BSG 2019 Abstract Submission Guidelines

IMPORTANT DATES

Call for Abstracts Opens

December 2018

Abstract Submission Deadline

Sunday 17 February 2019
(23:59 GMT)

Abstracts received after this date
will not be accepted

Notification of Outcome

Friday 26 April 2019

Programme including abstracts available online

Friday 26 April 2019

Final day to withdraw accepted abstracts and/or request presenter changes

Tues 30 April 2019
(23:59 GMT)

Deadline for presenters of accepted abstracts to register

Monday 13 May 2019
(23:59 GMT)

Deadline to submit poster PDF

Wednesday 22 May 2019
Accepted poster presentations only

SUBMISSION CONDITIONS

Please read the instructions below before starting to submit your abstract(s) for consideration:

  1. The abstracts for BSG 2019 must be submitted through the online submission portal.
  2. The person who submits the abstract will be the main contact for it. That person must create an account to upload, edit and save abstract(s) in the portal.
  3. Please keep the email and password used to create the account for future use. Please do not create a new account each time you enter the portal.
  4. Abstracts must be submitted according to the guidelines set out below.
  5. If you require any assistance or have a query about online submission, contact bsgabstracts@conferencepartners.com

IMPORTANT: It is not a requirement to register for the Conference prior to submitting an abstract; however, if the abstract is accepted, the presenting author must register by Monday 13 May 2019. The abstract will be removed from the programme if the presenting author has not registered by this date.

PUBLICATION

Submitted work should be original and not published or accepted for publication elsewhere at the time of abstract submission.

All accepted abstracts will be published in Gut. Authors of all abstracts are required to grant an exclusive licence on a worldwide basis to the BMJ and/or co-owners or contracting owning societies (where published by the BMJ on their behalf) in accordance with the BMJ standard licence. Abstract submitters will be required to agree to the BMJ licence to be included in Gut.

The accepted abstract and related poster (if accepted as a poster) will also appear on the BSG 2019 Conference App.

IMPORTANT: No corrections to the abstract text, authors or affiliations are permitted after the deadline to submit on Sunday 17th February. Accepted abstracts will be published in Gut exactly as submitted. Please be aware when using special characters and figures/tables that they have saved appropriately. Ensure that all information provided is correct upon submission.

PRESENTATION FORMAT

An abstract can be submitted for presentation at the conference as one of the following categories:

➤ Oral or Poster Presentation
➤ Poster Presentation

The decision on which format each accepted abstract will take is made by the programme committee and is final. The presenting author will be informed of the decision on 26 April 2019.

Oral Format: 

Oral presentations will be 8 minutes long with 4 minutes for questions and answers. Presentation guidelines will be sent to all accepted oral presenters in advance of the conference.

Poster Format:

Authors with an abstract accepted as a poster must produce a poster for display at the conference and on the conference app. Poster presenters must stand by their poster during the full judging period (1 hour) on the relevant day.

 

Poster production guidelines:

  • Poster size is A0 – 0.84m high x 1.19m wide (landscape orientation)
  • Keep text to a minimum
  • Ensure any text can be read from a distance of 1.5m (ie large font size)
  • Use graphs, charts, and/or tables
  • Ensure contents have a logical flow
  • Make it colourful
  • Indicate any conflict of interest on the poster.

Additional poster-related information:

  • Poster presenters are required to submit the PDF of their poster for inclusion in the conference app. The deadline to submit the PDF via the online portal is 22 May 2019.
  • The top 10 abstracts selected for poster presentation each day are called Abstracts of Distinction. They will be presented as E-posters in a separate area in the Exhibition area. Authors will not have to produce a paper poster and will be sent separate instructions about formatting.
  • Removal and collection of posters at the end of the display period remains the responsibility of the presenter. Posters not removed by the indicated take down time will be removed and disposed of.

TOPICS

The abstract topic is a general heading under which the abstract will be reviewed and published. Abstracts must be submitted under the conference topic that best describes the subject of the abstract. The programme committee reserves the right to decide on the final topic assignment of the abstract submission.

The laboratory science*, nurse** and pathology subtopics should be selected only if it is important for people with those areas of expertise to be involved in reviewing the abstract.

Furthermore, if an abstract with the nurse subtopic is selected for oral presentation, a nurse must be the lead author and presenter. If a nurse author is unable to present the accepted abstract, it will revert to poster status or will have to be withdrawn. This is BSGNA policy.

