Abstracts: Frequently Asked Questions (FAQs)

Questions? meetings@ashg.org

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

Do I need to create an ASHG portal account to submit an abstract?
Yes, an ASHG portal login is required to access the Abstract Submission Site. 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. If this is your first time interacting with ASHG, you will have the option to create an account regardless of your membership status.

What is the maximum and minimum length of an abstract?
You are allotted 2,300 characters (excluding spaces) for the body text of your abstract. Title, author, and institutional data are not included in the 2,300 characters. See Step-by-Step Instructions (step 10) for details.

Can I submit an abstract on behalf of a colleague?
Abstracts must be submitted using the first (presenting) author’s ASHG portal account as the first author is pre-populated on the form. ASHG membership is not required to create a portal account.

How will I know my abstract has been submitted successfully?
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.

How do I obtain a letter of invitation to apply for a visa?
ASHG 2020 Annual Meeting registration confirmations will include links to generate a customized letter of invitation. Once you register, you may also generate a customized letter of invitation in the Registration Resource Center. See the Letters of Invitation section for details.

How will my abstract be reviewed and programmed?
See Abstract Review and Programming for details.

When will I be notified of acceptance?
Notifications will be sent in early August. The information will also be posted on the ASHG website at that time.

Will there be late-breaking abstracts?
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.

Is work posted on a preprint server or presented at another meeting considered ‘previously published’?
Refer to ASHG’s Prior Publication Policy to determine if your work is considered previously published.

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?
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.

Can I revise or withdraw my abstract?
Yes, if you do this on or before June 15, 2020 (by 1:00 pm U.S. Eastern Time). To make any changes to an abstract, including co-author changes, log in to the Abstract Submission Site and select the title of your abstract. To withdraw an abstract, log in to the Abstract Submission Site and select the “Delete” icon.

Note: After June 15, 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.

Can I change the first/presenting author of my abstract?
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 15, 2020 via the Abstract Submission Site. If the first author has changed, then withdraw the abstract and ask the new first author to log in to the Abstract Submission Site and submit a new abstract by June 15, 2020.

Can I add an author or remove an author from my abstract?
Yes, as long as you do this before June 15, 2020. See Step-by-Step Instructions (step 8) for more details.

What if the abstract outlines collaborative work that has been performed by more than the maximum of 30 authors?
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 meetings@ashg.org for information on requesting an exception. If an exception is granted, directions will follow.

Do you have guidelines for speakers in Plenary and Platform Sessions?
Yes, presenter guidelines will be made available in July. Any additional questions can be sent to meetings@ashg.org.

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

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


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