SITC 2018 Abstract • Frequently Asked Questions


Frequently Asked Questions

Submitting an Abstract

When can I submit an abstract?

The abstract submission period opened on April 3, 2018 and closed on August 1 at 5 pm PDT. 

Did I need to be a SITC member to submit?

You did not need to be a SITC member to submit a regular or late-breaking abstract. You must be a SITC member to be considered for the Young 929.jpgInvestigator Awards.

What information did I need to submit for my abstract?

The following items were requested, if applicable, when submitting an abstract:

  • Title
  • Background
  • Methods
  • Results
  • Conclusions
  • Acknowledgements
  • Trial Registration
  • References
  • Consent
  • Authors and Institutions
  • Tables, Figures and Images

In addition to the items above, Young Investigator Award abstracts needed to include the following:

  • A letter of recommendation from a supervisor (.doc, .docx, .pdf)
  • Confirm if they are a SITC member
  • Confirm if they are a student, postdoctoral research fellow, clinical fellow, or junior faculty with three or fewer years on staff, and if so, which they are.
  • Indicate the percentage of contribution by the primary and presenting author in regards to conception and design, collection and assembly, data analysis and interpretation, and abstract writing.

Late-breaking abstract applications needed to include the following:

  • Clinical Study
    • Closure date of the study
    • Primary clinical endpoint for analysis
    • Type of analysis
  • Lab-Based Study
    • Provide an explanation why the experiment(s) could not be completed before the regular abstract submission deadline, Aug. 1, 2018, and needs to be considered for late-breaking submission.

How many authors could I include?

There was no limit to the number of authors that can be included on an abstract. All authors must have at least one institution listed, though, and there must be a minimum of one corresponding, one primary and one presenting author for each abstract.

How did the presenting author submit their COI?

Once the abstract was submitted, the presenting author was automatically sent an email notification asking them to complete their COI. The email notification contained a link that took them directly to their profile information which they should have reviewed and updated as needed. Once they submited that information, they were able to complete their COI form. Should the presenting author have had any issues with the online COI form, they can complete the downloadable COI form instead and send the completed form to education@sitcancer.org.

How many tables, figures and images could I include?

There was no limit to the number of tables, figures or images that could be included on an abstract. All figures, tables and images had to be numbered (i.e.: Table 1, Figure 1, or Image 1) in the title field and cited in the abstract text.

How could I format my font to include italics, bold, and/or underline?
If you wanted to format your font you can use tags such as <i>Italics</i>, <b>Bold</b>, or <u>Underline</u>.

Why did I need to select a session?

Abstract submitters that selected the presentation type “Oral or Poster” were asked to indicate the session they feel the abstract would most belong in. Abstracts are reviewed and chosen by the Co-Chairs of the session selected.

How did you define a Clinical Trial in Progress?

Overview & Criteria

SITC understands the crucial need for collaboration and discussion surrounding clinical trials in progress. This abstract submission category aims to allow for open dialogue surrounding such trials and hopes to foster a unique environment in which to discuss the research that is being done.

All phases of clinical research may be considered for inclusion in the Clinical Trials in Progress abstract submission.

Although there are no absolute criteria for abstracts submitted under this category, we provide the following general guidelines for your consideration as you prepare your abstract submission for this category.

All abstracts submitted under this category, as for all abstracts submitted in any category, are subject to peer review and possible rejection from being included as an oral and/or poster presentation in the 33rd Annual Meeting.

