. The presenter will then be contacted directly by the respective ESC Congress Teams (Press, Congress News, ESC TV)  to schedule interviews and submit information as may be required. Being accepted in a Hot Line session implies participation in these activities and communication initiatives in full agreement with the embargo policy

If the presenter is contacted by other organizations for interview, articles etc, the presenter  must ascertain  adherence to the embargo policy before providing any information to third parties.

Hot Line Presenters  must make presentation slides available at least 10 days before the congress so they can be sent  to the assigned discussants and chairpersons and

A Session rehearsal is organised in the lecture room 30 minutes before the session start. Presenters must be available to attend.

Trials submitted also through the standard abstract submission procedure for the ESC Congress 2017 must be withdrawn – The submitter must notify abstracts@escardio.org as soon as the results are announced.