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Abstracts & Clinical Case submission rules and guidelines


 

Abstracts can be submitted via the online Abstract Submission Service only

Submission Period

Opening of the Online Submission Services: 01 April 2018

Submission deadline: 31 May 2018, 23:59 French time (CET- Central European Time)

Deadline extension for EACVI Silver & Gold Members: 4 June 23:59 French time (CET- Central European Time)

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 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 details, topic, correction of typos in the text, etc.). What can be done:

During Submission Period - Online Submission service is open - 
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).

After submission deadline -  Online Submission service is closed -
Replacement of your abstract is not possible.

Changes cannot be made to the submitted version. In case of errors in your abstract, you may indicate the correction during the presentation at the congress (on your poster or oral presentation). However, changes will not be included in any of the publications (online, final programme, abstract-book). 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please notify us as quickly as possible at eescientific@escardio.org stating the title and number of the abstract to be withdrawn.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 Abstracts withdrawal requests must be received in writing (via e-mail) by the end of September 2018 to avoid 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 abstract content (for Abstract Evaluation). Make sure you select the appropriate 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 (please choose one)

General = (traditional abstract)
Clinical case

Options (please choose one)

  • No Option - Standard submission 
  • Young Investigators Award (YIA): You may choose to submit your abstract under the Young Investigator Award option:
  • Young Investigators Award (YIA): You may choose to submit your abstract under the Young Investigator Award option:
                –if you are NOT an EACVI HIT member you must be 37 years old or younger at the time of presentation (you must be born after 08 December 1980) to be eligible.
                –if you are an EACVI HIT member and therefore 37 years old or younger at the time of presentation (you must be born after 08 December 1980) or in training under 40 years old (born after 08 December 1978-Proof of training will be requested)

    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

    Selected abstracts will be presented orally in the Young Investigators Awards (YIA) session and will be published online as an abstract supplement issue of the European Heart Journal - Cardiovascular Imaging.
    Depending on the category selected - Your abstract will be considered either for YIA Clinical or YIA Basic Science

  • EACVI HIT Poster - Young Investigators who do not wish to enter the Young Investigator Award competition but rather present in a poster format , interact with a larger audience and have the opportunity to meet key opinion leaders, faculty, senior representatives and exchange on a more informal stand on their research. 

 

On behalf of
If it is required that you enter the name of affiliation for your research, you may use this field. Do not list any author names in this field - only related organisation.

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 changed through the agreement form process at a later stage. In all cases, the presenter must be part of the authors list included in the submitted abstract. You may enter up to 15 authors in the authors list including the presenter.
The submitter certifies that he has permission from all persons he enters as co-authors to be listed in this abstract and that they are aware that their names will appear in all publications.
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).

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 EuroEcho-Imaging 2018 (in print or electronically).

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 as follows:
Background/Introduction
Purpose
Methods
Results
Conclusion(s)

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 800 pixels(x) x 600 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.

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.

Step 4 - Abstract Preview and Submission

Please read through your abstract carefully before submitting it, as you cannot change it once submitted and we can not modify the content / author list / topic / picture for you once it has been submitted. 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. You will receive an automatic confirmation by email. If you do not receive this confirmation for one or more of your abstracts, please contact the Scientific Programmes Department.


There is no limit to the number of abstracts an author may submit, but you should not submit the same research twice, even under a different topic. 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. 

Abstract Results
All abstracts will be reviewed by the members of the Abstract Review Committee (graders). The final selection will be made in July 2018 (results announced shortly after).
All accepted abstracts will be scheduled either for an Oral Presentation or Poster Presentation. The Programme Committee will determine the format, day and time of presentation (Assigned presentation times / dates can not be changed.) 
An email message will be sent to the abstract submitter  with a report on the status of the abstract (accepted or rejected).
If the abstract is accepted, the submitter will receive instructions concerning the presentation format and information on the process to submit agreement form.
Same presenter cannot be assigned to more than 3 abstracts - co-authors should then be assigned as presenters.

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 365).

Important Information

Embargo
Accepted abstracts are under embargo until one week before the congress. At that time they will be published on the abstract Book Online of the ESC Website.
Until presentation at EuroEcho Imaging 2018, 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 Press Conference and/or Scientific Session
  • Retraction from all ESC publications
  • Prohibition of submitting abstracts to any ESC congresses for one year

Publication of Abstracts
Accepted abstracts are under embargo until one week before the congress. At that time they will be available on the Scientific Programme Online.
All accepted abstracts will be published online as an abstract supplement issue of the European Heart Journal-Cardiovascular Imaging.

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 to the ESC 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 free of charge, on a non-exclusive basis, for fifteen years from the present submission the rights to edit, publish, reproduce, reformat, distribute in whole or in part the abstract and prepare all type of derivative works such as press releases and/or educational products, using all communication tools and means, now known or hereinafter developed, including any and all digital means and any and all supports or forms of media, now known or hereinafter developed, in particular all paper, analog, digital, numerical and electronic media, including Internet, Intranet and Extranet sites and social media. 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

• Applicable law
All the rules pertaining to the present submission are governed by and construed in accordance with the laws of France without regard to any conflicts of laws principles thereof that would require the application of the law of any other jurisdiction. Any disputes arising in relation hereto shall be submitted to the exclusive jurisdiction of the French Tribunal de Grande Instance located in Grasse, France.