Call For Abstracts
Abstract submissions must be received by/on July 9, 2018, 4:30 pm Central Time.
Please review the Guidelines before submitting an abstract. If you have any questions, please contact email@example.com.
Prepare the following information for your on-line submission:
Abstracts may be submitted for an oral presentation, a poster presentation, or both. You have the option to present as a poster if not accepted as an oral presentation.
Submission category and topic
Abstracts are categorized as clinical science, or case presentations, and are grouped according to the broad area of the following topics. Select category and topic on the application.
- Bioethics & Medical Education
- Emergency & Disaster Medicine
- Medicine & Medical Specialties
- Mental Health
- Public Health & Environmental Medicine
- Quality Health Care, Patient Safety, & Best Practices
- Surgery and Surgical Specialties
- Women’s & Children’s Health
Presenting authors’ contact details and information
- Name and degree
- Email address
- Full postal address
- Phone number
- Disclosure Information (including off-label discussions)
Co-authors' details (there is no limit)
- Co-authors’ names and degrees
- Affiliation details: department, institution / hospital, city, state (if applicable)
- Disclosure Information
Abstract title - limited to 20 words
- Title should be brief, clearly indicating the nature of the presentation.
- Include only commonly used acronyms.
- Enter the title in the “title” field only and do not enter the title in the body of the abstract.
- Use mixed case (do not use all caps OR all lower case) and do not put a period at the end of the title
Abstract text – limited to 300 words
- Use standard abbreviations.
- Place special or unusual abbreviations in parentheses after the first time the full word appears.
- Use numerals to indicate numbers, except when beginning sentences.
- Do not reference any company/product brand names, use generic names.
- Abstracts must not contain any advertising, trade names or a product-group message.
- Separately upload charts or grafts in the designated space.
Clinical Submission – organize as follows:
- Background/Knowledge Gap
Case Presentation – organize as follows:
- Case Presentation (include history, physical exam, differential diagnosis, tests & results)
- Final/Working Diagnosis
- Management/Outcome/and or Follow-up
- Provide 2 or 3 objectives (what the learner is expected to “know” or to “do” at the conclusion of the lecture). Objectives are not included in the abstract text limit of 300 words.
Additional Information Required as Part of the Submission:
- To be eligible to present, presenting authors will be required to confirm agreement with the following affirmation statements at the time of submission:
- I confirm I had full access to all of the data in the study, and take responsibility for the integrity of the data and the accuracy of the data analysis, and approved the data for presentation.
- I confirm I made significant contributions to the study design, analysis or interpretation of results.
- If the abstract reports results of a clinical trial not yet approved by a regulatory agency, you will be required to identify the trial phase.
- Any work with human or animal subjects reported in submitted abstracts must comply with the guiding principles for experimental procedures found in the Declaration of Helsinki of the World Medical Association.
Attn: Medical Students, Residents and Fellows:
- You must attest that approval was given to submit an abstract, and provide the Residency Director’s/Supervisor’s name, title, email address, and phone number.
Oral Abstract Presentation Guidelines
- The deadline for submission of abstracts is July 9, 2018.
- Oral presentations will be 10-minute podium presentations.
- The presenter will have 8 minutes for presentation and 2 minutes for discussion.
- Oral abstract presenters are required to submit the PowerPoint presentation via email to SMA at firstname.lastname@example.org on or before October 19, 2018. If your presentation is too large to email, contact SMA at email@example.com or 800-423-4992 for alternate delivery methods.
- All presentations will be preloaded on the presentation laptop.
- All slides will be reviewed for adherence to ACCME policies by SMA staff prior to the Assembly.
- For back-up, bring a copy of your presentation with you on a flash drive.
- On-site, presenting from your own laptop, tablet, smartphone, or other equipment (i.e., switching laptops at the podium on the day of the presentation) will NOT be allowed. The following audio-visual equipment will be provided by SMA:
- Lighted Lectern
- Lavaliere microphone
- Laser Pointer
- Computer with your presentation loaded
- LCD Data Projector
- Projection Screen
Oral Presentation Slide Requirements
- Slide #1 must be your title slide.
