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Abstract Instructions & Guidelines

Please read through the following instructions and guidelines thoroughly prior to submitting an abstract.

(1) Things to Remember
(2) Abstract Content & Formatting
(3) Access & Log-in to the Submission Site
(4) Abstract Submission Steps
(5) Requests to Revise or Withdraw Abstracts
 

(1) Things to Remember

  • The abstract submission deadline is January 25, 2010.
  • All abstracts must be submitted via the abstract submission web site.
     
  • Participants must be registered prior to submitting an abstract.  Abstracts may be submitted at the same time as registration or at any time after registration, until the registration deadline.  Upon completion of online registration for ABRF 2010, you will receive a "Confirmation Registration Order Number".  The order number will be required to submit an abstract. 
  • Abstracts must be submitted using the online text submission form.  Attachment will not be permitted.
  • If you copy and paste your abstract text into the text field, please copy from a simple text file instead of a word processing document, to avoid problems with hidden formatting characters.
  • The presenter should be listed as the first author on the abstract.
  • Individuals may submit multiple abstracts; however, you will not be permitted to replace or update an existing abstract.  If changes are necessary, please send all changes to the attention of Chezka Solon at abrf@courtesyassoc.com.  Please be sure to specify title and author, and list all necessary changes. 
  • Invited Speakers (i.e., first authors on abstracts for plenary presentations, scientific sessions, and technical workshops) may also be first authors on abstracts for poster sessions, provided that the title and content of the oral and poster presentations are not identical.
  • The first author acknowledges: (1) adherence to the rules and scientific validity of the presentation; (2) that all reported investigations involving humans and animals have been reported in the abstracts and has been conducted in conformance with guidelines for experimental procedures as set forth in the World Medical Association Declaration of Helsinki and NIH "Guidelines for the Care and Use of Animals"; and (3) that this work will not be presented at a national or international meeting prior to the ABRF 2009 meeting.
     
  • Complete all the information requested on the online abstract form.  Be sure to indicate the type of abstract (Scientific Research Poster or Informational Poster), and the poster topic.  Select from the list of topic categories that appear in the drop down menu.  Please be sure to select a Primary and a Secondary Topic Category.
  • Please note that abstracts should only contain text.  Do not include graphs or pictures.  Abstracts should be limited to 300 words (not including title, authors or affliations).
IMPORTANT: If you cannot register prior to submitting an abstract, please send your abstract file or text to the attention of Chezka Solon at abrf@courtesyassoc.com, and explain why you are not able to register for the conference prior to submittal.

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(2) Abstract Content & Formatting 

All abstracts should have the following:

  • A sentence stating the study's objective (unless given in the title).
  • A brief statement of methods, if pertinent.
  • A summary of the results obtained.
  • A statement of the conclusions.  It is not satisfactory to say "the results will be discussed."

Other formatting guidelines:

  • Use a short, specific title.
  • Do Not CAPITALIZE ALL LETTERS IN THE TITLE OR SPEAKER INFORMATION.  Use Sentence Format.
  • Do Not bold letters in the title, unless necessary.
  • Capitalize initial letters of trade names.
  • Use standard abbreviations for units of measure.  Other abbreviations should be spelled out in full at first mention, followed by the abbreviation in perentheses.  Exceptions: DNA, RNA, etc.
  • Please submit text only.  Do not include tables, graphics, or charts.
  • Do not include title,  or authors and affiliations in the Abstract Text field of the online form.  Enter this information only in the Title, Primary Author, Secondary Author(s), and Affiliation(s) fields of the online form. 
  • To associate authors and their institutional affiliations, please place number in parenthesis after each author’s name (if more than one author) and the corresponding number before each affiliated institution’s name (if more than one institution).
  • The abstract text should not exceed 300 words.
  • Please proofread carefully (abstracts submitted with errors may be published as submitted).  It is suggested that you use a word processing program to assist with checking for grammar and spelling errors, as well as word count.
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(3) Access & Log-in to the Submission Site

  • Please always use the same Username and Password each time you use the system.  This will ensure you have only one account and will avoid confusion.
     
  • ABRF Members: If you are currently an ABRF Member, please use the Username and Password that you normally use to access the ABRF home page to access the meeting online abstract submission form.   This is the same user name and password that you used to register for the conference.  Alternatively, you can use the Registration Confirmation Order Number that received by e-mail after registering for the meeting.   Please enter your Registration Confirmation Order Number on the abstract login page.  You will then receive an e-mail that lists your username and password for abstract submission. 
     
  • ABRF Non-Members: You received a Registration Confirmation Order Number by e-mail after you registered for the conference.  Please enter your Registration Confirmation Order Number on the abstract login page.  You will then receive an e-mail that contains your username and password for abstract submission.
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(4) Abstract Submission Steps

To ensure that your abstract is submitted properly, please read through all of the submission instructions below.

