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ESTRO meets Asia 2024 Abstract Submission Guidelines

 

IMPORTANT INFORMATION

  • The abstract submission for ESTRO meets Asia 2024 opened in January 2024. The submission deadline was on 6 March 2024 (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
  • For questions regarding the submission process, please e-mail abstracts@estro.org.

 

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.
  • Confirms that no reference to authors contributing to the abstract or their institutional affiliations are be included in the abstract body.
  • 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. A maximum of 25 authors contributing to the abstract can be listed.
  • Accepts to disclose 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 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 already (or likely to be) presented at another meeting or published elsewhere before ESTRO meets Asia 2024 should not be submitted to the congress.
  • Abstracts are published in the abstract book and included in the online searchable programme one month prior to the congress. Should you wish for an abstract to be embargoed until the congress, please email abstracts@estro.org by 3 July 2024. 
  • Abstracts must be submitted and presented in English. The Scientific Programme Committee reserves the right to reject an abstract written in poor English. 
  • Accepts that no edits to the abstract or author list are possible after the submission deadline of 6 March 2024.
  • Accepts to check the abstract overview provided in the submission confirmation email and ensure all abstract details are correct.

 

TRACK & TOPIC

  • Choose the track and topic that refers to the main subject of the abstract. The Scientific Programme Committee reserves the right to re-categorise the abstract.
  • Please note that abstracts are reviewed by experts in the track and topic chosen.
  • Submitting to the wrong topic may result in your abstract receiving a lower score.

INTERDISCIPLINARY TRACK

  • Breast
  • CNS
  • Head & neck
  • Lung
  • Upper GI
  • Lower GI
  • Urology
  • Gynaecological
  • Haematology
  • Sarcoma/skin cancer/malignant melanoma
  • Paediatric tumours
  • Biomarkers
  • Mixed sites/palliation
  • Education in radiation oncology
  • Health economics & health services research
  • Global health
  • Brachytherapy
  • Radiobiology
  • Particle Therapy
  • SBRT
  • Other (topic of relevance for radiation oncology, NOT related to any other category)

PHYSICS TRACK

  • Detectors, dose measurement and phantoms
  • Image acquisition and processing
  • Algorithms and applications for photon and electron planning
  • Algorithms and applications for ion beam treatment planning
  • Motion management and adaptive radiotherapy
  • Quality assurance and auditing
  • Machine learning models and clinical applications (including autosegmentation)
  • Radiomics, functional and biological imaging and outcome prediction

RTT TRACK

  • Patient care, preparation, immobilisation and IGRT verification protocols
  • Patient experience and quality of life
  • RTT treatment planning, OAR and target definitions
  • RTT service evaluation, quality assurance and risk management
  • RTT education, training, advanced practice and role developments

KEYWORDS

  • Authors are required to write 1 to 3 keywords (different from the topic) that best describe their work. 

 

PRESENTATION PREFERENCE

  • Authors should indicate if they want an abstract to ONLY be considered for a Digital Poster.
  • Please note that opting for “digital poster” will mean that your abstract will not be considered for a live presentation by the Scientific Programme Committee.
  • Not selecting "digital poster only" does not guarantee selection for a live presentation and the abstract may still be assigned as a digital poster.

 

ABSTRACT

TITLE

  • Abstract titles should be brief and reflect the content of the abstract
  • The title (maximum 100 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 600 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)

ABSTRACT CONTENT

  • 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 meets Asia 2024 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

  • 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.  
  • 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. Please ensure the content of the image is readable at this size.
  • A single image can contain a data table or a set of figures but must not contain multiple items. Abstracts with excessive image content will be penalised during the review process.
  • Equations can be inserted in the text as images.  
  • 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 6 March 2024.
  • 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 peer-reviewed by an international panel of experts in the field of the subject.  
  • Abstract review criteria are based on clarity, supporting data, scientific rigour, potential significance, interest in the topic chosen and innovation or usefulness.
  • Abstract scores will guide the Scientific Programme Committee in selecting the abstracts for the different presentation formats.
  • Notifications of abstract selection will be sent by end of April 2024.
  • 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 12 March 2024.
  • 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.