Abstract Submission Guidelines
Abstract submission site is now closed.
The submission deadline was: May 7, 2014 at 11:59 p.m. The late-breaking abstract submission site will be open late July through September 3, 2014. Please visit the Late-Breaking Abstract Guidelines page for more details about late-breaking abstracts.
Abstract submissions should be submitted in the most appropriate category. A list of submission categories is listed below and in the online submission module. Please note that the symposium leadership has the authority to re-categorize any abstract as deemed appropriate.
- Early-stage Non-small Cell Lung Cancer
- Locally Advanced Non-small Cell Lung Cancer
- Mesothelioma, Thymic Malignancies and Other Thoracic Malignancies
- Metastatic Non-small Cell Lung Cancer
- Novel Therapies/Experimental Therapies
- Outcomes/Health Services Research
- Small Cell Lung Cancer
- Supportive Care/Palliation/Nursing
- Translational Research
- Treatment Toxicity
- Sponsorship or membership with one of the co-sponsoring organizations is not required to submit an abstract.
- Abstracts must be received by Wednesday, May 7, 2014, at 11:59 p.m. Eastern Time. Abstracts received after the deadline will not be accepted. Please make 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. Abstracts will be considered ineligible for review until they are complete.
- Abstracts must be submitted online through the abstract submission site. No faxed copies, discs, thumb drives or email submissions will be accepted.
- An abstract may only be submitted to the 2014 Chicago Multidisciplinary Symposium in Thoracic Oncology once. Duplicate abstracts (reporting the same data) that are submitted under a different author will not be considered.
- Summaries of new, ongoing and updated research in the areas of thoracic oncology are acceptable for submission and presentation.
- 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.
- 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.
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.
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.
- Once an abstract has been selected for presentation, it may not be revised except as required by the planning committees and by editorial staff for publication purposes. Final editing by the author must occur before the submission deadline of May 7, 2014, at 11:59 p.m. Please proof your abstract carefully for formatting, spelling and grammar. Double check all sections of the abstract (e.g. title, authors, disclosures and abstract body). Typographical errors that do not affect the data presented or accidental omissions of co-authors may be updated in the presentation or poster. If there is a legitimate error in the data, please email Alanna Persaud by Friday, August 8, 2014, and meeting staff will determine if the error can be corrected prior to publication.
- 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.
- Submission of an abstract conveys permission to be printed in the International Journal of Radiation Oncology • Biology • Physics (Red Journal).
- NOTIFICATIONS: You will be notified via email of the disposition of your abstract in July 2014. 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 of your withdrawal by Friday, August 8, 2014, or arrange for an alternate presenter, preferably a co-author.
- WITHDRAWALS: If you choose to withdraw your abstract, you must submit your request in writing by Friday, August 8, 2014, to Alanna Persaud. After August 8, 2014, your abstract will be published in a supplement of the International Journal of Radiation Oncology • Biology • Physics (Red Journal).
- 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. This does not apply to paper posters presented in the Exhibit Hall.
- 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 first author, or 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.
- Direct or indirect funding by the tobacco industry for research is incompatible with the goals of the symposium. Research funded by the tobacco industry is not acceptable for presentation. Tobacco industry funding is defined as funding directly or indirectly (e.g. through foundations) provided. This does not include funding that was obtained as a result of legal action against the tobacco industry, taxation of that industry and its products or from governmental regulatory agencies.
- All presenters, including poster presenters, are required to register and attend the meeting.
- The first author will receive all notifications and communications related to the accepted abstract(s), and is responsible for informing all co-authors of acceptance.
Presentation at Other Meetings
- Abstracts should contain new material that will not have been presented or published prior to the Chicago Multidisciplinary Symposium in Thoracic Oncology on October 30, 2014, (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.
- An exception applies to abstracts submitted or presented at ASCO, ASTRO, IASLC or University of Chicago sponsored or co-sponsored meetings. Abstracts submitted to prior ASCO, ASTRO, IASLC or University of Chicago meetings, including annual conferences, will be considered for acceptance but are encouraged to contain new or updated material.
ASCO – An abstract submitted for presentation at the 2014 Chicago Multidisciplinary Symposium in Thoracic Oncology may also be submitted for consideration at the 2014 ASCO Annual Meeting.
ASTRO – An abstract submitted for presentation at the 2014 ASTRO Annual Meeting may also be submitted for presentation at the 2014 Chicago Multidisciplinary Symposium in Thoracic Oncology. If your abstract is to be considered for presentation at the ASTRO Annual Meeting, you are encouraged, but not required, to submit updated data.
IASLC – An abstract submitted for presentation at the 2014 Chicago Multidisciplinary Symposium in Thoracic Oncology may also be submitted for consideration at IASLC meetings.
University of Chicago – An abstract submitted for presentation at the 2014 Chicago Multidisciplinary Symposium in Thoracic Oncology may also be submitted for consideration at University of Chicago meetings.
- Abstract presenters with papers accepted for presentation at another major medical meeting* or accepted for publication after May 7, 2014, are required to notify ASTRO of the change in status by email to Alanna Persaud by Friday, August 8, 2014. ASTRO will not consider previously presented or published works for plenary presentation or the official Press Program.
*Major medical meetings include annual meetings of national and international societies with attendance of more than 3,000 participants.
- Abstracts must be organized into four sections, identified by the following headers: Purpose/Objectives, Materials/Methods, Results and Conclusions. Headers should be bold and not underlined.
- Abstracts should include a scientific hypothesis in the Purpose/Objectives section, and implications for research, policy or practice in the Results/Conclusions section, when applicable.
- Describe each section in enough detail that the program committee can evaluate the quality and completeness of the abstract.
- 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.
- An abstract may not contain any illustrations, images, graphs or tables. The abstract must be formatted in text only for publication in the meeting program. Any abstract containing an image, graph or table will not be accepted for peer review. If selected, presenters may expand their abstract to include tables, graphs and images in oral/poster presentation.
- The maximum character limit, including the title and body of the abstract, is 2,500 characters. Spaces are not counted.
- 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
- final approval of the version to be submitted/published.
To encourage participation in the symposium, ASTRO has established a fund to subsidize meeting attendance. ASTRO will award four $1,000 abstract awards for U.S., Canadian and international applicants. Application for abstract awards is part of the regular submission process; the deadline is May 7, 2014.
All abstracts submitted to the 2014 Chicago Multidisciplinary Symposium in Thoracic Oncology are embargoed until the opening ceremony of the symposium, unless otherwise noted by ASTRO. The first author is responsible for conveying this information to all co-authors. For questions regarding the embargo policy, please contact Michelle Kirkwood, ASTRO Media Relations Manager.
Press Program Policy
All abstracts accepted for presentation at the 2014 Chicago Multidisciplinary Symposium in Thoracic Oncology may be highlighted in the symposium Press Program. All submitters agree to cooperate in the publicity of their study. For questions regarding the press policy, please contact Michelle Kirkwood, ASTRO Media Relations Manager.
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.
For more information or questions, please contact Alanna Persaud.