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Abstract Submission Rules & Guidelines

ESC Preventive Cardiology 2021, 15 - 17 April



Abstracts can be submitted via the online Abstract Submission Services only.

The submission deadline is Wednesday, 6 January 2021.

Clinical Case submissions are not accepted through the Call for Abstracts. If any they will not be validated and automatically removed from the selection process. Should you wish to submit a case - Please refer to the dedicated Call for Clinical Cases -

General Information
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 later (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 authorised 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 on your presentation. 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notify us as quickly as possible at escprevscientific@escardio.org stating the title and number of the abstract to be withdrawn.
Withdrawals are still accepted after the submission deadline.  

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: At the time of abstract submission, the submitter must select one single topic to index the abstract.

It is important to carefully select the best matching topic as this choice will determine under which area the abstract will be reviewed and graded.

Therefore, submitters should consider all potential options available before selecting the submission topic.

The topic list is organised by main topics and several layers of subtopics to maximize precision. Appropriately choosing the main topic and first subheadings is more important than the lowest layers of subtopics. 

If the abstract is accepted, the presenter will be required to select 3 additional topics/keywords. These are important to optimise indexing of the abstract in the programme and in the ESC 365 congress library. This serves to optimise search results and enhance visibility of the research.

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:

  • Secondary prevention and rehabilitation
  • Primary care and risk factor management
  • Population Science and public health
  • Sports cardiology and exercise

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

Young Investigators Award option
The following YIA competitions will be held during ESC Preventive Cardiology 2021:
    Secondary prevention and rehabilitation
    Primary care and risk factor management
    Population Science and public health
    Sports cardiology and exercise

To present your abstract in one of the above Young Investigator Award (YIA) sessions, the first author/presenter must be 35 years old or below at the time of presentation.

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.

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, 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 session, you will receive specific instructions. Prizes will be given to the best presentation in each session (a certificate, a prize of €500 and a complimentary EAPC Silver membership for the winners).We highlight the fact that only the Presenter may have a prize & award certificate addressed to him/her.

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 must be filled under this heading, and not in the abstract text. All grant funding agency abbreviations should be spelled out. This information will be published on the abstract itself.

The submitter is asked to indicate the type of funding source(s) and name it/them, if any.
This information may be used in the context of ESC Research projects.  


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 February 2021. 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.

If you have more than 15 authors, you can use the “On behalf of” field (see above) to enter the name of an investigating team/study group.

The names of authors will be published as listed on the submission form. Please make sure you have enter the full list of authors -  Official contributors in the research submitted - 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 and warranties to the ESC that the list of authors is complete and 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 upload the related presentation as per the required format assigned by the Upload deadline - the abstract should be withdrawn.
In any event, all abstracts not uploaded by the deadline will be automatically withdrawn and removed from the programme.

Institutions:
This is a mandatory step.

All participating institutions should be listed as applicable.
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. ( please refer to embargo policy below)

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:
    Background/Introduction
    Purpose
    Methods
    Results
    Conclusion(s)

Abstracts that indicate “the work is in progress” or “the results will be announced/discussed in the presentation” are not acceptable and will not be validated for the review process.

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 system 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 (see funding acknowledgement section above).

Do not list citations or references in the abstract, as they are not allowed and will be deleted.
Do not include copyright or trademark symbols.


Keywords: Do not enter keywords in your submission, as you will enter these at the time of the upload.

Limit use of acronyms and abbreviations. Define at first use with acronym or abbreviation in parentheses.
Do not include copyright or trademark symbols.

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 escprevscientific@escardio.org

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 escprevscientific@escardio.org

Abstract Grading/Results -
All abstracts will be blinded for review by 7 to 10 members of the Abstract Reviewing 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 Reviewing 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 Preventive Cardiology Programme Committee in February 2021 that will determine the format and schedule of presentation for each abstract. No rescheduling or changes will be possible.

Accepted abstracts will be featured either as oral presentations or ePoster Presentations.
Presentation and Interaction on the research will be conducted in English. Presenters are expected to speak / write good English.
All abstract submitters will be notified by e-mail by Mid February 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, further instructions will be provided at the time of results announcement.


Presentation Policy - Submission of an abstract constitutes a formal commitment by the author(s) to present the work if accepted. Failure to upload by the deadline and register for the Congress will lead to the withdrawal of the abstracts by the set deadline of upload.


Publication of abstracts: All presented abstracts will be published in the abstract Supplement of the European Journal of Preventive Cardiology, Volume 28, July 2021.

Embargo -
Accepted abstracts are under embargo until one week before the congress. At that time, they will be available via the Scientific Programme & Planner.
Abstracts selected for an ESC Press Release will remain under embargo until the beginning of the session in which they are presented. Abstract content will be released thereafter.

Submitted 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 Programme
    Retraction from all ESC publications

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 Programme
            - 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.

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 twenty 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, 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(s) of interest
The Congress Programme Committee requests all presenters to disclose their potential conflict(s) of interest at the time of the submission of the agreement form. Please state "None" if no conflicts exist.

It is also the responsibility of the presenter to disclose any potential conflict(s) of interest from co-authors pertaining to the presentation on the presentation itself (as may be required).  

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 related 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.

The information collected in this CALL FOR ABSTRACTS is subject to data processing to proceed with the elaboration of ESC Preventive Cardiology abstract programme.

Provision of personal data is a statutory requirement to list the authors who have contributed to the research submitted. Authors not listed in the submission will not be acknowledged in the abstract if accepted for publication and presentation at the Congress and promotion of the abstract.

The recipients of the data are ESC Staff who process the submissions and the ESC Committees and volunteers involved in the abstract programme.

Data collected will be kept for 20 years.

Transfer of personal data to ESC Staff, contractors as well as other ESC related scientific organisations occurs for production, promotion and dissemination of the Congress Content.

In accordance with the chapter 3 of the European Regulation 2016/679 with regards to data protection, you have the right to request from ESC, access to and rectification or erasure of your personal data or restriction of processing concerning your data or to object to processing as well as the right to data portability. This is done thru withdrawal of the abstract according to the terms and conditions of withdrawal.

For such, please contact (together with a proof of identity):

Data Privacy

European Society of Cardiology

Les Templiers

2035 Route des Colles

CS 80179 Biot

06903 SOPHIA ANTIPOLIS CEDEX, France

Or by email to dataprivacy@escardio.org

You have the right to lodge a complaint with a supervisory authority, and for information, ESC has appointed a Data Protection Officer that you can reach at dpo@escardio.org

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.