Abstracts

  • Submit an Abstract by September 7!

    The Modern Radiotherapy for Hematologic Malignancies includes a scientific program featuring oral abstracts. Submission guidelines are posted here along with details for how oral presenters can prepare their abstract presentations.

    Key Deadlines:
    Friday, September 7, 2018: Abstract Submission Deadline
    Early November, 2018: Abstract Notifications Sent

    2019 Abstract Guidelines

    Abstract Scoring Criteria

    Abstracts will be scored by blind peer review based on the following criteria:

    • Does the abstract address an important and novel question?
    • Does the study design permit the question to be answered?
    • Are the endpoints of the study clearly defined?
    • Is there an appropriate use of statistics?
    • Are the methods described in sufficient detail?
    • Are the conclusions supported by the data?
    • Has the research been accepted for presentation at another medical meeting?

    Specific questions for prospective Clinical Trials:

    • What were the scientific hypothesis and primary endpoint?
    • What were the eligibility criteria and study patient characteristics?
    • What statistical model and assumptions were used?
    • What was the toxicity assessment?
    • What were the limitations?
    • Is there a rationale, either clinical or laboratory, underlying the study design?
    • Is it either promising enough to pursue or negative enough (for a rational therapy) that presentation would prevent other investigators from wasting efforts?

    Specific questions for retrospective reviews:

    • Is the group of patients reasonably homogeneous?
    • Have attempts been made to account for biases inherent in retrospective reviews?

    Disclosure Policy

    ASTRO is an accredited provider of continuing medical education and adheres to the policies and standards set forth by the Accreditation Council for Continuing Medical Education (ACCME). As such, abstract authors are required to disclose relationships with commercial interests. A commercial interest is defined as “any entity developing, producing, marketing, re-selling or distributing healthcare goods or services consumed by or used on patients.”

    To ensure its compliance, ASTRO expects that the content and related materials will promote improvements or quality in health care and not a specific proprietary business interest or commercial bias.

    We employ several strategies to ensure absence of bias:

    • Presenters are required to provide disclosure of relationships with commercial interests.
    • Presenters are required to provide a balanced view of therapeutic options.
    • All abstracts undergo a rigorous peer review process.
    • Potential conflicts are managed by: additional committee review, advance slide review and session audits.

    Abstract Submissions

    SUBMISSION DEADLINE: WEDNESDAY, SEPTEMBER 7, 2018 at 11:59 p.m. Pacific Time
    FEE: $60 per submission (non-refundable)

    Submission Topics

    2019 Abstract Topic Categories

    • Hodgkin Lymphoma
    • Imaging
    • Miscellaneous
    • Non-Hodgkin Lymphoma
    • Systemic Therapy

    General Information

    1. Sponsorship or membership with one of the co-sponsoring organizations is not required to submit an abstract.
    2. Abstracts must be received by 11:59 p.m. Pacific Time, Wednesday, September 7, 2018. Please be sure to click “submit” before 11:59 p.m., as the abstract may not fully transfer and you risk being ineligible by having an “incomplete” status. Abstracts received after the deadline will not be accepted and incomplete abstracts will be considered ineligible for review.
    3. Abstracts must be submitted online through the abstract submission site. No faxed copies, discs, thumb drives or email submissions will be accepted.
    4. An abstract may only be submitted to the 2019 Modern Radiotherapy for Hematologic Malignancies once. Duplicate abstracts (reporting the same data) that are submitted under a different author will not be considered.
    5. Summaries of new, ongoing and updated research in the areas of hematologic malignancies are acceptable for submission and presentation.
    6. Presentations must give a balanced view of therapeutic options. Brand names of pharmaceuticals and trade names of medical devices should not be used in the title or body of the abstract. Use of generic names will contribute to impartiality. If the session material or content includes trade names, where available trade names from several companies should be used, not just trade names from a single company. For example, if it is appropriate to do so, use the term “radiosurgery” instead of listing a specific machine name. Planning committees have the right to change the abstract if they feel that the use of a trade name may be mistaken for commercial propaganda and may replace proprietary names with generic names.
    7. Abstracts may be submitted from any entity producing, marketing, re-selling or distributing health care goods or services consumed by, or used on, patients reporting on the discovery of their scientific research. Such presentations will be subject to a rigorous peer review process to ensure the validity of the research review process, results and conclusions. In addition, abstract content is subject to change after review and evaluation so that it is not biased towards any proprietary or commercial interests.