1.Endoscopy

  • Laboratory science
  • Medical
  • Nurse
  • Pathology

2.Endoscopy Video

  • Laboratory science
  • Medical
  • Nurse
  • Pathology

3.Inflammatory Bowel Disease

  • Laboratory science
  • Medical
  • Nurse
  • Pathology

4.Liver

  • Laboratory science
  • Medical
  • Nurse
  • Pathology

5.Oesophagus

  • Laboratory science
  • Medical
  • Nurse
  • Pathology

6.Gastroduodenum

  • Laboratory science
  • Medical
  • Nurse
  • Pathology

7.Pancreas and neuroendocrine

  • Laboratory science
  • Medical
  • Nurse
  • Pathology

8.Small bowel

  • Laboratory science
  • Medical
  • Nurse
  • Pathology

9.Nutrition

  • Laboratory science
  • Medical
  • Nurse
  • Pathology

10.Colon and anorectum

  • Laboratory science
  • Medical
  • Nurse
  • Pathology

11.Neurogastroenterology: functional disorders, motility and clinical physiology

  • Laboratory science
  • Medical
  • Nurse
  • Pathology

12.Gastroenterology service: development, delivery, IT

  • Laboratory science
  • Medical
  • Nurse
  • Pathology

13.Education & training

  • Laboratory science
  • Medical
  • Nurse
  • Pathology

*Laboratory science research is conducted to understand what causes a disease, to analyse the mechanisms by which current treatments work, and to develop potential new therapies. It is done in laboratories using molecules and cells, not in people. Meta-analyses are not basic science.

**All abstracts submitted under the subtopic of ‘Nurse’ must have a nurse as the lead author and a nurse must be the presenter at the conference.

DETAILED SUBMISSION GUIDELINES

Please adhere to the guidelines when preparing abstracts. Abstracts that are not correctly formatted will not be reviewed.

How to submit an abstract

The online abstract submission system is a simple step by step process, which starts with creating an account (or logging back in to the account you created earlier, to edit an abstract or submit further abstracts). There is an abstract template for download and the online system will prompt the submitter to provide the required information.

Please note that you can save your submission as a draft and return to edit the submission until the close of submission on Sunday 17 February (23:59 GMT). The abstract cannot be edited after the close of submission deadline. Draft abstracts will not be reviewed for inclusion in the programme. If you require any assistance regarding the submission of your abstract, contact bsgabstracts@conferencepartners.com.

Contacts

The person who submits the abstract will be the contact person for the abstract. This contact person must enter the online submission portal, and create an account with an email and password. Please keep a record of these details as they will be required when logging into both the BSG 2019 abstract submission system and conference registration portals.

The submitter is required to provide contact information for all authors of the abstract and to specify who will present the abstract. The submitter must receive permission to provide the organiser with contact details from all parties before submitting the abstract.

Upon successful submission of the abstract a confirmation email will be sent to the abstract contact, presenting author and co-authors. If the confirmation email has not been received, please check that the abstract is not left in draft and is fully submitted by logging back into the portal and checking on the Edit/View Abstracts page.

Steps

The online abstract submission system is a simple step-by-step process. The system will ask you to input the following details:

  • The abstract’s title
  • The preferred format (oral or poster), topic and sub-topic (if appropriate)
  • The name, affiliations and contact email addresses† for all authors.
  • Additional Information:
    • Three keywords
    • BMJ GUT Licence agreement
    • Conflict of interest declaration‡
    • Declaration regarding publication status
    • Bursary application††

†Please also provide a non-NHS email for the main contact and the presenting author. We ask this to ensure that important conference information is received and not blocked by firewalls.

‡ BSG intends to provide high-quality sessions focused on educational content that is free from commercial influence or bias. Thus the person submitting the abstract is requested to declare any potential conflicts of interest for and on behalf of all authors during abstract submission.

†† For further details on the travel bursary and laboratory science bursary please see below.

ABSTRACT TEMPLATE

Abstracts must be formatted using the BSG 2019 template.

Download the abstract template shown below to create the abstract as a Word document and then save as a Word file for uploading to the system. Only WORD files (version 2013 or 2016) will be accepted for upload.

