Regular and Young Investigator Award (YIA) Abstracts: the submission period is April 19, 2023, through June 27, 2023, at 5 p.m. PDT.

Late-breaking Abstracts: the submission period is July 10, 2023, through Sept.6 , 2023, at 5 p.m. PDT.

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, and there must be a minimum of one corresponding, one primary and one presenting author for each abstract.

Once an abstract is submitted, the presenting author is automatically sent an email notification asking them to complete their Conflict of Interest (COI). The email notification contains a link that takes to the online COI form. They will need to log in to their SITC Connect account to access the form. Should the presenting author have any issues with the online COI form, they can reach out to education@sitcancer.org. The submitting author can check if the presenting author has submitted their COI by reaching out to SITC staff at education@sitcancer.org. 

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.

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 38^th Annual Meeting & Pre-Conference Programs (SITC 2023).

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

Unfortunately, SITC does not accept any Regular Abstracts or Young Investigator Award Abstracts after June 27, 2023 at 5 p.m. PDT and does not accept any Late-breaking Abstracts after September 6, 2023 at 5 p.m. PDT.

Late-Breaking Abstracts
Late-breaking Abstract submission is solely for abstracts with late-breaking data and not for abstracts submitted “late.” The Late-breaking Abstract deadline is not intended to be an extension of the general submission deadline. Late-breaking Abstracts highlight novel and practice-changing studies, and only apply to data that would have not otherwise have been presented as an abstract at the 38^th Annual Meeting. 

New in 2023: Applications are no longer required to submit a Late-breaking Abstract. If a Late-breaking Abstract is not accepted, it will not be published or presented at the meeting. There is no longer an option for it to be considered as a Regular Abstract.

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

Regular and Young Investigator Award Abstracts will be notified if their abstract was accepted for presentation on July 31, 2023. Late-breaking Abstract notifications will be sent on Sept. 22, 2023.

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.

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

Clinical Trial In Progress and Clinical Trial Complete abstracts need to include the following:

Abstract submitters must answer whether the abstract being submitted is based on a clinical trial and will be presenting clinical data. If the abstract being submitted is a clinical trial abstract, please mark whether it is an in progress or a completed clinical trial. For more information about what is considered a clinical trial in progress, click here. If the abstract will incorporate basic or pre-clinical research, please mark that it is not a clinical trial abstract. Please note, the response to this question will determine which abstract categories you see.

Inclusion Enrollment Report Data Table: To assist with SITC’s commitment to improve diversity and inclusion in clinical trials, it is asked that clinical trial abstract submitters please complete the Inclusion Enrollment Report data table, which follows the NIH data template. This data will not be shared with abstract reviewers and will not be included in the publication of accepted abstracts. The data will only be accessible to SITC staff and will only be reported in aggregate. Presenters for abstracts that are accepted for a poster or oral presentation are encouraged to include this data in the presentation if applicable. Thank you for helping SITC monitor the landscape of diversity in clinical trial enrollment.

Late-breaking Abstracts 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, June 27, 2023, and needs to be considered for late-breaking submission.

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

Regular and Young Investigator Award Abstracts will be notified if their abstract was accepted for presentation on July 31, 2023. Late-breaking Abstract notifications will be sent on Sept. 22, 2023. Late-breaking abstract not accepted will not have the opportunity to present at SITC.

After you have submitted your abstract you will receive a confirmation email. The presenting author will then need to click on the link, which will take them to the online COI form. You will need to log in using your SITC Connect account to access and complete this form.

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

After Regular, Young Investigator Award 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 2023. If SITC does not receive a response by the stated deadline, SITC will assume you agree to present and will include your abstract.

In addition to oral abstract presentations, oral presenters are invited to present their abstract as a poster and an ePoster as well. ePosters can be uploaded by the presenting author (more information provided in the Speaker Management System). 

Once assigned, abstract numbers cannot be changed.

You may view your submitted abstract by logging into the abstract submission system and clicking on 'Abstract Submissions'.