Submission Guidelines

  • Background
    • Scientific background/rationale for the trial should be included.
    • Preclinical and/or earlier-phase clinical data that has already been publicly presented or published may be included with references.
    • Abstracts should be written/designated with respect to the correlates and hypothesis being tested in clinical trials.
  • Methods
    • Clinical trial registry number (required, if appropriate)
    • Trial design and statistical methods (include)
    • Treatment or intervention planned (include)
    • Major eligibility criteria, highlighting unusual aspects (include)
    • It is not a requirement that the trial be recruiting (current status of “Open but Not Yet Recruiting” is acceptable)

NOT acceptable in a Clinical Trial in Progress abstract:

  • Completed trials (these should be submitted in other categories)
  • Brand or proprietary drug names
What was included in the 400 word count of the abstract?
The only items that were required to stay with in the 400 word count are the background, methods, results, and conclusion. The following items were not included the 400 word count limit:
  • Acknowledgements
  • Trial Resignation
  • References

Dod you accept abstracts after the deadline?

Unfortunately we do not accept any regular abstracts or late-breaking abstract applications after the Aug. 1 at 5pm PDT.

When will I find out if may abstract was selected?

Regular and Young Investigator Award abstracts will be notified if their abstract was accepted for presentation on Aug. 31, 2018. Late-breaking abstract applications will be notified on Aug. 10, 2018 if they can submit a full abstract. Accepted late-breaking abstracts applications will be able to submit a full abstract beginning Aug. 24 and until 5 p.m. PDF on Sept. 13. Late-breaking abstract notifications will be sent on Sept. 24, 2018. Late-breaking abstract applications not accepted will have the opportunity to submit a full regular abstract Aug. 10 – 15 and will be notified on Aug. 31 if their abstract was accepted.

How do I submit my conflict of interest form after I have submitted my abstract?

After you have submitted your abstract you will receive a confirmation email. The presenting author will then need to click on the link and complete their profile information first including demographics, photo, and biography. After that is completed and submitted you will be sent to a page to complete the COI form.

I have not received information about my abstract, who should I contact?

For all questions regarding abstracts please contact education@sitcancer.org

Accepted Abstracts

My abstract was accepted, do I have to register for the meeting?

Yes, the presenting author must register for the Annual Meeting to present an abstract. Submitting an abstract does not register you for the meeting.

Is registration free because my abstract was accepted?

Unfortunately, SITC does not offer free registration to abstract presenters.

My abstract has been accepted, how do I confirm my participation?

After regular and late-breaking abstracts are reviewed and selected, abstract submitters are sent an email notification stating whether the abstract was accepted, and, if so, what type of abstract presentation it was accepted as. Within the notification, the abstract submitter will also be asked to accept or decline participation in the 33rd Annual Meeting. If we do not receive a response by the stated deadline, we will assume you agree to present and will include your abstract.

When will I find out when I am presenting?614.jpg

Oral abstract presenters will be informed when they are presenting in their notification email. Poster abstract presenters will be informed when they are presenting once the participation confirmation deadline has passed and the abstracts can be numbered. A notification of the poster number and presentation date will be sent to the abstract submitter as soon as they are available.

I was accepted for an oral abstract presentation, can I present my abstract as a poster as well?

Yes, any oral abstract presentations may be presented as a poster. You will be asked to confirm if you would like to present your abstract as a poster in your participation confirmation.

What is my abstract poster number? Is this different than the abstract ID number?

The abstract poster number refers to the number assigned to the abstract by SITC. The abstract poster number is the number that is made public for your abstract. The abstract ID is the number assigned by the submission site when you submit your abstract. This number is used for administrative purposes and is not made public.

What does the abstract poster number mean?

All numbers either start with an “O” for oral abstract presentation or “P” for poster abstract presentation.  The abstract poster number determines where your poster will be located in the Poster Hall and where your abstract will be listed in all abstract publications including the JITC Supplement, the Annual Meeting Abstract Book, and on the SITC 2018 website and app.

The number also determines when your poster will be informally presented during the meeting. Each poster will be asked to have their presenting author available at their poster either Friday, Nov. 9 or Saturday, Nov. 10* to discuss and give informal presentations to interested Annual Meeting attendees during the lunch and reception hours. Odd numbered posters will present from 12:45 – 2:15 p.m. and 6:30  – 8 p.m. on Friday, Nov. 9. Even numbered posters will present from 12:20 – 1:20 p.m. and 7 – 8:30 p.m. on Saturday, Nov. 10.