Stuart McPherson, BSG Secretary, provides the Top 5 tips for a good abstract

1. The introduction must include a very clear description of the aim of the study and why it is important.

2. Include a brief outline of methodology to give the reader enough information to understand how the study was conducted.

3. Less is more with results – include the key results that answer your aim and substantiate your conclusion. You do not need to include an exhaustive list of results.

4. Make it easy to read and don’t include non-standard abbreviations. Reviewers have a lot of them to score, so make it easy for them.

5. Ensure you follow the submission guidelines to the letter.

 

Format

Abstracts must be formatted using the BSG 2019 template.

  • Abstract length must not exceed 3,000 characters. This includes the Title, Authors and Affiliations, and figure/table. Please check this before submitting the abstract. The system will tell you the number of characters used for authors and affiliations.
  • The title is limited to 15 words and must clearly indicate the content of the abstract.
  • The main text of the abstract must not include authors & affiliations. This is to keep the abstract as anonymous as possible for review.
  • Abstracts will be published in Gut. The journal applies this strict character count to help with layout, but also to help authors keep material back for full publication purposes. Any abstracts over this maximum character count will be truncated by Gut, with no exceptions. Do not include footnotes. Any references must be included within the body of the text and will be included in the character count.

 

Structure

Introduction: 1-2 sentences that clearly indicate the scientific question of the study and its clinical (or other) importance.

Methods: sufficient information to be able to understand the experimental design, the analytical techniques and the statistics used in the study.

Results: objective data answering the scientific question(s).

Conclusions: only conclusions directly supported by the results, along with implications for clinical practice, avoiding speculation and over generalisation.

 

How to count the characters:

  • On a PC: Open the document in Word, press control A (to select all), then select the Review menu and choose the word count option.
  • On a Mac: Click on the icon over the word view. The word count appears near the bottom of the page. Move the pointer over the right side of the word count, then click the arrows that appear and select ‘characters with spaces’.

 

Figures and tables:

  • Only one figure or table may be submitted.
  • Text in these is included in the abstract character limit and may therefore reduce the number of characters considerably.
  • Any figure/table provided must be submitted in monochrome.
  • Keep any figure/table submitted as simple as possible for optimal reproduction. Figures will be sized to fit a single column so complex images with lots of detail are discouraged.
  • The figure legend / table title should appear in the abstract text rather than as part of the figure or table.
  • The figure/table should be cited in the abstract as Figure 1 / Table 1 (whichever is relevant)

Images and graphics must adhere to the following criteria:

Width: min 83mm
File size: min 35 KB / max 1000 KB
DPI: min 300

 

Spelling & Grammar:

  • Please ensure your abstract does not contain spelling, grammar, or scientific mistakes, as it will be published exactly as submitted. Linguistic accuracy is your responsibility. No proof reading will be done.
  • Abstracts may only be submitted in English.
  • Abbreviations should be defined on first use.
  • Trade names can be mentioned in the title, as well as in the body of the text.
  • If the abstract contains special characters, consider spelling them out or finding a transferable way for them to reproduce, to avoid errors in the published abstract.

 

Abstract Corrections:

  • During the pre-submission period, the abstract can be edited online as many times as needed, up to the submission.
  • After the abstract has been submitted, it will still be possible to make corrections prior to the submission deadline. Click on View/Edit Abstracts to make any edits to abstracts.
  • No corrections are possible after Sunday 17 February 2019 (23:59 GMT)

 

Endoscopy Video Submissions

Abstracts submitted to the Endoscopy Video Category must include both an abstract in a Word file and a video (up to 5 minutes in length).
Please
click here further instructions.

REVIEW AND NOTIFICATION

All abstracts will go through a blind peer-review carried out by reviewers selected by the BSG Programme Committee.

Notification of acceptance or rejection will be sent to the submitter, presenting authors and all co-authors on Friday 26 April 2019.

REGISTRATION OF THE ABSTRACT PRESENTER

When notified of acceptance, the Presenting Author is required to accept the offer by registering for the conference (if not already registered) and paying in full by Monday 13 May 2019.

Presenters of accepted abstract are entitled to pay the early bird registration rate up until Monday 13 May 2019. A link to register at this rate will be provided in the acceptance email. If the link is not used, the standard prevailing rate will apply. After 13 May 2019, the prevailing rate will apply to anyone registering.

If a presenter fails to register by Monday 13 May 2019 the abstract will be removed from the programme and all BSG related publications.

