2019 ASTRO Annual Meeting

Abstract Submission Guidelines

September 15-18, 2019
McCormick Place
Chicago

Abstract Submission site opens: December 14, 2018
Abstract Submission site closes: Sunday, February 24, 2019, 11:59 p.m. Pacific time

Late-breaking Abstract Submission site opens: Wednesday, June 26, 2019
Late-breaking Abstract Submission site closes: Wednesday, July 10, 2019, at 11:59 p.m. Pacific time

DISEASE SITE TRACKS

There are 20 tracks to submit abstracts, with subcategories to help further clarify which track is most appropriate for your study. Please review all tracks and subcategories before making your selection.

GENERAL INFORMATION

  1. Sponsorship or ASTRO membership is not required to submit an abstract.
  2. Abstracts must be received by 11:59 p.m. Pacific time, Sunday, February 24, 2019. Please be sure to hit “submit” before 11:59 p.m., as the abstract may not fully transfer and you risk being ineligible by having an “incomplete” status.
  3. Abstracts must be submitted online through the abstract submission site. No fax copies, disks or email submissions will be accepted.
  4. An abstract may only be submitted once. Duplicate abstracts (reporting the same data) that are submitted under a different title or author will not be considered.
  5. Summaries of new, ongoing and updated research will be acceptable for submission and presentation.
  6. Abstracts may be submitted from commercial entities (those producing, marketing, reselling 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 to ensure the validity of the research results and conclusions. In addition, abstract content is subject to editing after review so that it is not biased toward any proprietary interests. ASTRO 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 an author with no relevant financial relationship or any commercial interest.
  7. Abstracts may be edited up to the deadline of February 24, 2019, at 11:59 p.m. Pacific time. Abstracts will be considered ineligible for review until they are complete. Abstracts that are unpaid or have payment issues will not be considered. If you do not receive a confirmation receipt, it is your responsibility to follow up and confirm your “complete” status.
  8. NOTIFICATIONS: The presenting author will be notified via email of the disposition of the abstract by April 26, 2019. Acceptance of the abstract by the committee obligates the author to present the paper and pay the meeting registration fee. If circumstances prevent attendance, you must notify ASTRO and arrange for an alternate presenter, preferably a co-author.
  9. REVISIONS: Please proof your abstract carefully for formatting, spelling and data errors. Pay special attention to the author order and presenting author designation. Review your confirmation email, as this is how the abstract will be published. Errors can be corrected if sent to Johanna Vanarsdall by May 24, 2019. After this date, we cannot make any corrections. This rule is strictly enforced.
  10. WITHDRAWALS: If you choose to withdraw your abstract, please email your request by May 24, 2019, to Johanna Vanarsdall. After this date, your abstract will be published exactly as it was submitted in the International Journal of Radiation Oncology • Biology • Physics (Red Journal). 
  11. Submission of an abstract conveys permission to be posted online and printed in the International Journal of Radiation Oncology • Biology • Physics (Red Journal) (www.redjournal.org/content/astro_abstracts).

INTERIM ANALYSIS/TRIALS IN PROGRESS

  1. In general, ASTRO does not accept abstracts reporting an interim analysis that is intended to evaluate experimental treatment regimen(s) with respect to efficacy or safety at any time prior to formal completion of a trial. 
  2. Abstracts reporting trial process updates, such as accrual, baseline characteristics and non-protocol-specific safety information, will be considered for digital poster viewing only.

DATABASE STUDIES

  1. Retrospective registry databases, such as National Cancer Database (NCDB), Surveillance, Epidemiology and End Results (SEER), etc., are valuable resources for patterns of care assessment, and may generate important evidence for comparative effectiveness research.
  2. For comparative effectiveness reports, prioritization will be given to those when the level one evidence from randomized trials is obsolete or difficult to obtain. Abstracts should include brief descriptions on statistical methods and justifications, such as the choice of statistical significance level, effect size, methods for confounding adjustment, etc., to facilitate proper interpretations.