- Slide #2 must be your disclosure slide. Your disclosure statement should list all commercial relationships relevant to your specific talk, or state you have no disclosures to declare. Disclosures must never include the use of a trade name, a product-group message, or a logo.
- Do not reference any company/product brand names during your presentation. Institution logos (e.g., non-company/product logos such as universities, non-profit associations and government agencies) are allowed in the body of your presentation.
- Slides must not contain any advertising, trade names or a product-group message.
- The number of slides in your presentation should not exceed your allotted time limit.
- Use a sanserif font such as Arial to enhance readability.
- Do not use dark font colors on dark backgrounds.
Poster Presentation Guidelines
Poster Presentation Specifications
- The backboard panel for each poster presentation board measures 48 inches (121.92 cm) high and 96 inches (243.84 cm) wide. Posters should be printed horizontally and not exceed the size of the presentation board.
- Copies of the accepted abstracts will be made available to attendees on SMA's website prior and during the meeting.
- Text and illustrations must be readable from distances of at least three feet. Use lightweight materials only; heavy articles are difficult to secure.
- Disclosures must never include the use of a trade name or a product-group message and must be listed once at the bottom of the poster.
- Push pins to mount materials will be available on site.
- No audiovisual, projection or computer equipment requiring electrical power will be
permitted in the poster session area.
Poster Presenter Times, Install/Dismantle Information
- Posters are grouped by topic and displayed in the exhibit hall area.
- Presenting authors are required to be present at their poster during the designated poster presentation time on Wednesday, October 31, 7:00 - 7:45 am to answer questions from attendees.
- Although not required, presenting authors are encouraged to be present at their poster during refreshment breaks on Wednesday and Thursday, October 31-November 1.
- In order to ensure a positive experience for both attendees and poster presenters, it is important to make sure that all posters are properly mounted and ready for viewing by Wednesday, October 31, 6:30 am.
- Presenting authors must return to the exhibit hall to claim their poster between 3:30 – 4:30 pm on Thursday, November 1. It is the presenter’s responsibility to dismantle and ship his/her poster. SMA is not responsible for dismantling and returning posters not claimed.
- There are no onsite poster printing and hanging services at the hotel.
Review and Notification
- After the submission deadline, completed abstracts will be peer-reviewed.
- Incomplete abstracts cannot be processed and will not be reviewed.
- To ensure the integrity of the review process, revisions to abstracts will not be accepted after the submission deadline – no exceptions.
- The acceptance notification email will list the presentation format for each accepted abstract.
- PRESENTING AUTHORS MUST SUBMIT AN EMAIL ADDRESS THAT CAN BE ACCESSED AFTER THE SUBMISSION DEADLINE.
- Presenting authors will be notified of acceptance or rejection of their abstract via email in mid-August.
- The acceptance notification email will include the presentation format for each accepted abstract. Posters will be assigned a number, and oral presentations will be assigned a date and time.
- The presenting author is the only author who will receive notification from the SMA. It is the presenting author’s responsibility to then notify all co-authors.
- IMPORTANT: The presenting author is the sole point of contact for all abstract co-authors. The SMA will direct all co-author inquiries to the presenting author.
Presenting Author Responsibilities
At the time of submission, the person submitting the abstract must identify who will be designated as the presenting author. The presenter is required to speak English when presenting, as this is the designated language for the meeting. The presenting author will be the sole point of contact for information regarding the submission and is responsible for the following:
- Ensuring each co-author is aware of the content of the abstract and supports its data. Failure to receive approval from each co-author will result in the abstract being disqualified.
- Ensuring each co-author is aware of the disclosure requirements.
- Adhering to the Abstract Disclosure Policy and obtaining disclosure information from all coauthors.