The online abstract submission site will take you through the following steps:

I. Abstract Title & Author(s) Information
II. Abstract Category
III. Submit Your Abstract Text
IV. Review Work

I. Abstract Title & Author(s) Information

  • Abstract Title
    • Capitalize only the first letter of each word (do not capitalize prepositions, articles, and species names).
    • Do not bold the title or use all UPPERCASE characters.
    • Do not use a period at the end of the title.
  • Author(s) Information
    • Enter the presenting author in the Primary Author field.  Enter the complete first name and last name only.  Do not include any titles (i.e. Ph.D., MD, etc.).
    • Enter the Primary Author Affiliation.
    • Enter all other co-authors in the Additional Author field.  Enter first initial and last name only.
    • Enter all other co-author affiliations in the Additional Affiliation field.  If multiple institutions are represented, please list the affiliations in the order in which the authors are listed.  Assign each institution a number and place the assigned number in parentheses before each institution's name.  Place the respective number in parentheses after each author's name.
    • To indicate affliation when submitting the abstract as a Word or PDF document, please place the appropriate number in superscript font format after each author’s name, and place the corresponding number in superscript font format before each institution’s name.
  • Important Information for the Presenting Author
    • The presenting author will be considered the contact person for a submitted abstract.  It is the responsibility of the presenting author to contact all co-authors with the acceptance status and scheduling of the poster or oral presentation of the abstract at the meeting.
    • Be sure to give a current e-mail address for the presenting author.  Abstract related correspondence is done via e-mail, so an incorrect e-mail address could cause a delay in the receipt of important information.
    • The presenting author will be displayed in bold type in the printed meeting program.

II. Abstract Category

An abstract category must be selected for all abstract submissions.  The available abstract categories are Scientific Research Poster or Informational Poster.  Do not choose Speaker Abstract, unless you are an invited speaker for the Plenary Sessions, Scientific Session, Research Group Sessions, or Workshop Sessions.

  • Abstracts for invited plenary sessions, scientific sessions, and technical workshops should be designated as Speaker Posters.
  • Once you have selected an Abstract Category, click on the drop down menu to choose the appropriate Poster Category for your submitted abstract. 
  • Indicate both a Primary Category and a Secondary Category.  Every effort will be made to accommodate your request, but abstracts may be moved to a different topic area by the meeting organizers.
  • If the abstract does not fit into the provided choice of Poster Categories, please select "other" and specify a new poster category.

III. Submit Your Abstract Text

Entering an abstract as text:

  • Type the content directly into the text field, or copy and paste your abstract text into the text field.  If you copy and paste, please paste from a simple text (.txt) file.  Copying and pasting directly from a word processing document may result in problems with text characters and formatting.

Please note:

  • Abstract text is limited to 300 words.  If your abstract exceeds this limit, a message will appear indicating that your abstract has gone over the maximum word limit.  Please correct this error before you hit "Submit".
     
  • Do not include the title and author(s) in the abstract text box on the online form or in your word file.  They must be entered separately in the title and author fields of the abstract submission form.
     
  • Please be sure to review your submission before you hit "Submit".  You will not be able to log-in and change your submission once you hit "Submi
     
  • If you need to make corrections to your abstract submission, after completing the online submission process, please contact Chezka Solon at abrf@courtesyassoc.com.  Please note that requested changes should be submitted before the submission deadline.  It may not be possible to implement changes that are requested after the submission deadline.
     

IV. Review Work

  • Once you have uploaded your abstract file or entered the text into the abstract text field, please be sure to review your submission.
  • Once you have ensured that the submission is complete, please click "Submit".
  • Upon submission, a confirmation e-mail will be sent to the e-mail address provided.  Please keep this confirmation e-mail for your records.


Common errors to look for:

In reviewing your work, check for the following typical errors:

  • Duplicate title and/or author(s).  If this occurs, it is most likely caused by the title and/or author block being entered into the abstract text box.  These must be entered separately in the title and author text fields.  Remember to delete any titles and/or authors from the text box, or uploaded abstract file. 
  • The title is in all caps.  Only the first letter of each word should be capitalized.  Do not use bold text or ALL UPPERCASE characters. 
  • The same affiliation is listed more than once in the author block.  This is due to the same institution being entered differently.  Double check that common affiliations are typed in exactly the same manner each time. 
  • If there is more than one organization represented, be sure to number the authors and their associated affiliation appropriately.
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(5) Revise/Withdraw an Abstract

Replacement and Corrections
  • Requests for changes or corrections to a submitted abstract should be made prior to the abstract submission deadline.  Changes requested after the abstract submission deadline can not be assured to appear in the meeting publication.
  • Do not resubmit your abstract.  You may end up with duplicate submissions.
  • To request changes or corrections to a submitted abstract, please contact Chezka Solon at abrf@courtesyassoc.com.

Withdraw a Submitted Abstract

  • All requests for withdrawal must be made in writing.  Please submit your request via e-mail to abrf@courtesyassoc.com.  You will receive a separate confirmation email regarding your withdrawal.
  • Abstracts not withdrawn prior to January 15, 2010, may appear in meeting publications.
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