PROPERLY FORMATTED ABSTRACT

  1. Abstracts must be properly formatted and organized into four sections identified by the following bolded headers: Purpose/Objectives, Materials/Methods, Results and Conclusions.
  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. Presentations must give a balanced view of therapeutic options. Brand names of pharmaceuticals and trade names of medical devices cannot be used in the title or body of the abstract. ASTRO reserves the right to replace proprietary names with generic names.
  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.
  5. The abstract cannot contain illustrations, images or graphs. If the abstract is 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 title and body of the abstract, is 2,600. Spaces are not counted.
  8. A maximum of 20 authors’ 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
    • final approval of the version to be submitted/published.
PRESENTING AUTHOR AND COI POLICIES
  1. An individual may submit more than one abstract in which he or she is indicated as the presenting author but may only present one presentation. If more than one abstract is selected for presentation, an alternate presenter must be assigned, preferably a co-author.
  2. It is the submitter’s responsibility to ensure up-to-date and accurate disclosures are submitted for each co-author on the abstract. ASTRO manages and reports all disclosures as submitted. Potential conflicts with commercial interest for the presenting author and all co-authors must be disclosed at the time of submission.
  3. A commercial interest is defined as any entity developing, producing, marketing, reselling or distributing health care goods or services consumed by or used on patients. Any potential conflict will be identified and managed according to ACCME guidelines.
  4. The presenting author of an abstract must NOT have a relevant/ specific ownership interest, i.e. Owner, Founder, Partner, etc., in the scientific content in the abstract. If a conflict of interest exists, the abstract must be presented by a co-author with no relevant ownership interests.
  5. If the presenting author is employed by a commercial interest, as defined above, an alternate presenter must be named. This applies only to abstracts presented in sessions selected to receive CME, such as oral scientific and digital poster sessions.
  6. All presenters, including poster presenters, are required to register and attend the meeting.
  7. The presenting author will receive all notifications and communications related to the accepted abstract(s), and is responsible for informing all co-authors of acceptance at ASTRO’s Annual Meeting and COI policies.
  8. ASTRO has developed a policy to handle any violations to the ASTRO Disclosure policy. Any reported violations will be researched and handled according to policy, which can include removal from presenting at future conferences.

PRESENTATION AT OTHER MEETINGS

  1. Abstracts should contain new material that has not been presented or published prior to the ASTRO Annual Meeting, September 15-18, 2019. Previously presented abstracts will not be eligible for ASTRO’s official Press Program or Plenary Session.
  2. Abstract presenters with the same abstract accepted for presentation at another major medical meeting* or accepted for publication after February 13, 2019, are required to notify ASTRO's Annual Meeting team. The Scientific Committee will review and decide on a case-by-case basis if it will remain in the program.
  • *Major medical meetings include annual meetings of national and international societies with attendance of more than 3,000 participants.

PROPERLY FORMATTED ABSTRACT

  1. Abstracts must be properly formatted and organized into four sections identified by the following bolded headers: Purpose/Objectives, Materials/Methods, Results and Conclusions.
  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. Presentations must give a balanced view of therapeutic options. Brand names of pharmaceuticals and trade names of medical devices cannot be used in the title or body of the abstract. ASTRO reserves the right to replace proprietary names with generic names.
  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.
  5. The abstract cannot contain illustrations, images or graphs. If the abstract is 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 title and body of the abstract, is 2,600. Spaces are not counted.
  8. A maximum of 20 authors’ 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
    • Final approval of the version to be submitted/published.

SPECIAL PHYSICS SUBCATEGORY

There will be a special Physics subcategory which will solicit cutting-edge research that will exemplify this theme: “Outcome Analysis and Modeling.” Abstracts for this subcategory will be reviewed and selected by an independent panel of experts and presented in an oral session.

SPECIAL BIOLOGY SUBCATEGORY

There will be a special Biology subcategory which will solicit cutting-edge research that will exemplify this theme: “Innovative Biologic Approaches to Improve Risk Stratification and Treatment Outcomes.” Abstracts for this subcategory will be reviewed and selected by an independent panel of experts and presented in an oral session.

Questions regarding the online submission process should be directed to ASTRO’s Annual Meeting team.

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