- Forwarding abstract acceptance/rejection notifications and ACCME and SMA polices to each co-author.
- Notifying each co-author of any changes to the program, as corresponded by the SMA, in a timely manner.
- Presenting the abstract in the accepted format, at the appointed date and time. Note – Abstract presentation schedules cannot be changed to accommodate presenting author scheduling conflicts.
- Appointing a co-author to present the abstract in your absence if a schedule conflict is identified before the meeting. The SMA will not collect alternate presenter information or make any presenting author corrections to publications.
- Complying with stipulated responsibilities or be subject to corrective action as deemed appropriate by the SMA leadership.
Revisions and Withdrawals
- Proofread your abstract submission carefully before submission to avoid errors.
- Your abstract, if selected, will be published online exactly as submitted.
- Withdrawal requests can only be made by the presenting author and must be submitted via email to: firstname.lastname@example.org after September 14, 2018.
- Withdrawal requests must include the abstract title, presenting author’s name, and reason for withdrawal.
- Removal of withdrawn abstracts from meeting publications cannot be guaranteed if the request is received after September 14, 2018.
Who is Eligible to Submit?
- SMA Members and non-members
- Physicians, and all members of the health care team
What is the deadline for submission?
- The deadline for submission of abstracts is July 9, 2018.
What Types of Abstracts Are Not Eligible for Submission?
- An abstract is ineligible for consideration if it reports work that has been accepted for publication as a manuscript (eg, full-length article, brief report, case report, concise communication or letter to the editor) prior to the SMA submission deadline of July 9, 2018, UNLESS written permission has been given from the entity that first published the work and is submitted to SMA (email@example.com) at the time of abstract submission.
- Abstracts that appear as more than one version of a single study will not be considered (eg, dual submissions of the same study with slightly differing titles).
How is an abstract submitted?
- All abstracts must be submitted online.
- By submitting your abstract, you agree to present the abstract if it is selected for presentation during an oral or poster abstract presentation at the Annual Meeting.
- If your abstract can only be presented as a poster, please check the appropriate box during the submission process.
- As English is the designated language for the meeting, the presenting author is
required to speak English when presenting.
Registration and Housing
- Submission or acceptance of an abstract does not register you or ensure hotel
accommodations for the meeting. All presenting authors are required to register and pay the appropriate registration fees and arrange hotel accommodations.
- As abstract presentation dates will be finalized in mid-August, presenting authors should make plans to attend the meeting.
- Scheduled abstract sessions will not be changed to accommodate travel schedules.
- Registration is open and details can be found at sma.org/assembly.
Disclosure and Conflict of Interest Policies
- In accordance with ACCME requirements and SMA policy, abstracts, selected for oral or poster presentation must be free of commercial bias, and may not be prepared and/or presented by a commercial interest.
- SMA requires that educational materials that are part of a CME activity, such as slides, abstracts and handouts, not contain any advertising, trade names or a product group message. Generic names may be referenced.
- For oral presentations, disclosure information must be listed on the second slide of each presentation. State "no disclosures to declare" if applicable.
- For poster presentations, disclosures must be listed once at the bottom of the poster. State "no disclosures to declare" if applicable.
In accordance with the Accreditation Council for Continuing Medical Education’s (ACCME) Standards for Commercial Support and Policies, SMA requires that all individuals who are in a position to control the content of an SMA CME Activity disclose:
- any relevant financial relationships with a commercial interest producing, marketing, reselling, or distributing health care goods or services consumed by or used on patients occurring over the past twelve months, and;
- any inclusion in a presentation of a commercial product with an unlabeled use or an
investigational use not yet approved by the FDA. Any individual who does not comply with this policy will NOT be permitted to participate in SMA’s CME Activity.
Disclosure to Learners - SMA ensures that all attendees/participants of SMA CME activities are informed of all relevant financial relationships (or “no” relationship) disclosed by individuals who are in a position to control the content prior to the beginning of an activity either in print, verbally, or by multimedia display.
