Policies

Abstract Embargo & Release Information Policy

Below are the policies of the SITC abstract submission process. By submitting an abstract, you are agreeing to abide by these policies.

Submit AbstractAbstract Dates Abstract FAQsAbstract Reference Guide

Abstract Titles and Authors

  • Regular and Young Investigator Award (YIA) Abstracts titles and authors are embargoed until Oct. 3, 2025 at 9 a.m. ET. At that time, Regular and YIA abstract titles and authors will be posted on the SITC Annual Meeting website.
  • Late-Breaking Abstracts – Clinical Only (LBAs) titles and authors are embargoed until Oct. 30, 2025 at 9 a.m. ET. At that time, LBA titles and authors will be posted on the SITC Annual Meeting website.
  • Once abstract titles are listed on the website, press releases can be issued with the titles, authors and logistical information.
  • Any planned press releases and media alerts must have been reviewed and approved in advance by SITC Communications staff, additional information on press release is below. 

Abstract Embargo Information

Abstract Content Embargo

  • Regular and Young Investigator Award (YIA) Abstracts are embargoed until Nov. 4, 2025 at 9 a.m. ET. At that time, full Regular and YIA abstracts will be published as a preprint supplement in the Journal for ImmunoTherapy of Cancer (JITC). This includes content within the original abstract submitted.
  • Late-Breaking Abstracts – Clinical Only (LBAs) are embargoed until Nov. 7, 2025 at 9 a.m. ET. At that time, full LBAs will be published as a preprint supplement in the Journal for ImmunoTherapy of Cancer (JITC). This includes content within the original abstract submitted.

Poster Presentation Data Embargo

(Posters only): Any additional data that will be available on a poster that is beyond what was submitted in the abstract is embargoed until Nov. 7, 2025 at 9 a.m. ET. This embargo applies to poster-only presentations at the 40th Anniversary Annual Meeting.

Oral Presentation Data Embargo

Any updated and/or new data that will be available in an oral presentation is embargoed until the date and time of the presentation. If the oral presenter is also creating a poster which includes updated and/or new data, the poster shares the same Oral Presentation Embargo date, not the poster embargo date specified above. This embargo applies to oral abstract presentations.

Press Release Policy

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.  

For press releases about Regular and YIA abstracts released:

  • Before 9 a.m. ET on Nov. 4, 2025: Press releases can be issued with only logistical information (abstract title, author, poster number, and presentation date and time) about an abstract/poster/oral presentation.
  • After 9 a.m. ET on Nov. 4 2025:Press releases can be issued with information about the content within the original abstract submitted. Additional, updated, and/or new data that will be available on a poster of the abstract is embargoed until Nov. 7, 2025, at 9 a.m. ET. Additional, updated, and/or new data that will be presented as an oral presentation at SITC’s Annual Meeting is embargoed until the date and time of the presentation.

For press releases about LBAs released:

  • Before 9 a.m. ET on Nov. 7, 2025: Press releases can be issued with only logistical information (abstract title, author, poster number, and presentation date and time) about an abstract/poster/oral presentation.
  • After 9 a.m. ET on Nov. 7 2025: Press releases can be issued with information about the content within the original abstract submitted and content on a poster. Additional, updated, and/or new data that will be presented as an oral presentation at SITC’s Annual Meeting is embargoed until the date and time of the presentation.

Withdrawal & Editing Policy

Deadlines for withdrawals or changes:

Regular and Young Investigator Award Abstracts: If accepted, the deadline for Regular and Young Investigator Award Abstract withdrawals or changes, including presenter changes, is Aug. 8, 2025.

Late-Breaking Abstracts - Clinical Only (LBAs): If accepted, the deadline for LBA withdrawals or changes, including presenter changes, is Oct. 7, 2025.

Withdrawal requests must be submitted to education@sitcancer.org. 

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 or make a change to your abstract before the applicable date above, you must submit your request in writing to education@sitcancer.org. No changes will be made to any abstract after the review has started. 

Presenter Policies

I.                     Notice of Use of Audio/Video for Educational Content

Slides and audio/video recording (if applicable) from your presentation will be posted as on-demand enduring materials on SITC’s website for educational purposes.

If a presentation contains content that a presenter does not wish to include in the enduring materials, the presenter must submit a redacted version of their slides to SITC at education@sitcancer.org within 7 business days of the program. The redacted version will be posted as enduring material.

II.                     Presentation Content and Ownership

Presenters retain ownership of their presentation. SITC does not own the presentation and will not utilize it outside of posting enduring materials as permitted by permission given through this agreement.

Presenters are responsible for intellectual property ownership of, or right to use, content in their presentation. For example, the presenter is responsible for appropriately citing content in their presentation. If necessary, presenters are responsible for requesting and securing permission from the copyright holder to include the material and to authorize SITC to record the presentation.

Annual Meeting poster presenters retain the right to reuse their poster after the poster embargo, Nov. 7 at 9 a.m. ET.

Copyright Policy

Parameters for requesting permission to use abstracts and articles published in JITC are detailed in BMJ’s copyright policy. For detailed information on how to cite, reference, give attribution to, use, reuse, etc. regarding an article or an abstract published in JITC, please consult the publisher, BMJ. You must adhere to the rules in accordance with the type of license granted to BMJ.

SITC Privacy Policy

Please see the SITC Privacy Policy regarding providing your information on SITC platforms and our service providers, including the Abstract Management System provided by The Conference Exchange.

Call for Papers by Publisher

BMJ, the publisher of the Journal for ImmunoTherapy of Cancer (JITC), reserves the right to email corresponding authors of abstracts or Late-breaking Abstracts once they are published to notify them of online publication and to invite them to submit articles to JITC.

Encore Presentation Policy

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

License to Publish

Authors grant an exclusive license on a worldwide basis to BMJ and SITC in accordance with the standard license. It is the responsibility of the nominated coordinator to ensure that the corresponding/lead author of each abstract is aware that by submitting their work for publication they are agreeing to the terms and conditions of BMJ’s standard license to publish for abstracts.

SITC Meeting Code of Conduct

Please see the SITC Meeting Code of Conduct regarding policies for program participants and attendees.