Abstracts: Frequently Asked Questions (FAQs)

Abstracts for ASHG 2016 were due June 2, 2016 at 8:00 pm U.S. Eastern Time.

Questions: ashgmeetings@ashg.org

Q. When is the abstract submission deadline?
A. Thursday, June 2, 2016 at 8:00 pm U.S. Eastern Time.

Q. What is the abstract submission fee?
A. There is no fee to submit an abstract.

Q. When will I be notified of acceptance?
A. The information will be available on the ASHG website in mid-August.

Q. Will there be late-breaking abstracts?
A. This is decided by the Program Committee after the abstract submission deadline. It should be assumed that there will be no late-breaking call for additional abstracts.

Q. What should I do if my abstract has been previously published or accepted for presentation at another meeting?
A. You should disclose this when submitting your abstract. See Abstract Submission: Publication Status for details.

Q. Will my abstract score lower or be rejected if I indicate that the work has been prevoiusly published or accepted for presentation at another meeting?
A. Not necessarily. The Program Committee should be informed if the work outlined in the abstract has been described in a recent publication or meeting presentation. If this is the case, the authors should be clear that the abstract includes additional and/or new data that distinguishes this body of work from other presentations or publications.

Q. Can I change the first/presenting author of my abstract?
A. You cannot change the first author on a submitted abstract. See Abstract Submission: First Author for details.

Q. Can I revise or withdraw my abstract?
A. Yes, if you do this on or before June 6, 2016 (by 5:00 pm U.S. Eastern Time). Please visit the abstract submission main page and click on the “revise my abstract” or “withdraw my abstract” button. NOTE: After June 6, abstracts cannot be withdrawn. If accepted by the Program Committee, abstracts will be included in the meeting program and available as a searchable abstract on the meeting website.

Q. Can I add an author or remove an author from my abstract?
A. Yes, as long as you do this before June 6. Please follow the instructions under “revise my abstract.”

Q. What is the maximum number of authors that can be included on an abstract?
A. Thirty (30).

Q. What if the abstract outlines collaborative work that has been performed by more than 30 authors at several different institutions?
A. We recommend that, whenever possible, large groups or consortia be cited (see the next question) to keep the number of authors under 30. If this is not possible, contact ashgmeetings@ashg.org for information on requesting an exception. If an exception is granted, directions will follow.

Q. How do I cite a group or consortium?
A. Groups or consortia cited as co-authors will appear following the last individual co-author’s name. See Abstract Submission: Co-Authors for details.

Q. What are the abstract topics?
A. See Abstract Topics for a list of topics and subtopics, and Abstract Submission: Topics and Subtopic for instructions to select and submit them.

Q. What are the rules and guidelines for submitting abstracts?
A. See Abstract Submission: Rules and Guidelines for details.

Q. What is the maximum and minimum length of an abstract?
A. You are allotted 2,500 characters (including spaces) for the body text of your abstract. Note that spaces at the end of the last line and spaces used by formatting characters count toward this total. See Abstract Submission: Text for details.

Q. How will I know my abstract has been submitted successfully?
A. Upon successful submission, you will receive an immediate, on-screen confirmation of receipt. You will not receive a separate confirmation email. Please print out or save the on-screen confirmation for your records, as you will need it when returning to the submission site. If you do not receive this confirmation, your abstract was not submitted successfully and you must try again. See Abstract Submission: Review and Submit for details.

Q. How will my abstract be reviewed and programmed?
A. See Abstract Acceptance and Programming for details.

Q. I need a letter of invitation to apply for a visa. How do I obtain one?
A. Your abstract submission and meeting registration confirmations will include links to generate a customized letter of invitation. See the Letters of Invitation section for details.

Q. Where and when will the poster sessions be held?
A. Poster sessions will be held in the Vancouver Convention Centre inside the Exhibit Hall, from Wednesday through Friday. Further details regarding poster session assignments will be posted in August.

Q. How soon can I get into the Exhibit Hall to set up my poster? When must I remove my poster?
A. Details will be posted on the meeting website in August.

Q. Do you have guidelines for speakers in plenary and platform sessions?
A. Yes, these will be posted on the meeting website in August.

Q. How do I cite an abstract?
A. See How to Cite Abstracts for a suggested format.

Q. If I present a poster, are people allowed to take photos of my data or text?
A. See Camera, Mobile Phone, and Video Recording Policies for details.