Frequently Asked Questions
Step-by-Step Instructions
Rules and Guidelines
Topics and Keywords
First Author Name Changes
Acceptance and Programming
Licensing Agreement/Copyright Policy
How to Cite Abstracts




Abstract Submission Instructions

Submission Deadline: June 2, 2011 (8:00 pm U.S. east coast time)



Submission Questions: paulinem@ashg.org   
Technical Help: hzhang@ashg.org



All abstracts must be submitted electronically. Abstracts will not be accepted via mail, fax or e-mail. For a successful submission, use the HELP feature for guidance. Be sure to check all your entries thoroughly before pressing the “Submit” button.


To save time, you should gather all information you need before you begin. The submission process can take anywhere from 5 to 20 minutes to complete. To access the abstract submission link, you must use any browser that is compatible with either MS Internet Explorer version 4.0 or above, such as Firefox, Safari etc.



Since some computer/browser combinations do not support the display of the full variety of special characters often needed for abstract submission, including Greek letters, you may find it necessary to use a different browser or computer. 



Submitting an Abstract

Below is the step-by-step process you will go through during your submission.


Step 1: First (Presenting) Author’s Information (cannot be changed)

  • The first (presenting) author cannot be the first author of another abstract being submitted.
  • The first author’s name on a submitted abstract cannot be changed.
  • Please enter the address in upper/lowercase. “Special characters” should not be used in the name or address fields. If applicable, include international dialing codes for phone and fax numbers. Leave the country blank if USA.
  • Address changes you enter will not affect your membership address.
  • The following information is required: First and last name, institution, city, state and zip code/postal code; telephone and e-mail address.


Step 2: Abstract Topic

You will be asked to select two topics that are most appropriate for your abstract from a drop-down list.  Both fields are required.


Step 3: Abstract Presentation Preference

You will be asked to select one of the following options. This choice indicates to the Scientific Program Committee the type of presentation that is preferred by the author. However, final assignment to platform or poster presentation is determined by the Program Committee.


  • Platform/Oral Talk Only
  • Poster Presentation Only
  • Platform/Oral Talk Preferred (but would accept poster)


*IMPORTANT: The number of platform requests far exceeds the number of available slots. If you select “Platform/Oral Talk Only,” and your abstract is not selected, you WILL NOT be assigned a poster presentation and your abstract will not be programmed.


Step 4: Keyword Code Selection

You will be asked to enter up to five (5) keyword codes in order of importance. Leave blank any fields not used. To view and select codes click on the View Keyword Codes . Enter the keyword # in each box provided, then click “finished” when completed.


Step 5: Author Information (Institution Name and Address)

  • Enter each institution name and address only once. For example if all authors are from the same institution you need only list this institution once. A maximum of 30 institutions is allowed. The first author’s institution will automatically appear.
  • Enter the information using upper/lowercase.
  • Enter each institutional name in the order that you want them to appear in the published version.
  • Do not enter special codes for bold, italic, or underline.  Use the Special Characters Menu to simplify the entry of “special characters” in institutional and author names.
  • Enter all author names in the order they should appear. Enter the author’s initial and last name (e.g., Smith, J.). The first (presenting author) will be automatically listed in box #1. A maximum of 30 authors can be listed.  
  • In the Corresponding Institutional Address Numbers field, enter the institution number (1-30) that corresponds with that author's institution. If an author belongs to more than one institution, use a comma and space to separate each number (e.g., 1, 3, 5).


Note: If you wish to cite a group or consortium as a co-author, enter the group/consortium name in the space following author field #30 (e.g., ABC Genetics Group). Names of individual authors should not be entered. This entry will appear in your abstract following the last individual co-author's name.  A group or consortium cannot be cited as the sole (i.e., first/presenting) author on an abstract. First presenting authors must be individuals who represent groups/consortia.


Step 6: Abstract Title

  • Begin your title with a capital letter. Use capital letters as required (e.g., Genome-wide linkage analysis using SNP genotyping set; or Evidence of the XYZ mutation found in cancer patients with normal FISH tests).
  • Your entry will automatically conform to a standardized typographic format of bold; do not enter special codes for bold or underline for your title. Also, do not place 'newline' or 'paragraph' html codes in the title; the text will automatically flow to the next line.
  • Use the Special Characters II menu to enter Greek letters and symbols, and the Special Effects menu for inserting superscripted or subscripted text. To read more information on html codes click on html Info.
  • Note: After creating a special character, letter or symbol, do not be concerned to see text strings enclosed with '<' and '>' or text beginning with '&#' followed by a number and a semicolon. When previewing your abstract, you will see that these are converted to the special characters, letters or symbols you selected.


Step 7: Abstract Text

You are allotted 2,500 characters including spaces for the body of your abstract. Title, author and institutional data are not included in the 2500 characters. The program will not allow submission if the maximum number of characters is exceeded. To determine how many characters have been used, click on Check Abstract Size. Click on Character Count for an explanation of the method used to determine the abstract size. To view your abstract with all codes translated, click on Preview Abstract.