*Please note, all poster abstract presentations can be on display in the 33rd Annual Meeting Poster Hall on Friday, Nov. 9 and Saturday, Nov. 10. Posters may be set up from 8 a.m. – Noon on Thursday, Nov. 8 and Friday, Nov. 9. Once your poster is set up, it can remain on display through Saturday, Nov. 10.

How is the abstract poster number assigned?

The abstract poster number is determined by the presentation type an abstract is selected for (oral presentation or poster presentation), the category selected when the abstract is submitted, and the last name of the submitter.

Can I change my abstract poster number?

Once assigned, abstract poster numbers cannot be changed.

How can I view my submitted abstract?
You may view your submitted abstract by logging into the system and clicking on 'My Abstracts'.

Abstract Presentations

What information is needed for my presentation and by when?

  • Oral Abstract Presenter:
    • Presenter’s photo and brief biography
    • Presenter’s conflict of interest disclosure form
    • PowerPoint presentation slides
    • Completed recording permission form
    • Printed poster for onsite display (optional)
    • Provide an image of the poster for the ePoster module (Optional)
  • Rapid Oral Abstract Presentation:
    • Presenter’s photo and brief biography
    • Presenter’s conflict of interest disclosure form
    • PowerPoint presentation slides
    • Completed recording permission form
    • Printed poster for onsite display
    • Provide an image of the poster for the ePoster module (Optional)
  • Poster Abstract Presentation:
    • Printed poster for onsite display
    • Provide an image of the poster for the ePoster module (Optional)

When are PowerPoint presentations needed by?

All abstract PowerPoint presentations are due Nov. 1, 2018.

Why do you need them before the meeting?

All presentations are needed prior to the meeting in order for SITC’s credit provider, Postgraduate Institute for Medicine (PIM), to review presentations. All presentations must follow the guidelines given to the author.

What if I have edits to my presentation after Nov. 1?

A Faculty Resource Room will be available onsite during the 33rd Annual Meeting for presenters to upload updated slides onsite. All faculty are required to load final presentation slides at least 2 hour before the start of the program in which they are presenting (day before preferred). Due to CME review of slides, there may be a wait time for uploading your slides. Please plan accordingly. We will do everything we can to make wait times brief, but your patience with the process will be appreciated.

Will the slides be kept confidential?

Slides will be kept confidential until the embargo is lifted at 8 a.m. EST on Nov. 6, 2018. Presentation slides may be made available to meeting attendees if permission to publish the slides is received from the presenter per the recording permission form.

Where will the posters be located?

The Poster Hall will be located in Hall E of the Walter E. Washington Convention Center.

When will the poster hall be open?

The Poster Hall will be open from 8 a.m. – 8 p.m. on Friday, Nov. 9 and from 8 a.m. – 8:30 p.m. on Saturday, Nov. 10. Authors will only need to be by posters during lunch and reception hours on Friday and Saturday.

When can my poster be on display?

All poster presentations can be on display in the Poster Hall on Friday, Nov. 9 and Saturday, Nov. 10. Posters may be set up from 8 a.m. – 12 p.m. on Thursday, Nov. 8 and Friday, Nov. 9.

When do I need to be by my poster?

Each poster will also be asked to have their presenting author available at their poster either Friday, Nov. 9 or Saturday, Nov. 10 to discuss and give informal presentations to interested Annual Meeting attendees during the lunch and reception hours. Odd numbered posters will present from 12:45 –2:15 p.m. and 6:30 – 8 p.m. on Friday, Nov. 9. Even numbered posters will present from 12:20 – 1:50 p.m. and 7 – 8:30 p.m. on Saturday, Nov. 10.

Can I change the day that I present my poster?

Yes, if you need to change the day your poster is presented please send a presentation day change request to education@sitcancer.org by Oct. 12, 2018. Upon receipt, we will update your presentation date and send a confirmation once the change has been made.

