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International AIDS Society

Abstract Submission Guidelines



Scientific Tracks

The 7th IAS Conference on HIV Pathogenesis, Treatment and Prevention welcomes the submission of abstracts in the following Scientific Tracks:

Track A: Basic Sciences
Track B: Clinical Sciences
Track C: Prevention Science
Track D: Operations and Implementation Research

Each Scientific Track is divided into a number of Track Categories. All abstract authors are asked to choose a Scientific Track and a Track Category during the submission process.

Call for Abstracts

We encourage work that introduces new ideas and conceptualizations, research and understandings to the field, as well as analysis of both success and failure. Please read the following guidelines carefully before submitting your abstract:
  • Abstracts can only be submitted online via the conference profile on our website; submissions by fax, post or email will not be considered.
     
  • All abstracts must be written in English.
     
  • It is the author's responsibility to submit a correct abstract. Any errors in spelling, grammar or scientific fact in the abstract text will be reproduced as typed by the author. Abstract titles will be subject to a spell check if the abstract is selected for presentation.
Late Breaker Abstracts

Late breaker abstracts present data gathered after the regular abstract submission deadline closes that is of unquestioned immediate significance. Data analyzed after the regular submission deadline (24 January 2013) should not be submitted as late breaker research if the data does not meet an extremely high scientific threshold. A small number of late breaker abstracts will be accepted to be presented orally or as posters at the conference.

The percentage of abstracts selected as late breakers will depend on the number of submissions, and selection will be significantly more rigorous than for regular abstracts.

The same submission rules apply for the late breaker abstracts as for the regular abstracts, however each presenting author may only present one late breaker abstract at the conference. Late breaker abstract submissions will be open from 3 April to 7 May 2013.

Questions
  • Technical questions regarding the abstract submission system should be addressed to the abstract support team at .
     
  • Questions regarding the content of the abstract should be addressed to the Abstract Mentor Programme at .

Policies for Abstract Submission

Copyright Policy

Abstracts should not include libelous or defamatory content. Material presented in abstracts should not violate any copyright laws. If figures/graphics/images have been taken from sources not copyrighted by the author, it is the author's sole responsibility to secure the rights from the copyright holder in writing to reproduce those figures/graphics/images for both worldwide print and web publication. All reproduction costs charged by the copyright holder must be borne by the author.

Resubmission Policy

An abstract which has been previously published or presented at a national, regional or international meeting can only be submitted provided that there are new methods, new findings, updated information or other valid reasons for submitting that can be provided by the author.

If preliminary or partial data has been published or presented, the author is required to indicate the details of the publication or presentation as well as the reasons for submitting the abstract to IAS 2013. This information will be considered by the Scientific Programme Committee when making final decisions.

If the author neglects to indicate the details of when and where the preliminary or partial data has been published or presented, and the reasons for resubmitting (new methods, new findings, substantially updated information or other valid reasons), and if evidence of previous publication or presentation is found, the abstract will be rejected.

Plagiarism

The conference organizers regard plagiarism as serious professional misconduct. All abstracts are screened for plagiarism, and when identified, the abstract and any other abstracts submitted by the same author are rejected. In addition, the submitting author's profile and scholarship application, in the case one has been submitted, will also be cancelled.

Co-Submission

Event organisers may negotiate co-submission of abstracts for their affiliated independent events. The organizers of IAS 2013 may agree to accept abstracts presented prior to 30 June provided the following conditions are met:
  • The event will be closed

    • The event will be closed
      • Delegates will attend the workshop on an invite only or paid registration basis (i.e. sessions are not open to the general public)
      • Media representatives are not invited, or agree to abide by the IAS 2013 media embargo policy
      • Any workshop sessions involving co-submitted abstracts will not be recorded, or recorded sessions will comply with the IAS 2013 embargo policy
    • A final list of abstracts presented at the event will be shared with the organizers of IAS 2013 prior to 30 June 2013
    • Authors must submit their abstract using the IAS 2013 submission system to be considered for inclusion in IAS 2013
  • A final list of abstracts presented at the event will be shared with the organizers of IAS 2013 prior to 30 July 2013
  • Authors must submit their abstract using the IAS 2013 submission system to be considered for inclusion in IAS 2013
All co-submission requests are considered on a case by case basis and permission is not guaranteed.

Ethical Research Declaration

The conference supports only research that has been conducted according to the protocol approved by the institutional or local committee on ethics in human investigation. Where no such committee exists, the research should have been conducted in accordance with the principles of the Declaration of Helsinki of World Medical Association. The IAS 2013 Scientific Programme Committee may enquire further into ethical aspects when evaluating the abstracts.

Conference Embargo Policy

In the case of IAS 2013, as well as most scientific/medical conferences, all conference abstracts are released to delegates and media under a strict embargo policy. A detailed breakdown of the embargo variations for different types of abstracts is available on the IAS 2013 Conference Embargo Policy page.

Abstract Submission Process

Conference Profile

Before submitting an abstract, a conference profile needs to be created. One or several abstracts can be submitted from the Conference Profile. After an abstract has been created, modifications can be made until the submission deadline.

The final deadline to submit the abstract is 24 January 2013, 23:59 Central European Time.

Choosing a Track Category

The track category is the topic under which your abstract will be reviewed and later published in the conference printed matters if accepted. During the submission process, authors will be asked to select one track category for the abstract. The Track Category which best describes the subject of the abstract should be chosen.