PRESENTATION, MODIFICATION & WITHDRAWALS

The presenting author of an accepted abstract must attend and register for the conference. All accepted abstracts will be published in a supplement of Gut, in the BSG conference app and on the online programme and on the BSG website.

Changes to Title & Text:

The abstract title and text must be correct at the submission deadline of 17 February 2019. Any changes in the abstract title or body will not be possible after the submission deadline. Abstracts in draft format will not be reviewed.

Withdrawals & Changes to Authors:

Requests for withdrawal of an accepted abstract must be sent in writing to bsgabstracts@conferencepartners.com by 30 April 2019 to avoid publication in the Gut Journal supplement and final programme.

Addition or removal of author names will be permitted until 30 April 2019. Changes must be agreed in writing by all authors on the abstract.

Changes to the presenting author will be permitted until 30 April 2019.

Any withdrawal or change of presenters requested after that date will not be considered and the abstract will be published in Gut.

BURSARIES

Travel Bursary

The British Society of Gastroenterology offers four travel bursaries for overseas delegates who would find it financially difficult to attend the meeting to present their accepted abstract(s). The travel bursary consists of free registration for the whole meeting and travel support of up to £500, paid by bank transfer after the meeting on presentation of receipts and completion of the BSG’s expenses form.

In order to qualify for a travel bursary, the applicant must fulfil the following criteria:
•         be listed as the presenting author of the submitted abstract
•         actually present the abstract at the meeting
•         be resident and work outside of the United Kingdom and Ireland
•         be unable to afford to attend the meeting without the travel bursary

Applicants should upload a short statement with their abstract explaining why they need/deserve to be funded.

Abstract judges will not know whether a bursary application has been made. Applications will be reviewed by a panel of BSG Officers after the decisions have been made on which abstracts to accept. Only applications based on accepted abstracts will be considered.

 

Lab Science Bursary

The British Society of Gastroenterology is offering up to eight bursaries of £250 each to presenters of accepted laboratory science abstracts. The bursaries are intended to offset expenses for attending the annual meeting. 

If any of the bursary-winning laboratory science abstracts are selected for presentation at the science masterclass (‘Diet, digestion, health and disease’ on Thursday 20 June), the presenter(s) will also be offered free registration for the whole meeting (at the early-bird rate).

In order to qualify for one of these bursaries, the following criteria must be fulfilled:
•  the abstract must be lab science, as determined by the reviewing panel
•  the applicant must be listed as the presenting author of the submitted abstract
•  the applicant must actually present the abstract at the meeting

Abstract judges will not know whether a bursary application has been made when they review the abstracts.  Bursary applications associated with accepted lab science abstracts will be reviewed by a panel of BSG Officers. Only applications based on accepted abstracts will be considered, and the Committee’s decision is final.

Both the bursaries and any applicable registrations will be paid by bank transfer after the meeting on presentation of receipts and completion of the BSG’s expenses form. The presenter must register before the early-bird registration deadline for presenters of accepted abstracts (Monday 13th May 2019). 

TERMS AND CONDITIONS

  • The abstract submitted adheres to the abstract submission guidelines outlined above.
  • The contact information provided is correct at submission and an alternative non-NHS email address is provided. 
  • Unless the authors do not grant a licence to Gut to publish the abstract, it will be published in Gut. The conference website and app will publish the abstract (including authors, affiliations, poster and/or additional documents as requested by the organisers). Authors are required to obtain permission to use any information that they have not personally generated, in advance of abstract submission.
  • This abstract has only been submitted once for BSG 2019
  • Presenters may be recorded for live streaming and a recording of the presentation and a copy of the slides may be published online after the conference.
  • It is the responsibility of the submitter, as the main contact, to communicate with the presenting author and co-authors.
  • Accepted authors must register by 13 May 2019 to confirm acceptance of their offer in the programme. If accepted presenters are not registered by this date, they will be removed from the programme.
  • The submission of an abstract constitutes a formal commitment by the submitting/presenting author to present the abstract (if accepted) in the session and the time assigned by the Scientific Committee. Accepted abstracts will be assigned for presentation on either Tuesday 18 June, Wednesday 19 June or Thursday 20 June.

     

    If you have any queries regarding the above, please contact the BSG 2019 Programme Team bsgabstracts@conferencepartners.com.

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