      Abstracts containing reports on the discovery of scientific research will be evaluated on the following criteria:

      • The content does not contain patient care recommendations.
      • The content is at the level of biology, physiology or physics and far from a discussion of products that are prescribed to patients.
      • The content is about the discovery process itself and not about treatment or diagnostics.
      • The content covers research results so early in the discovery process that there is no product developed yet.
      • The target learners are scientists who are also participating in the discovery process.

      The planning committees will exercise all rights in ensuring that abstracts reporting the discovery of scientific research remain in compliance with ACCME standards for offering CME. If accepted, the abstract must be presented by a co-author with no relevant financial relationship or any commercial interest.

    8. It is the responsibility of the submitting author to obtain disclosure information from all co-authors and to report this information electronically during the abstract submission process.
    9. Submission of an abstract conveys permission to be published in the International Journal of Radiation Oncology • Biology • Physics (Red Journal).
    10. REVISIONS: Please proof your abstract carefully for formatting, spelling and data errors. Pay special attention to the author order and presenting author designation. Errors can be corrected if emailed to Specialty Meetings by Monday, November 19, 2018.
    11. NOTIFICATIONS: You will be notified via email of the disposition of your abstract by early November, 2018. Acceptance of the abstract by the committees for oral presentation obligates the author to present the abstract and pay the meeting registration fee. If circumstances prevent attendance, you must notify ASTRO and arrange for an alternate presenter, preferably a co-author. Authors not selected for oral presentation may be selected for publish only with the option to submit a slide for inclusion online.
    12. WITHDRAWALS: If you choose to withdraw your abstract, email your request by Monday, November 19, 2018 to Specialty Meetings. Presenters who fail to notify ASTRO staff of withdrawal and do not present their oral abstract(s) at the meeting may face automatic rejection from future ASTRO meetings as determined by future planning committees.
     

    Online abstract submission information as well as oral presentation guidelines are also available at www.astro.org/hematologic. Questions regarding the submission process and guidelines should be directed to Specialty Meetings.

    Authors and Presenters

    • An individual may submit more than one abstract in which he or she is indicated as the first author, but he or she may only present one oral presentation. If more than one abstract is selected for oral presentation, an alternate presenter must be assigned, preferably a co-author.
    • Author disclosure of potential conflicts with a commercial interest, for the first author and all co-authors, must be disclosed at the time of submission. (A commercial interest is defined as any entity developing, producing, marketing, re-selling or distributing healthcare goods or services consumed by or used on patients.) Any potential conflict will be identified and managed according to ACCME guidelines.
    • The submitting/presenting author of an abstract must NOT have a financial interest in the scientific content in the abstract. If a conflict of interest exists, the abstract must be submitted and presented by a co-author with no financial relationship or any commercial interest.
    • If the presenting author is employed by a commercial interest, as defined above, an alternate presenter must be named if the abstract is selected for oral presentation.
    • All oral abstract presenters are required to register and present at the meeting. Presenters who fail to arrange for an alternate presenter or fail to notify ASTRO staff of withdrawal and do not present their oral abstract(s) at the meeting may face automatic rejection from future ASTRO meeting as determined by future planning committees.
    • The presenting author (who may or may not be the first author) will receive all notifications and communications related to the accepted abstract(s), and is responsible for keeping all co-authors informed.
    • All oral abstract presenters must abide by the following expectations:
      1. You are required to disclose before your talk. Presenters are required to disclose the following, if applicable, to the audience at the beginning of your presentation and in accordance with ACCME standards and Food and Drug Administration requirements:
        1. The existence of any financial or other relationship you have with the manufacturer(s) or any commercial product(s) or provider(s) of any commercial services discussed in an educational presentation.
        2. Any vested interest or intention to discuss off-label use of pharmaceuticals or devices.
         