The deadline for Regular Abstract and Young Investigator Award Abstract withdrawal is Aug. 7, 2023. The deadline for Late-breaking Abstract and Regular Abstract - Part 2 withdrawal is Sept. 29, 2023. 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.

Yes, 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 booking their own housing, if needed.

Both oral and poster abstract presenters will be informed of their presentation details in their notification email sent on July 31, 2023 for Regular and Young Investigator Award Abstracts and Sept. 22, 2023 for Late-breaking Abstracts.

The abstract number refers to the number assigned to the abstract by SITC, which will be provided in the abstract notification email. The abstract number is the number that is made public for your abstract. The abstract ID is what is assigned by the submission site when you submit your abstract. This number is used for administrative purposes and is not made public.

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. 

The abstract number determines where your abstract will be listed in all publications including the Journal for ImmunoTherapy of Cancer (JITC) Supplement, and on the SITC 2023 website and meeting app. For abstracts selected for poster presentation, it also determines where your poster will be located in the Poster Hall.

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. 

The abstract number is determined by the category selected when the abstract is submitted and the last name of the primary author.

Before the Submission Deadline: To withdraw or remove your abstract, you will need to begin by logging into the abstract submission system and clicking on 'Abstract Submissions'. Open the abstract you would like to withdraw by clicking on the title. Once you are in the abstract, click on the menu icon in the upper left, next to the Abstract Submission header. Under this menu, select Withdraw. You will be asked to provide a reason for the withdrawal. Once entered, select Submit. A pop us screen will appear asking you to confirm the withdrawal; select OK to proceed and withdrawal the abstract.

After Submissions Close (June 27 for Regular and YIA abstracts, Sept. 6 for LBAs and Regular Abstracts - Part 2): The deadline for regular abstract and Young Investigator Award abstract withdrawal is Aug. 7, 2023. The deadline for Late-breaking Abstract and Regular Abstract - Part 2 withdrawal is Sept. 29, 2023. 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.

Oral Abstract Presenter:

• Presenter’s photo and brief biography

• Presenter’s Conflict of Interest disclosure form

• PowerPoint presentation slides

• Completed recording permission form

• Provide an image for the ePoster module (optional)
  

Rapid Oral Abstract Presenter:

• Presenter’s photo and brief biography

• Presenter’s conflict of interest disclosure form

• PowerPoint presentation slides

• Completed recording permission form

• Provide an image for the ePoster module (optional)
  

Poster Abstract Presentation:

• Printed poster for onsite display

• Provide an image of the poster for the ePoster module
  

All abstract PowerPoint presentations are due Oct. 16, 2023.

Regular Abstracts, Young Investigator Award Abstracts and Late-Breaking Abstracts:

• Location: Poster Hall (Exhibit Hall B)
• Dates/Times:
• 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 during this time, so poster presenters are asked to depart from the hall after hanging their poster)
• Tear Down: After 7 p.m.
• Required Hours: Lunch (12:15–1:45 p.m.) and Poster Reception (5:30–7 p.m.)
• Additional Hours Encouraged: Morning Break (9:10–9:40 a.m.); Afternoon Break (3:25–3:50 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 during this time, so poster presenters are asked to depart from the hall after hanging their poster)
• Tear Down: After 8:30 p.m.
• Required Hours: Lunch (11:55 a.m.–1:25 p.m.) and Poster Reception (7–8:30 p.m.)
• Additional Hours Encouraged: Morning Break (10:45–11:25 a.m.); Afternoon Breaks (2:50–3:20 p.m. and 4:45–5:05 p.m.)

Regular, Young Investigator Award 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.

Providing your poster as an ePoster is required. Abstract ePosters will be available to attendees on  SITC 2023's Virtual Platform, beginning Friday, Nov. 3, 2023. 

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 posters for authors.

No, posters do not need to have the poster number printed on them. Poster numbers will be on the poster boards.

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 Saturday, Nov. 4, 2023, will be disposed of by the convention center staff.