Abstract Structure

Abstracts in all Tracks and without exception should be structured as follows:
  • Background: Indicate the purpose and objective of the research, the hypothesis that was tested or a description of the problem being analyzed or evaluated;
     
  • Methods: Describe the setting/location for the study, study design, study population, data collection and methods of analysis used;
     
  • Results: Present as clearly and detailed as possible the findings/outcome of the study, with specific results in summarized form. Inclusion of gender breakdown of data is strongly encouraged;
     
  • Conclusions: Briefly discuss the data and main outcome of the study. Emphasize the significance for HIV prevention, treatment, care and/or support, and implications of the results.
Gender Analysis in Abstracts

Inclusion of gender breakdown of data is strongly encouraged, and should be provided as well as a comprehensive gender analysis in the results section whenever possible. If applicable, your abstract should include the number and percentage of men, women and transgender who participated in your research or project, and disaggregation of results by gender. If your research or project was specific to one gender, please indicate this.

Font

A standard font, e.g. Arial, should be used when formatting the text. This helps to prevent special characters from getting lost when copying the text to the online abstract submission form. Ensure to check the final abstract with the system's preview function before submission, and edit or replace as necessary.

Word Limits

The abstract text body is limited to 350 words. Titles are limited to 30 words.

A maximum of three tables and three graphs/images can be included: a graph/image (in JPG, GIF or PNG with ideally 600 dpi) counts as 50 words and a table counts as 10 words per row.

Typical reasons for abstract rejection:
  • Abstract poorly written
  • Not enough new information
  • Hypothesis missing
  • Methods inadequate or insufficient to support conclusions
  • Data inadequate or insufficient to support conclusions
  • Insufficient sample size or number of patients
  • Controls inadequate or missing
  • Statistical evaluation inadequate or missing
  • Summary of essential results inadequate or missing
  • Duplicate or overlap with another abstract
  • Study too preliminary
Suggestions
  • Abstracts should disclose primary findings and avoid, whenever possible, promissory statements such as "experiments are in progress" or "results will be discussed".
     
  • If English is not your native language we recommend that you have your abstract reviewed by a native speaker before submission.
     
  • The conference offers an Abstract Mentor Programme for less experienced submitters. Please see further information below.
Submission Confirmation

After submission of the abstract, a confirmation email will be sent to the abstract submitter. In order to receive this important communication, please ensure that emails from [email protected] are not considered as spam by your e-mail provider.

Support Programmes

Abstract Mentor Programme

The goal of the IAS 2013 Abstract Mentor Programme is to provide an opportunity for young and/or less experienced abstract submitters to have their draft abstracts mentored by more experienced authors before submitting their abstract to the conference.

Abstracts submitted by authors that have volunteered to be a mentor in the programme will not automatically be accepted. The same applies for abstracts submitted by authors that were mentored by the programme.

For more information please visit www.ias2013.org/abstract_mentor.aspx.

Scholarship application process

Abstract authors interested in applying for a scholarship must complete a full scholarship application, available through your Conference Profile from 6 December 2012 to 24 January 2013.

For more information please visit www.ias2013.org/scholarships.aspx.

Abstract Review and Selection Process

Abstract Review

All submitted abstracts will go through a blind peer-review process carried out by an international reviewing committee. Each abstract will be reviewed by at least three reviewers.

Abstract Selection

Abstracts submitted to the conference will go through a blind, peer-reviewed process carried out by an international review panel. Final selection of abstracts will be done by members of the Scientific Programme and Track Committees in March 2013. The highest-scoring abstracts will be selected for presentation in Oral Abstract Sessions or Oral Poster Discussion Sessions. The majority of the selected posters will be displayed in the Poster Exhibition.

Notification of Acceptance or Rejection to Corresponding Author

Notification of acceptance or rejection will be sent to the submitting (corresponding) author by lend of March. Please note that only the corresponding author will receive mail concerning the abstract and is responsible for informing all co-authors of the status of the abstract. Authors whose abstracts have been accepted will receive instructions for the presentation of their abstract. In order to receive these important communications, please ensure that emails from [email protected] are not considered as spam by your e-mail provider.

Rule of Two

Each presenting author may present a maximum of two abstracts at the conference. The number of submissions is however not limited. Should an author have more than two abstracts accepted for presentation, a co-author must be named as presenting author for one or more abstracts.

Publication of Accepted Abstracts

Your abstract, if accepted, will appear in its full form in the abstract book, and/or on the Conference CD-ROM as well as on the conference and IAS websites. The abstract book is available for purchase during online registration (before 27 May), or onsite at the conference, while stocks last. The Conference CD-ROM will be distributed to all registered delegates at the conference.

Abstracts accepted for presentation may also be published as supplement to the Journal of the International AIDS Society (JIAS) and distributed onsite to conference participants.

 

Key Dates

1 December 2012
Online abstract submission opens

24 January 2013 – 24:00 CET
Abstract submission closes. Abstracts will not be accepted after this date (except for late breakers).

3 April 2013
Late breaker abstract submission opens

7 May 2013 – 24:00 CET
Late Breaker submission closes

Submission guidelines for download

The submission guidelines are available for download here.

Submission Tutorial

A tutorial about abstract submission is available for download here

FAQs

Please see the Frequently Asked Questions (FAQs) page for more information on the abstract submission.