      2. Presentations must be objective and free of commercial bias for or against any product or device. Slides and/or reference materials shall not, by their content or format, advance the specific proprietary interests of a commercial entity.
      3. All clinical recommendations must be based on evidence that is accepted within the profession as adequate justification for their indications and contraindications in the care of patients. All scientific research referred to, reported or used to support or justify a patient care recommendation must conform to the generally accepted standards of experimental design, data collection and analysis.
      4. Presentations must give a balanced view of therapeutic options. Use of generic names will contribute to this impartiality. If trade names are used, those of several companies should be used rather than only that of a single supporting company.
      5. Presentations must offer a balanced view of current medical practice that includes discussion of all available therapeutic products, including benefits and risks associated with each.
      6. Presentation materials must not include any commercial logos.
      7. Presentations must be HIPAA compliant (e.g., will only use de-identified patient information and/or will obtain written consent from the patient).
       
     

    Presentation at Other Meetings

    1. Abstracts should contain new material that will not have been presented or published prior to the 2019 Modern Radiotherapy for Hematologic Malignancies (exceptions noted below). If an abstract reporting the same data has been submitted for consideration at another meeting or for publication and you have not received notification of its acceptance at the time of your abstract submission, you will be required to disclose the information during the abstract submission process.
    2. An exception applies to abstracts submitted or presented at ASTRO or ILROG sponsored or co-sponsored meetings. Abstracts submitted to prior ASTRO or ILROG meetings, including annual conferences, will be considered for acceptance but are encouraged to contain new or updated material.
    3. Abstract presenters with papers accepted for presentation at another major medical meeting* or accepted for publication after September 7, 2018, are required to notify ASTRO of the change in status by email to Specialty Meetings. ASTRO will not consider previously presented or published works for plenary presentation.

      *Major medical meetings include annual meetings of national and international societies with attendance of more than 3,000 participants.
     

    Proper Formatting

    1. Abstracts must be properly formatted and organized into four sections, identified by the following bolded headers: Purpose/Objectives, Materials/Methods, Results and Conclusion.
    2. Abstracts should include a scientific hypothesis in the Purpose/Objectives section, and implications for research, policy or practice in the Conclusions section, when applicable.
    3. Describe each section in enough detail so the planning committees can evaluate abstract quality/completeness.
    4. Institution names should not be included in the title or body of the abstract in order to keep the review process blind, fair and objective. Alternative language is “at one institution,” or “a multi-institution” study, etc. This does not apply to cooperative research group names such as RTOG, SWOG, ECOG, etc.
    5. Abstracts cannot contain illustrations, images or graphs. For abstracts that are accepted, presenters may include these items in their on-site presentations.
    6. An abstract may contain one small table.
    7. The maximum character limit, including the abstract title and body, is 2,500. Spaces are not counted.
    8. A maximum of 20 author names may be listed on each abstract; there are no exceptions. Authorship credit should only be given if all three of the following criteria are met:

      Each author must have made substantial contributions to:

      • conception and design, or analysis and interpretation of data, and
      • drafting the abstract or revising it critically for important intellectual content, and media relations team
      • final approval of the version to be submitted/published. 
       
     

    Embargo Policy

    All abstracts to be presented at the 2019 Modern Radiotherapy for Hematologic Malignancies are embargoed until the start of the meeting. The embargo policy applies to all abstracts regardless of whether information is obtained from another source.

    Embargo violations by media professionals may result in suspension of credentials at the 2019 Modern Radiotherapy for Hematologic Malignancies meeting as well as future meetings and may also impact the ability to receive advance media materials for future meetings. Embargo violations by abstract authors and/or sponsors may result in removal of the abstract from the scientific program. Abstract authors are responsible for notifying financial and other sponsors about this embargo policy.

    Questions about the embargo policy may be directed to ASTRO’s media relations team.

    The full text of the abstracts selected will be available online at the start of the 2019 Modern Radiotherapy for Hematologic Malignancies Meeting. Abstracts also will be published in a supplement of the International Journal of Radiation Oncology • Biology • Physics (www.redjournal.org).