Presenter Information

Presenter Information

Oral Presentation Guidelines Poster Presentation Guidelines 

Abstract Presentation Information

After Regular, Young Investigator Award and Late-breaking Abstracts are reviewed and selected, abstract presenting authors and 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 presenting author will also be asked to accept or decline participation in the 38th Annual Meeting. If we do not receive a response by the stated deadline, we will assume you accept and include the abstract in all publications. Notifications will go out Monday, July 31, 2023 for Regular and Young Investigator Award Abstracts and on Friday, September 22, 2023 for Late-breaking Abstracts. 

The presenting author must register for the Annual Meeting to present an abstract. Submitting an abstract does not register you for the meeting. All presenting authors are responsible for registering themselves, and book their own housing, if needed. Abstract presenters do not receive complimentary registration. 

Abstract Policies

By submitting an abstract, you are agreeing to abide by the Abstract Policies.

Oral Abstract Presentation Information

Oral abstract presentations are selected for each session by the session co-chairs and Annual Meeting organizers. All Regular Abstracts chosen for oral abstract presentation will present during the 38th Annual Meeting, Nov. 3–5, 2023. Oral abstract presentations will vary in length depending on the session they are presenting in. Some may also include time for a brief question and answer session after the presentation. Exact presentation lengths, dates and times will be provided in the abstract notifications. Abstracts selected for an oral presentation will be notified on Monday, July 31, 2023 for Regular and Young Investigator Award Abstracts and on Friday, September 22, 2023 for Late-breaking Abstracts.

The designated presenting author of all oral abstract presentations will be added to the SITC Speaker Center upon confirming participation in the program to collect all required information. Oral abstract presenters will be required to submit a Conflict of Interest disclosure form, a recording permission form, a headshot and a biography as well as submit presentation slides prior to the Annual Meeting.

Prior to the annual meeting, all session presenters will be contacted with the final session information so that they may communicate with the session co-chairs and other presenters. Some sessions may schedule a conference call to review the session presentations, others may communicate via email. All presenters are required to be responsive to the requests of the session co-chairs and SITC staff.

Oral Abstract Presentation Types

Session Oral Abstract Presentations

Abstracts accepted for oral presentation during a plenary or concurrent sessions will be provided the specifics of what session, presentation length and question and answer information in the abstract notification. Each presentation may vary in length. Below are examples of standard abstract presentations.

Standard Presentation Information:

  • 15-minutes total: 10-12 minutes presentation, 3-5 minutes of Q&A
  • 10-minutes total: 8 minute presentation, 2 minutes Q&A

Rapid Oral Abstract Presentations

Select abstracts will also have the opportunity to give short oral presentations. Rapid oral presentations will be held during lunch from 12:30–1:30 p.m. on Nov. 3, 2023, and from 12:10–1:10 p.m. on Nov. 4, 2023. Presentations in the rapid oral abstract sessions are typically 5-8 minutes in length. Each day there will be two concurrent sessions, one for basic science and one for clinical abstracts.

The designated presenting author of all rapid oral abstract presentations will be added to the SITC speaker management system upon confirming participation in the program to collect all required information. Rapid oral abstract presenters will be required to submit a recording permission form, a photo, biography, conflicts of interest disclosure form as well as submit presentation slides prior to the Annual Meeting.

Exact presentation dates and times will be provided in the acceptance notifications.

Prior to the Annual Meeting, all rapid oral presentations will be contacted with the final session information so they can communicate with the session moderators. All presenters are required to be responsive to the requests of the session moderators and SITC staff.

Young Investigator Award Oral Abstract Presentations

Four Young investigator Award Abstracts will be selected for an oral abstract presentation during the Presidential Session of SITC’s 38th Annual Meeting. These four Presidential Travel Award winners will present during the Presidential Session on Saturday, Nov. 4, 2023 from 1:25–2:50 p.m. Other YIA winners, not selected as Presidential Travel Award winners, may also be selected for oral presentation during Annual Meeting sessions. 

Poster Presentation Guidelines

Abstract Numbering

All accepted abstracts will receive an abstract number, which will be provide in the abstract notification. This abstract number will be used in the JITC publication and will also be the abstract poster number. The abstract numbers are determined by:

  • Abstracts are ordered by the primary abstract category (alphabetized), then primary subcategory (alphabetized) and then by the last name of the primary author (alphabetized).
  • Once assigned, abstract numbers cannot be changed.

Abstract numbers with a letter at the end of the abstract number indicate a Regular Abstract - Part 2. For example, 579-A and 1040-C. 

Poster Hall Information

Poster Hall Hours: Nov. 3 from 9 a.m.–7 p.m. and Nov. 4 from 9 a.m.–8:30 p.m.

Each Regular, Young Investigator Award, Regular Abstract - Part 2, and Late-breaking Abstract presenting author will be assigned to present their poster in the Poster Hall (Exhibit Hall B) either Nov. 3, 2023, or Nov. 4, 2023.

  • Friday, Nov. 3, 2023: Odd Numbered Posters (including odd number posters that include a letter, such as 579-A and 1201-B)
  • Saturday, Nov. 4, 2024: Even Numbered Posters (including even number posters that include a letter, such as 442-A and 1040-B)

Author presence is required during the lunch and evening reception times on the day they’re 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.

SITC will not print posters for authors.

Friday, Nov. 3, 2023

  • Odd Numbered Posters (including odd number posters that include a letter, such as 579-A and 1201-B)
    • Poster Hall Hours: 9 a.m.–7 p.m.
    • Set Up: 7–9 a.m.

      • The poster and exhibit hall is officially closed at 7-9 a.m., so poster presenters are asked to depart from the hall after hanging their poster.

    • Required Hours: Lunch (12–1:30 p.m.) and Poster Reception (5:10–6:40 p.m.)
    • Additional Hours Encouraged: Morning Break (9:10–9:25 a.m.); Afternoon Break (3:10–3:30 p.m.)

Saturday, Nov. 4, 2023

  • Even Numbered Posters (including even number posters that include a letter, such as 442-A and 1040-B)
    • Poster Hall Hours: 9 a.m.–8:30 p.m.
    • Set Up: 7–9 a.m.

      • The poster and exhibit hall is officially closed at 7-9 a.m., so poster presenters are asked to depart from the hall after hanging their poster.

    • Required Hours: Lunch (11:55 a.m.–1:25 p.m.) and Poster Reception (7–8:30 p.m.)
    • Additional Hours Encouraged: Afternoon Breaks (2:50–3:20 p.m. and 4:45–5:05 p.m.)

Poster Specifications

Regular Abstract, Young Investigator Award, Regular Abstract - Part 2, and Late-breaking Abstract maximum poster dimensions are 4' x 8' portrait (vertical) orientation. Any dimensions that do not exceed 4' x 8' portrait orientation will be acceptable for Regular, Young Investigator Award and Late-breaking Abstract poster presentations.

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.

ePosters

Providing your poster as an ePoster is required. ePosters will be available during the 38th Annual Meeting for meeting participants to view and download on the virtual meeting platform, beginning Friday, Nov. 3, 2023. ePosters are available for meeting participants only and will be available on the virtual meeting platform for the duration the platform is available, Nov. 3, 2023 at 9 a.m. PDT/12 p.m. EDT through Jan. 12, 2024. Please note, everyone with an accepted abstract is required to submit an ePoster. Those who attend SITC 2023 in-person are asked to bring their physical poster to be put up in the in person Poster Hall. SITC will not print ePosters for authors.

Presenting authors can submit their ePoster in their speaker center. The ePoster submission deadline is October 16, 2023. Additional submission requirements are provided in the presenting author’s Speaker Center.