Frequently Asked Abstract Questions

Submitting an Abstract

When can I submit an abstract?

The abstract submission period is April 9, 2019 through Aug. 1, 2019 at 5 p.m. PDT.

Do I need to be a SITC member to submit?

You do 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 Investigator Awards.

What information do I need to submit for my abstract?

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

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

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

  • A letter of recommendation from a supervisor (.doc, .docx, .pdf)
  • Confirm they are a SITC member
  • Confirm they are a student, postdoctoral research fellow, clinical fellow, or junior faculty with three or fewer years on staff, and if so, identify which category they represent.
  • 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 need 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, 2019, and needs to be considered for late-breaking submission.

How many authors can I include?

There is 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 do the presenting author submit their COI?

Once an abstract is submitted, the presenting author is automatically sent an email notification asking them to complete their COI. The email notification contains a link that takes them directly to their profile information which they should review and update as needed. Once they submit that information, they will able to complete their COI form. Should the presenting author have any issues with the online COI form, they can complete the downloadable COI form once it is created and send the completed document to education@sitcancer.org. The submitting author can check if the presenting author has submitted their COI by viewing the author list and looking for a green check mark in the COI column next to the presenting author’s name.

How many tables, figures and images can I include?

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

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

How do 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, SITC 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 34th Annual Meeting & Pre-Conference Programs (SITC 2019)

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 is included in the 400-word count of the abstract?

The only items that are required to stay within the 400-word count are the background, methods, results, and conclusion. The following items are not included the 400-word count limit:

  • Acknowledgements
  • Trial Registration
  • References
  • Consent
  • Ethics Approval
  • Authors and Institutions
  • Tables, Figures and Images

Do you accept abstracts after the deadline?

Unfortunately SITC does not accept any regular abstracts or late-breaking abstract applications after the Aug. 1, 2019 at 5 p.m. 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. 30, 2019. Late-breaking abstract applications will be notified on Aug. 9, 2019 if they can submit a full abstract. Accepted late-breaking abstracts applications will be able to submit a full abstract beginning Aug. 23, 2019 and until 5 p.m. PDT on Sept. 12, 2019. Late-breaking abstract notifications will be sent on Sept. 23, 2019. Late-breaking abstract applications not accepted will have the opportunity to submit a full regular abstract Aug. 9 – 14, 2019 and will be notified on Aug. 30, 2019 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 their contact information. After that is completed and submitted they will next be able 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 SITC 2019. If SITC does not receive a response by the stated deadline, SITC will assume you agree to present and will include your abstract.

When will I find out when I am presenting?

Both oral and poster abstract presenters will be informed of their presentation details in their notification email.

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

Yes, all oral abstract presentations will be invited to present their abstract as a poster as well.

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?

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 2019 website and app.

How is the abstract poster number assigned?

The abstract poster number is determined by 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 abstract submission system and clicking on 'My Abstracts'.

Abstract Presentations

What information is needed for my presentation?

  • 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 and Poster Symposium Presentations:
    • 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 Oct. 15, 2019.

Why do you need them before the meeting?

All presentations are needed prior to the meeting for review to ensure they follow the guidelines given to the author.

What if I have edits to my presentation after Oct. 15?

A Faculty Resource Room will be available onsite during SITC 2019 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). Please note, there may be a wait time for uploading your slides. Please plan accordingly. SITC will do everything possible 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. ET on Nov. 5, 2019. 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 Prince George AB of the Gaylord National Hotel & Convention Center.

When will the poster hall be open?

The Poster Hall will be open from 7 a.m. – 8 p.m. on Friday, Nov. 8, 2019 and from 7 a.m. – 8:30 p.m. on Saturday, Nov. 9, 2019.  Authors will only need to be by posters during lunch and reception hours on Friday or Saturday; however authors are strongly encouraged to also stand by their posters during all breaks.

When can my poster be on display?

Poster presentations can be on display in the Poster Hall on either Friday, Nov. 8 or Saturday, Nov. 9. Your notification email will tell you which day your poster will be presented.

When do I need to be by my poster?

Each presenting author will be assigned to present their poster either Friday, Nov. 8, 2019 or Saturday, Nov. 9, 2019. Author presence is required during the lunch and evening reception times on the day they are assigned to present. In addition to the required hours, all presenting authors are also strongly encouraged to stand by their poster as much as possible during their assigned presentation day, especially during the session breaks.

Friday, Nov. 8, 2019

  • Required Hours: Lunch (12:30 –2 p.m.) and poster reception (6:30 – 8 p.m.)
  • Additional Hours Encouraged: Morning break (10:10 – 10:25 a.m.) and afternoon break (4:20 –4:50 p.m.)

Saturday, Nov. 9, 2019

  • Required Hours: Lunch (12:35 – 2:05 p.m.) and poster reception ( 7 – 8:30 p.m.)
  • Additional Hours Encouraged: Morning break (10:35 – 10:50 a.m.) and afternoon break (5–5:15 p.m.)

What are the poster specifications?

Posters specifications will be based on the number of abstracts that will present and will be provided with acceptance notifications.

Do I need to upload an ePoster? 

Providing your poster as an ePoster is optional. Abstract ePosters that are uploaded will be available during SITC 2019 to attendees. Abstract ePosters will also be posted on the SITC website for access to meeting attendees. The ePosters will be available for six months after the close of the meeting for complimentary viewing by attendees and at a cost for non-attendees. After 6 months, the ePosters will be available at no cost to non-attendees as well. By submitting an ePoster, you are granting permission to SITC to distribute your abstract ePoster including, but not limited to, on the SITC 2019 app andwebsite, within the SITC archives and enduring materials webpages.

Please note, all abstract posters are required to bring a printed poster for display in the SITC Poster Hall, regardless of whether an ePoster is submitted. SITC will not print ePosters for authors.

Do I need to print my poster number on my poster?      

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. SITC suggests 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. 10, 2019 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. Additional information can also be provided but uploading a handout in the SITC Abstract Management System.

Is there Audio Visual for Rapid Oral and Poster Symposium Presentations?

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

When and where will the abstract titles be released?

The regular abstract titles will be released on Oct. 1, 2019 on the SITC 2019 website. The late-breaking abstract titles will be release on Nov. 1, 2019 on the SITC 2019 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. ET on Nov. 5, 2019. After that, the abstract content will be available on the SITC 2019 website and 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 and they must follow the Embargo Policy. 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. 6, 2019. The deadline for late-breaking abstract withdrawal or changes, including presenter changes, is Sept. 27, 2019. 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 SITC 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 small regular abstract content changes is Sept. 6, 2019. The deadline for small late-breaking abstract content changes is Sept. 27, 2019. Please note that content changes after Aug. 1, 2019 at 5 p.m. PDT must be small edits that do not drastically change the abstract information originally provided. If you would like to make a change to your abstract between the submission deadline and these dates, you must submit your request in writing to education@sitcancer.org. Upon receipt of your request SITC will make the change, if possible, and send a confirmation once the change has been completed.

When is the deadline to withdraw my abstract?

The deadline for regular abstract withdrawal is Sept. 6, 2019. The deadline for late-breaking abstract withdrawal is Sept. 30, 2019. If you would like to withdraw 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 SITC will make the change and send a confirmation once the withdrawal has been completed.