Abstracts: Frequently Asked Questions (FAQs)
Deadline: June 6, 2019 at 11:59 pm U.S. Eastern Time.
Q. What is the abstract submission fee?
A. There is no fee to submit an abstract.
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 Step-by-Step Instructions (step 10) for details.
Q. Do I need to create an ASHG Portal account to submit an abstract?
A. Yes, an ASHG Portal login is required to access abstract submission. If you have ever been a member, submitted an abstract, or attended an ASHG meeting, you already have an ASHG Portal account and your username is your email address. You can view a sample abstract form to help you plan ahead but all submissions must be made through the online system.
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, followed by a confirmation email. Please save these confirmations for your records. If you do not receive an on-screen confirmation, your abstract was not submitted successfully and you must try again.
Q. How do I obtain a letter of invitation to apply for a visa?
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. How will my abstract be reviewed and programmed?
A. See Abstract Review and Programming for details.
Q. When will I be notified of acceptance?
A. Notifications will be sent in mid-August. The information will also be posted on the ASHG website at that time.
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. Is work posted on a preprint server or presented at another meeting considered ‘previously published’?
A. Refer to ASHG's prior publication policy to determine if your work is considered previously published.
Q. Will my abstract score lower or be rejected if I indicate that the work has been previously 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 revise or withdraw my abstract?
A. Yes, if you do this on or before June 10, 2019 (by 5:00 pm U.S. Eastern Time). Please log in to the ASHG Portal and select “Revise Abstract” or “Withdraw Abstract". Note: After June 10, abstracts cannot be revised or 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 change the first/presenting author of my abstract?
A. You cannot change the first author on a submitted abstract. If your name is incorrect, then you must withdraw your abstract, update your name in the ASHG Portal, and submit a new abstract by June 6, 2019. If the first author has changed, then withdraw the abstract and ask the new first author to log in and submit a new abstract by June 6, 2019.
Q. Can I add an author or remove an author from my abstract?
A. Yes, as long as you do this before June 10, 2019. Please follow these instructions.
Q. What if the abstract outlines collaborative work that has been performed by more than the maximum of 30 authors?
A. We recommend that, whenever possible, large groups or consortia be cited to keep the number of authors under 30. See Step-by-Step Instructions (step 8) for more details. If this is not possible, contact firstname.lastname@example.org for information on requesting an exception. If an exception is granted, directions will follow.
Q. Where and when will the Poster Sessions be held?
A. Poster Sessions will be held in the convention center, inside the Exhibit & Poster Hall, from Wednesday through Friday. Further details regarding Poster Session assignments will be posted in mid-August.
Q. How soon can I get into the Exhibit & Poster Hall to set up my poster? When must I remove my poster?
A. Details will be posted on the meeting website in mid-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.