ABSTRACT SUBMISSION GUIDELINES

KEY DATES

  • Abstract submission closes Friday 19 June 2020
  • Notifications on the submission status Monday 7 September 2020
  • Registration deadline for all abstract presenters Monday 30 September 2020

SUBMIT YOUR ABSTRACT

GENERAL INFORMATION

  1. ABSTRACT SUBMISSION

All abstracts must present original research and at least preliminary results; abstracts reporting data pending will not be accepted. Submission implies that the material has not previously been presented or published elsewhere before presentation at the 18th World Conference on Tobacco or Health.

Abstracts should be submitted in English and through the online platform. Submissions in any other language and/or by email will be automatically rejected.

Accepted abstracts are placed under embargo until they are presented at the conference.

  1. CONFIRMATION OF PARTICIPATION

Accepted abstract submitters presenting their abstract at the 18th World Conference on Tobacco or Health need to register online before Monday 30 September 2020. Failing to do so will result in the abstract presentation withdrawal from the programme. If submitters have already registered for the Conference, they do not need to register again.

TECHNICAL GUIDELINES
  1. ABSTRACT CATEGORY & FORMAT

Two categories of abstract submissions will be considered for 18th World Conference on Tobacco or Health. We discourage multiple abstracts from the same study/setting unless the results are truly unique for each submission, with no overlaps.

Category 1: Scientific Research

This category is for reporting scientific and public health evaluations as well as operational research. Abstracts in Category 1 should be organised as follows:

  • Background: State the study objectives, study question or describe the challenge addressed by the research.
  • Design/Methods: State the setting, methods, desired outcomes, procedures and techniques used to collect and analyse information. Include a description and breakdown of participants, procedures, measures and appropriate statistical analyses.
  • Results: Present specific findings to date.
  • Conclusions: Describe the implications of the results presented and summarise key recommendations. Explain specific findings on how the research addressed the study, question or challenge.

Category 2: Public Health Practice

This category is for reporting experiences in overcoming policy or programme barriers and demonstrating best practices in implementing effective prevention and control programming. This includes identification of service delivery issues and the presentation of evidence-based practices that programmes have adopted. Abstracts in Category 2 should be organised as follows:

  • Background and challenges to implementation: Identify the context and the specific challenges to programme implementation. Describe the activity, programme or policy by which the issue was addressed. Describe target populations, geographic sites/locations and scale and type of activity or service.
  • Intervention or response: How was the challenge overcome? Detail the methods, activities and implementation steps used to overcome the challenge. Describe the procedures and techniques used to collect and analyse information that informed your conclusions. Identify the course of action used to address programme implementation issues.
  • Results and impact: Describe the results and impact of the project. Explain the potential application or benefit to other programmes. Define what worked, what did not work and the evidence that led to this determination.
  • Conclusions: Describe the public health practice implications of the results and summarise key recommendations. Highlight opportunities for future programme practice and implications for other programmes or settings.
  1. ABSTRACT SCIENTIFIC TRACK

The 18th World Conference on Tobacco or Health theme “Navigating Change: Leading with Impact”, is explored through six scientific tracks. Submitters are invited to choose the most relevant track and sub-track to their abstract.

LIST OF SCIENTIFIC TRACKS

  1. ABSTRACT TITLE

The abstract title should be in upper and lower case, using capitals only for the first word, acronyms and proper nouns. Titles of more than 25 words (110 characters and spaces) will be truncated.

  1. ABSTRACT TEXT
  • Abstracts should be submitted in English, submissions in any other language will be automatically rejected.
  • The abstract text should not exceed 300 words, any abstract exceeding this word count will be truncated. Authors affiliations do not count as part of the 300 words.
  • Use non-stigmatising language. The Union, acting as the Conference Secretariat, is committed to promoting patient-centred language in all conference abstracts and presentations. When drafting your abstract, The Union requests that you follow the guidelines laid out in the Stop TB Partnership’s publication, Suggested Language and Usage for Tuberculosis Care, Communications and Publications.
  • Abbreviations and acronyms must be written out in full at the first mention in the text.
  • Submitters must use the palette of characters provided to insert symbols, accents and special formatting (e.g. italics, bold, β, μ, etc).
  • Authors are responsible for proofreading and should ensure that the submitted abstract does not contain spelling or grammatical errors. No corrections are possible after the submission, the abstract will be reproduced exactly as submitted.
  • Do not upload the text of your abstract as an attachment. Abstracts submitted as attachments will not be considered.
  1. ABSTRACT TABLES AND FIGURES

Authors may submit one table or one figure per abstract. If more than one table or figure are submitted, one of them will be deleted.