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

The Regular and Young Investigator Award Abstract titles will be released on September 27, 2023, on the SITC 2023 website. The Late-breaking Abstract titles will be release on October 25, 2023 on the SITC 2023 website.

The deadline for Regular and Young Investigator Award Abstract withdrawals, including presenter changes, is Aug. 7, 2023. The deadline for Late-breaking Abstract withdrawals, including presenter changes, is Sept. 29, 2023. These deadlines 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 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 request, if possible, and send a confirmation once the withdrawal or change has been completed.

The deadline for Regular and Young Investigator Award Abstract withdrawal is Aug 7, 2023. The deadline for Late-breaking Abstract and Regular Abstract - Part 2 withdrawal is Sept. 29, 2023. 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.

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

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

A Faculty Resource Room will be available onsite during SITC 2023 for presenters to upload updated slides onsite. All faculty are required to load final presentation slides at least 48 hours before the start of the program in which they are presenting. 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.

Slides will be kept confidential until the embargo is lifted at the time of the presentation. 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.

The Poster Hall will be located in Exhibit Hall B of the San Diego Convention Center.

The Poster Hall will be open from 9 a.m.–7 p.m. on Friday, Nov. 3, 2023 and from 9 a.m.–8:30 p.m. on Saturday,  Nov. 4, 2023.  Authors will only need to be by posters during lunch and reception hours on Friday and Saturday; however authors are strongly encouraged to also stand by their posters during all breaks.

All odd numbered Regular and Young Investigator Award posters will be on display in the Poster Hall (Exhibit Hall B) on Friday, Nov. 3, 2023 from 9 a.m.–7 p.m., while even numbered Regular and Young Investigator Award posters will be on display in the Poster Hall (Exhibit Hall B) on Saturday, Nov. 4, 2023 from 9 a.m.–8:30 p.m.

All odd numbered Late-breaking Abstract posters will be on display in the Poster Hall (Exhibit Halls Hall B) on Friday, Nov. 3, 2023 from 9 a.m.–7 p.m., and all even numbered Late-breaking Abstract posters will be on display Saturday, Nov. 4, 2023 from 9 a.m.–8:30 p.m.

Regular Abstracts, Young Investigator Award Abstracts and Late-breaking Abstracts:
Presenting authors will be assigned to present their poster in the Poster Hall (Exhibit Hall B) either Friday, Nov. 3, 2023 or Saturday, Nov. 4, 2023, with odd numbered posters being assigned to Friday, Nov. 3, and even numbered posters being assigned to Saturday, Nov. 4. 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. 3, 2023 - Odd Poster Numbers (including odd number posters that include a letter, such as 579-A and 1201-B)

• Required Hours: Lunch (12:15–1:45 p.m.) and Poster Reception (5:30–7 p.m.)
• Additional Hours Encouraged: Morning Break (9:10–9:40 a.m.); Afternoon Break (3:25–3:50 p.m.)

Saturday, Nov. 4, 2023 - Even Poster Numbers (including even number posters that include a letter, such as 442-A and 1040-B)

• Required Hours: Lunch (11:55 a.m.–1:25 p.m.) and Poster Reception (7–8:30 p.m.)
• Additional Hours Encouraged: Morning Break (10:45–11:25 a.m.); Afternoon Breaks (2:50–3:20 and 4:45–5:05 p.m.)

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.

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 by uploading a handout in the SITC Abstract Management System.

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.

Poster presenters retain the right to reuse their poster after the poster embargo, Nov. 3 at 9 a.m. EDT.

ePosters will remain on the SITC virtual meeting platform, accessible to Annual Meeting registrants, through Jan. 8, 2024. SITC does not distribute or display ePosters anywhere after Jan. 9, 2024.

Full Regular and Late-breaking Abstract content will be embargoed until 6 a.m. PDT/9 a.m. EDT on Oct. 31, 2023. After that, the abstract content will be published in the JITC Supplement. This includes content within the original abstract submitted. This does not include 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.