Resolution of Conflict of Interest (COI) Policy:
Live CME: Speakers – The speakers’ disclosure information, along with the provided content (slides, abstracts, etc.), will be reviewed either internally, by the activity chairperson, or by a reviewer from SMA’s Content Review Committee. If during this process a COI is identified, SMA Staff will provide direction to correct the conflict. Corrective measures will be documented in the activity file.
Glossary of Terms
The ACCME defines a “commercial interest” as any entity producing, marketing, re-selling, or distributing health care goods or services, consumed by, or used on, patients. The ACCME does not consider providers of clinical service directly to patients to be commercial interests. For more information, see www.accme.org.
Financial relationships are those relationships in which the individual benefits by receiving a salary, royalty, intellectual property rights, consulting fee, honoraria, ownership interest (e.g., stocks, stock options or other ownership interest, excluding diversified mutual funds), or other financial benefit. Financial benefits are usually associated with roles such as employment, management position, independent contractor (including contracted research), consulting, speaking and teaching, membership on advisory committees or review panels, board membership, and other activities from which remuneration is received, or expected. ACCME considers relationships of the person involved in the CME activity to include financial relationships of a spouse or partner.
Relevant financial relationships
ACCME focuses on financial relationships with commercial interests in the 12-month period preceding the time that the individual is being asked to assume a role controlling content of the CME activity. ACCME has not set a minimal dollar amount for relationships to be significant. Inherent in any amount is the incentive to maintain or increase the value of the relationship. The ACCME defines “’relevant’ financial relationships” as financial relationships in any amount occurring within the past 12 months that create a conflict of interest.
Conflict of Interest
Circumstances create a conflict of interest when an individual has an opportunity to affect CME content regarding products or services of a commercial interest with which he/she has a financial relationship.
Abstract Embargo and Permission Policies
Accepted abstracts are made available to the public online in advance of the meeting and authors and titles are published in the onsite syllabus. In addition, the information/materials displayed and presented during this meeting are the property of SMA. Please contact firstname.lastname@example.org regarding the use of any content prior to the meeting.
The annual meeting is a private event. Programs presented at the meeting are for the education of attendees as authorized by the Southern Medical Association. The information and materials displayed and presented during this meeting are the property of the SMA and the presenter and cannot be photographed, copied, photocopied, transformed to electronic format, reproduced, or distributed without written permission of the Southern Medical Association and the presenter. Any use of the program content for commercial purposes, which includes, but is not limited to oral presentations, audiovisual materials used by speakers, and program handouts without the written consent of the SMA is prohibited. This policy applies before, during and after the meeting.
The names, insignias, logos and acronyms of the SMA are proprietary marks. Use of the names in any fashion, by any entity, for any purpose, is prohibited without the express written permission of the Southern Medical Association.
Photographs and Video Recording Policy
As a courtesy to our presenters, SMA policy does not permit photographs or recordings during educational sessions, including poster sessions. The only exception to this is for registered media, who should review their registration materials for more information.
Reproducing SMA Abstracts and SMA Posters
Contact SMA regarding the policy for reproducing or distributing abstract information.
Use of the SMA Name
The names, insignias, logos and acronyms of the SMA, are proprietary marks.Use of the names in any fashion, by any entity, for any purpose, is prohibited without the written permission of the SMA.
Use of the SMA Scientific Program Content
Information displayed or presented at all sessions during the annual meeting is the property of the SMA or the presenter. Information may not be recorded, photographed, copied, photocopied, transferred to electronic format, reproduced or distributed without the written permission of the SMA and the presenter.
Any use of the program content, which includes but is not limited to oral presentations, audiovisual materials used by speakers and program handouts, without the written consent of the SMA is prohibited.
This policy applies before, during and after the meeting.
The SMA will enforce its intellectual property rights and penalize those who infringe upon it.
Monetary awards will be given at the Annual Meeting for best oral and poster abstracts presented by physicians-in-training.