Tables

Tables must be smaller than 10 rows x 10 columns, they can be added during the abstract submission, by either copying it from a Word document and pasting it on the form or by clicking on the “table” icon located on the field editor ribbon.

Don’t forget to add a footnote to the inserted table.

Figures

The maximum file size of each graph is 5MB and the maximum pixel size of the graph is 600(w) x 800(h). Figures can be uploaded in JPG, GIF or PNG format.

The graphic content must be readable when previewing the abstract. The recommended resolution is min. 300 dpi for images, 600 dpi for line art (charts). Low-resolution images will not be included in the Abstract Book.

Tables and figures are reproduced in a single column with the abstract and that legibility is the responsibility of the author. We recommend that you use a sans serif (Arial or Calibri) font for clarity.

Figures can be added during the abstract submission, by either copying it from a Word document and pasting it on the form or by clicking on the “image” icon located on the field editor ribbon.

Don’t forget to add a footnote to the inserted figure.

  1. ABSTRACT AUTHORS
  • A maximum number of 10 authors per abstract is allowed.
  • If all authors belong to a single institution, they do not need to create new affiliations for each author. Click on “Institutes” to prefill the affiliation field.
  • The corresponding author is responsible for the abstract content and is the contact person for submission and communication purposes. This person is also responsible for disseminating information related to the abstract to the co-authors.
  • A listed co-author other than the corresponding author may register and present the study at the conference.
  • Please do not submit an abstract if none of the authors plan to attend the conference to present it, if it is accepted.
  1. ABSTRACT PRESENTER

A biography of the proposed presenter limited to 100 words must be submitted.

SUBMISSION PROCESS

Online abstract submission is open until Friday 19 June 2020. Abstracts can be edited until 19 June 2020; no corrections are possible after that date. They should be submitted in English and through the online platform. Submissions in any other language and/or by email will be automatically rejected.

Do not submit an abstract if none of the authors plan to attend the conference to present it, if it is accepted.

Please refrain from submitting multiple abstracts on the same topic by varying the authors or under different titles with only minor word changes. In such cases, all the submissions on that topic will be automatically rejected.

  • When competing your submission, carefully read all instructions given at each step of the process. First time users need to create an account and register as a user on the platform before submitting an abstract.
  • Enter the active email addresses of the corresponding authors as all related abstract submission communications will be made via email.
  • An abstract must be submitted only once: resubmission is not permitted. The abstract can be edited after the submission and until Friday 19 June 2020.
  • The corresponding author will receive an e-mail confirming that the abstract has been submitted.
  • After submission, the author will be able to export a copy of the submitted abstract.
  • To submit a new abstract, click on “New Submission” under “Abstract Submission”.

SUBMIT YOUR ABSTRACT

REVIEW PROCESS AND NOTIFICATION
  1. REVIEW PROCESS

Two weeks after the submission deadline, all submitted abstracts will be allocated to be peer reviewed by a panel of local and international experts in the field of tobacco control. Each abstract will be reviewed and scored by at least three reviewers. The scores will then be submitted to the members of the Scientific and Track Committees, who will determine, during a selection meeting, which abstracts are accepted and their most suited presentation format.

The abstract selection is based on scoring criteria defined by the Scientific Committee.

  1. NOTIFICATION TO SUBMITTERS

Corresponding authors will be notified if their abstract is accepted or rejected by Monday 7 September 2020.

If an abstract is allocated to a specific session, it will not be possible to change the date, time or type of session. The abstract allocation is definitive.

A co-author or colleague can present on the behalf of the assigned presenter, if he/she is not available on the assigned date and time.

Abstracts that are not accepted cannot be reconsidered for review or presentation at the conference.

PRESENTATION FORMAT

The accepted abstracts will be presented under one of the following formats:

  • Full Oral Abstract Session: 10 minutes presentation per speaker scheduled in a session room with audience. The session is led by a chairperson.
  • Rapid Fire Abstract Session: 5 minutes presentation per speaker in a session room with audience. The session is led by a chairperson.
  • E-Poster Presentation: 2 minutes presentation per e-poster. The e-poster is displayed on a screen at the Science Area. The presentations are led by a chairperson.
  • Poster Presentation: 2 minutes presentation per poster in a dedicated Poster Area. The discussion is led by a chairperson.

Presenter guidelines, for each of the above-mentioned presentation formats, will be shared closer to the event date.

PUBLICATION

All accepted and presented abstracts will be included in the Abstract Book, which will available online for download from the website at the conclusion of the 18th World Conference on Tobacco or Health.