  • Enter text using upper/lowercase. Do not enter any html codes or spaces for the first-line paragraph indent. Use the special "Paragraph" effect for subsequent paragraph and indentation requirements. To read more information on html codes click on: html info.
  • Use the Special Characters menus (for “special characters”, symbols and Greek characters) and the Special Effects Menu (for typographic effects).
  • Use the “Add a Table” function in the submission process when uploading a table. To ensure that your table will be presented accurately, fax or e-mail a copy of your table to the ASHG Meeting Management Office at ashgmeetings@ashg.og or FAX (301) 634-7079. Include your abstract control number, personal ID number, name, address and contact information.
  • Revising a Table: Unless you are familiar with html coding necessary to make changes in a table, it is recommended that you delete the entire table and create a new one using the "Add a Table" function. To delete an existing table, place your cursor to the left of the "<div>" code in the abstract text box and highlight all text through the "</div>" code. Then press the delete key on your keyboard.
  • Place your table anywhere in the text of your abstract by placing an asterisk (*) in the position desired within the abstract text box before you create your table. If no asterisk is used, the table will be placed at the end of the abstract text.
  • Graphics and halftones cannot be submitted as part of your abstract.
  • Proofread all entries and make final changes before you submit.


Step 8: Publication Status

You will be asked to check a box to answer the following two required questions:


  1. The work outlined in this abstract has/has not been published elsewhere prior to June 2, 2011.
  2. The work outlined in this abstract has/has not been accepted prior to June 2, 2011 for future publication.


If the abstract has been published or accepted to publication elsewhere (prior to the submission deadline of June 2, 2011), you will be required to give the following information: Name of Publication, Date and Comments. NOTE: Results of studies that have been published or will be accepted for publication elsewhere prior to the submission deadline of June 2, may not be accepted for presentation.


Step 9: Disclosure Information (for Conflict of Interest)

Disclosure should include any relationship that may bias your presentation or that, if known, could give the perception of bias. The intent of this disclosure is not to prevent a speaker from making a presentation. This policy allows the listener/attendee to be fully knowledgeable in evaluating the information being presented. Disclosure should include any relationship that may bias your presentation or that, if known, could give the perception of bias. If the first (presenting) author feels that such a relationship exists, click 'Yes' so that a notation may be made in the program with the nature of the relationship and the associated commercial entity. After answering 'Yes', please indicate in the spaces provided, the company name(s) and the relationship(s) for each company you list.


Step 10: Application for Travel Awards

Several travel awards are being offered for the Congress from IFHGS Society Members. Please check the appropriate box on the abstract submission. Awardees will be notified by their Society in August. Funds will be administered by each Society. Congress Award awardees and Developing Country Scholarship awardees will be notified by the Congress, which will distribute the awards in Montreal. Visit the Congress Web site (click on Awards) for further eligibility details.


Step 11: Rules & Guidelines

Authors are required to confirm that they “have read, understand and agree to the abstract submission rules and guidelines” by checking the appropriate box.


Step 12: Co-author Approval

The first/presenting author must confirm that each co-author has been informed of the abstract submission and has agreed to all information as it was submitted.


Step 13:

Authors are required to confirm that they are “submitting the abstract with the intent of attending the Congress and presenting the work.”


Step 14: Final Review

Review your abstract submission in this five step process: (1) Check Entries; (2) View Entries; (3) Preview Abstract; (4) Check Abstract Size; (5) Submit Abstract.



Abstract Confirmations

After you submit your abstract, you will receive an immediate on-screen confirmation of receipt. You will not receive a separate confirmation e-mail. Please print this information and keep it for your records. You will need this information when returning to the submission site. If you do not receive this information immediately after submitting your abstract, then your abstract was not successfully submitted and it will not be programmed. Please submit again.



Abstract Revisions

To make any changes to an abstract (including author changes), return to the submission site and select “revise my abstract.” You will need your abstract control number, personal ID number and the last name of the first author listed on the abstract. 



First Author Changes

To change the name of the first author, you must first withdraw the abstract and then submit a new abstract with the new name. First authors cannot be changed under the revisions link.



Abstract Withdrawals

To withdraw an abstract, return to the submission site and select “withdraw my abstract.” You will need your abstract control number, personal ID number and first author’s last name. Select the appropriate button to withdraw an abstract. The first author and ASHG staff will be informed of the withdrawal. The deadline for abstract withdrawal is June 8, 2011.



Abstract Acceptance and Programming

Notice of abstract acceptance (in either a poster or platform presentation) will be available in August 2011. Selection of abstracts and programming is at the discretion of the Scientific Program Committee.

Note: The majority of all submitted abstracts will be placed in poster sessions. A small percentage of slots have been reserved for platform (oral) presentations. Authors should be prepared to present a poster if their abstract is not selected for a platform presentation. Once a presentation has been scheduled (into either a poster or platform session), a first author who is unable to make the presentation is asked to notify the Congress office immediately via e-mail (ashgmeetings@ashg.org) so that a notation can be included in the program addendum.



Abstract Publication

Abstracts selected for presentation will be available on the Congress Web site in late August and published online. At this time, your abstract and all information will become a matter of public record and may be referenced by ASHG, the Congress, media relations staff and others. Please review the abstract licensing agreement/copyright policy under the abstract rules and guidelines. The Web site will include a searchable Program and an individualized meeting itinerary planner. Abstract search and printing stations will also be available onsite in the registration area of the Montreal Convention Center starting on Tuesday, October 11.