What are the poster specifications?

Posters must be printed and the display size cannot exceed 1 meter x 1 meter (3.3ft x 3.3ft).

Do I need to upload my poster? 

Yes, poster abstract presenters will have the opportunity to upload an image of their poster to be provided to attendees electronically through the abstract submission site.

Do I need to print my poster number on my poster?      613.jpg

No, posters DO NOT need to have the poster number printed on them. Poster numbers will be on the Poster Boards.

Can I print my poster onsite?

Unfortunately, SITC does not provide any recommendations or accommodations for printing posters onsite at the Annual Meeting. We suggest bringing your poster with you while traveling.

Are there any special accommodations for disposing or shipping my poster after the conference?

SITC does not provide any recommendations or accommodations for shipping or disposing of any posters. The presenting author must bring the poster with them to the meeting for their presentation. Posters left in the Poster Hall on Sunday, Nov. 11 will be disposed of by the Convention Center staff.

Can I include additional information either with a printed handout or by providing a link to more information online?   

Yes, posters can provide additional information to attendees either as a printed handout or by including a link or QR code on the poster.

Is there Audio Visual for Rapid Oral Presentations?

Yes, there will be a microphone as well as a screen for a short presentation for oral poster abstract presentations.

When and where will the abstract titles be released?

The regular abstract titles will be released on Oct. 1, 2018 on the SITC 2018 website. The late-breaking abstract titles will be release on Nov. 1, 2018 on the SITC 2018 website.

When and where will the full abstract content be released?

Full regular and late-breaking abstract content will be embargoed until 8 a.m. EST on Nov. 6. After that, the abstract content will be available on the SITC 2018 website as well as published in the Annual Meeting Abstract Book and JITC Supplement. This includes content within the original abstract submitted, additional data that was available on a poster of the abstract and/or any updated and/or any new data that will be available in oral presentations in SITC’s Annual Meeting.

Can I give an encore presentation?

Any abstract previously accepted and/or published (by any meeting or publisher) must contain substantial new data in order to be considered. Contact education@sitcancer.org if you have questions pertaining to substantial new data.

Can I issue a press release about my abstract?

Yes, you may issue a press release about your abstract; however, any planned press releases and media alerts must have been reviewed and approved in advance by SITC Communications staff. Please provide a minimum for two business days for review. Drafts should be emailed to communications@sitcancer.org.  

How do I change the presenter for my abstract?

The deadline for regular abstract withdrawal or changes, including presenter changes, is Sept. 7, 2018. The deadline for late-breaking abstract withdrawal or changes, including presenter changes, is Sept. 28, 2018. These deadline are set in place because the abstract information is pulled for publication immediately following these dates and cannot be edited after that. If you would like to withdraw or make a change to your abstract between the submission deadline and this date, you must submit your request in writing to education@sitcancer.org. Upon receipt of your request we will make the change, if possible, and send a confirmation once the withdrawal or change has been completed.

How do I make a change to the abstract content?

The deadline for regular abstract withdrawal or changes, including presenter changes, is Sept. 7, 2018. The deadline for late-breaking abstract withdrawal or changes, including presenter changes, is Sept. 28, 2018. These deadline are set in place because the abstract information is pulled for publication immediately following these dates and cannot be edited after that. If you would like to withdraw or make a change to your abstract between the submission deadline and this date, you must submit your request in writing to education@sitcancer.org. Upon receipt of your request we will make the change, if possible, and send a confirmation once the withdrawal or change has been completed.

When is the deadline to withdraw my abstract?

The deadline for regular abstract withdrawal or changes, including presenter changes, is Sept. 7, 2018. The deadline for late-breaking abstract withdrawal or changes, including presenter changes, is Sept. 28, 2018. To withdraw your abstract, you must submit your request in writing to education@sitcancer.org by 11:59 p.m. PDT on these dates.