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Late-Breaking Abstract Submission Guidelines

Late-breaking abstract submission opens on 5 March 2025. The deadline for submission is 19 March 2025, 23:59 CET.

Late-breaking abstracts must present timely findings which were not available at the time of the deadline (20 November 2024). The late-breaking abstract deadline is not intended to be a second deadline for abstract submissions. Abstracts deemed to not be truly late-breaking are rejected.

IMPORTANT INFORMATION

  • The abstract submission for ESTRO 2025 opens on 5 March 2025. The submission deadline is on 19 March 2025 (23h59 CET). 
  • Abstracts must be submitted online via the ESTRO website at www.estro.org. 
  • We highly recommend completing your submission early to avoid technical delays due to server overload close to the deadline.
  • Abstracts structure:
    • The title must be no longer than 150 characters including spaces
    • The abstract body can have a maximum of 400 words
    • The author list can contain up to 25 co-authors
  • For questions regarding the submission process, please e-mail abstracts@estro.org. 

 

LATE-BREAKING ABSTRACT CRITERIA

  • The work and/or update must be novel, ground-breaking, of high significance, evidence-based and with scientific merit. 
  • The work and/or update must be original and not previously published or presented at any other scientific meeting. 
  • The abstract must present timely findings which were not available at the time of the regular abstract submission deadline (20 November 2024). The late-breaking abstract deadline is not intended to be a second deadline for abstract submissions.
  • A limited number of late-breaking abstracts will be accepted. 
  • Submissions will be accepted for oral presentation only. 

 

REGULATIONS  

The submitting author of an abstract:  

  • Accepts responsibility for the accuracy of the abstract and ascertains that all authors are aware of the content before submission.
  • Accepts to be the contact person for all correspondence related to the abstract and to inform the co-authors about its status.
  • Confirms that all authors contributing to the abstract are properly included in the author list.
  • Accepts to identify any financial interest in products or processes described in the abstract. This includes stock ownership, membership on any advisory boards, commercially sponsored research or any other substantial relationships.  
  • Certifies that, if accepted the abstract is selected, the information reported is for the exclusive presentation in the scientific programme and will not be presented at any commercially-sponsored satellite symposia during the congress.  
  • Abstracts are embargoed until 1 month prior to the congress at which point the abstract book is published on the website and abstracts are included in the online searchable programme. Should you wish for an abstract to be embargoed until the congress, please email abstracts@estro.org by 20 March 2025.
  • Abstracts must be submitted and presented in English. The Scientific Programme Committee reserves the right to reject an abstract written in poor English. 

 

ABSTRACT

TITLE

  • Abstract titles should be brief and reflect the content of the abstract
  • The title (maximum 150 characters) is important since it focuses attention (it is the “showcase” for the presentation).
  • Do not use capital letters in the title except for words that are always capitalised and do not use non-standard abbreviations.
  • Prospective clinical trials should be identified as such in the title of the abstract (include The National Clinical Trial number when applicable) 

ABSTRACT BODY

  • Abstracts are limited to 400 words.
  • Abstracts should be structured in such a way as to include:
  1. Purpose/Objective
  2. Material/Methods
  3. Results
  4. Conclusion
  5. References (not included in word count but limited to 750 characters including spaces)
  • Up to two images may be uploaded in an abstract in JPG or PNG formats. These uploads are not included in the word count. The maximum pixel size of an image is 600(w) x 800(h) pixel. Larger images will not be properly visible in the abstract and reveiwers will not be abe to assess the content appropriately. Please ensure the content of the image is readable at this size.
    • A single image can contain a data table or a set (2-3) of related figures but must not contain multiple items.
    • Abstracts with excessive image content or outsized images will be penalised during the review process.
  • Data tables can be uploaded as images.
  • Equations can be inserted in the text as images.  

 

ABSTRACT CONTENT

  • The use of standard abbreviations is desirable. A special or unusual abbreviation must be placed (in round brackets) after the first appearance of the word for which it stands.  
  • Abstracts on research obviously not yet performed and results not yet obtained will be rejected.
  • Case studies will not be considered (unless if first-in-human).
  • Systematic reviews are accepted but literature reviews are not.
  • Papers already presented at another meeting will not be considered, unless the previous audience is distinct from the ESTRO 2025 congress audience (e.g. national meetings).  
  • Abstracts should include new information and not solely include materials already published. 
  • If very similar abstracts are submitted by the same authors, the Scientific Programme Committee reserves the right to select only one of the abstracts and reject any others. 

 

ONLINE ABSTRACT SUBMISSION PROCEDURE

  • Once you have submitted an abstract, you will receive a confirmation email. Please click the link to the abstract overview to check your abstract has no errors or omissions and is complete (has all necessary sections filled and does not exceed the word count).
  • Only completed abstracts will be considered by the Committee for inclusion in the scientific programme.

 

ABSTRACT EDITING

  • Abstracts can be edited until the submission deadline of 19 March 2025.
  • Any changes to abstract are not accepted after this date. 
  • Please ensure all authors are included in the list and appear correctly in the abstract overview.
  • After editing, you will receive a notification email containing a link for the overview of the amended abstract. Please click on this link and check the abstract has no errors or omissions and is complete (has all necessary sections filled and does not exceed the word count).
  • Only completed abstracts will be considered by the Committee for inclusion in the scientific programme.

 

ABSTRACT SELECTION PROCESS  

  • Abstracts submitted for presentation will be reviewed by the Scientific Programme Committee. 
  • Abstract review criteria are based on clarity, supporting data, scientific rigour, potential significance, interest in the topic chosen and innovation or usefulness.
  • Notifications of abstract selection will be sent by early April 2025.
  • Please note that acceptance of an abstract does not entitle the authors to a complimentary registration. Presenting authors should register for the congress by the early registration deadline.

 

ABSTRACT WITHDRAWAL

  • Submitted abstracts can be withdrawn until 20 March 2025.
  • To withdraw your abstract, you should send an email to abstracts@estro.org).
  • After this date, withdrawal of abstracts is no longer possible.
  • If the presenting author cannot attend the congress, they should nominate a co-author and inform the ESTRO office as soon as possible.