Call for Papers and Posters

General Information Regarding Paper and Poster Abstracts

The ASPHO Program Committee invites the submission of abstracts for papers and posters to be presented at ASPHO’s 26th Annual Meeting, April 24–27, 2013, in Miami, FL.

Important Dates

Submission
The system will remain open from October 29, 2012, to January 7, 2013. The system will close at 11:59 pm Pacific Time on January 7, 2013, and additional submissions will not be accepted.

Notification
Primary authors will be notified in February 2013 regarding selection of their abstracts.

Instructions for Online Abstract Submission

This is an electronic submittal system. The system is compatible with PCs and Macintosh computers.

 The goal of the ASPHO Program Committee is to solicit the very best original, basic, clinical, and social science abstracts that relate to the field of pediatric hematology/oncology. It is understood that any individual abstract may be part of an ongoing project. Paper and poster abstracts previously presented or published in whole or in part may be submitted. Abstracts should be updated or modified in some way. 

Authors should please note: ASPHO has always allowed previously presented work (e.g., a platform talk presented at the American Society of Hematology meeting in December of the year prior to the ASPHO spring meeting) to be presented at ASPHO meetings. Many societies do not allow such double presentations, so authors are encouraged to verify the rules for any meeting that may occur after the ASPHO annual meeting. Material that has been or is expected to be published in manuscript form before the dates of the ASPHO meeting is not acceptable for presentation in either poster or platform formats. 

Case reports are acceptable as abstracts, but authors should be aware of the following:

• If it is a single case report, the uniqueness of the case (i.e., Has this ever been described before?), the relevance of the case, the treatment used, or the biology involved must be clearly discussed. The quality of the discussion and the uniqueness of the case are generally the primary deciding factors in whether these abstracts are deemed acceptable for presentation.
• In general, single case reports are discouraged and instead authors are encouraged to put together at least a small series of similar cases.
• The committee is aware that this may be the only way for a student, fellow, or junior faculty to submit an abstract and come to the meeting, so the presenting author on such abstracts should usually be an author who fits in one of these categories.

 Important Information About Submission and Issues Related to Copyright

The primary author will be asked to sign an Abstract Submission Agreement, which confirms that the primary author agrees to grant ASPHO unrestricted, irrevocable permission to publish the abstract in printed materials, in a searchable database, and as a PDF file. The primary author retains the abstract’s copyright, and anyone wishing to use the abstract after the ASPHO meeting will be instructed to contact the primary author for permission.

General Information

• Abstracts are limited to 350 words (including tables and charts). A maximum of two tables or charts are allowed. For each table or chart, 100 words will be deducted.
• In the body of the abstract, authors must include the
  • background
  • objective
  • design/method
  • results
  • conclusion.
• Authors must indicate which meeting they are submitting the abstract to-ASPHO or PBMTC.  If both, author should make two submissions.
• Authors must indicate the institution, city, state, and country where the research was conducted.
• It is essential that each author select a theme (topic) for the abstract being submitted. This information is used for the appropriate grouping of papers and posters at the annual meeting as well as for publication in Pediatric Blood & Cancer and on the ASPHO website.
  
  • Hemostasis, Thrombosis, and Vascular Biology
  • Red Cells
  • Hematolog-general
  • Leukemia/Lymphoma/Hisitocyte Disorders
  • Solid Tumors
  • Bone Marrow Transplant
  • Quality Improvement/Patient Safety/Allied Health -
    
    • The quality improvement abstracts are based on improvement of health and health care.   The abstracts can be related to patient safety, processes to improve outcomes such as time to antibiotics and influenza initiatives but the abstracts need to be based on clear evidence.  Mention of key terms such as Global and Smart aims, Key Drivers, PDSA ramps need to be included as well has run charts to document change whether it be positive or negative.  Quality of life and survivorship abstracts should be submitted in the appropriate disease category.  We are also encouraging abstract submissions in this category from our Allied Health attendees (i.e., physician assistant, nurse practitioner, nurse, pharmacist) if they are the first or presenting author for the abstract.
  • Allogeneic BMT
  • Autologous BMT
  • Transplantation Biology and GVH/Supportive Care

• Authors should also indicate if
  • they will be applying for the ASPHO Young Investigator Award or the ASPHO Young Investigator Travel Stipend Award Application
  • their submission is an oral presentation, poster presentation, or both 
  • their abstract was accepted at any other national meeting(s). If the abstract was previously presented indicate
    • format (poster or platform) 
    • at what meeting the abstract was presented
    • whether the abstract has been modified and why a second presentation is important. 
• If you must cite a reference, please do so at the end of your abstract using the following format: author name, publication name, and year of publication. For example: (Smith, Ped Blood & Cancer, 2002).
• All accepted abstracts will be published online in a searchable ASPHO database and in Pediatric Blood & Cancer (online format) as submitted. Please check your submission carefully before clicking the Submit button in the submission system. ASPHO will not allow any changes to the abstract once the system closes on January 7, 2013. Abstracts will be presented as they appear at the time of submission.

Meeting Registration Guidelines for Presenters

Paper and poster abstracts will be presented during concurrent session time blocks throughout the annual meeting. Posters will be presented on either Thursday, April 25, or Saturday, April 27.  Presentation times will be assigned at the time the abstract is accepted; authors cannot request a specific presentation date and time. Prior to submission of a paper or poster, at least one author must agree to attend the ASPHO meeting and to participate as the paper or poster presenter. ASPHO will not waive the registration fee for presenters. Presenters are responsible for all personal expenses (e.g., travel, hotel) and for conference registration fees. Presenters are encouraged to register for the meeting and to reserve hotel accommodations as early as possible to ensure that space is available. 

Policy on Commercial Support
Presentations must avoid commercialism and should conform to accreditation standards for commercial support. Presentations that constitute promotion and advertising will not be accepted, including pervasive or inappropriate use of logos. Company product information may not be displayed or disseminated in conjunction with the presentation. If the author(s) received any funding for this research, a clear acknowledgment of support should be included at the end of the abstract (e.g., Supported by a grant from ABC Pharmaceuticals). 

Selection Criteria
Paper and poster submissions will be reviewed and rated by members of the Program Committee who have expertise in the research or clinical area to which the submission belongs. Each submission will be reviewed for its scientific or clinical importance, ethical practice, and study design.

Late-Breaking Abstracts
ASPHO does not allow late-breaking abstracts. All submissions must be received by the January 7 deadline.

Notification of Acceptance or Rejection of Submissions

An alphabetical list of primary authors’ names will be posted on the ASPHO website in February. This will be the first opportunity to learn whether an abstract was accepted or rejected for presentation and in what format.

All communications will be directed to the primary author. If the primary and presenting authors are different, communication will continue through the primary author. It is the responsibility of the primary author to communicate with the presenting author. The presenting author must be a coauthor on the abstract.

Papers
Primary authors on paper submissions will be notified by e-mail in February of their abstract’s acceptance or rejection. All authors on submissions considered for paper presentation will be required to complete a disclosure form; details will be included with the notification letter.

Posters
Primary authors on poster submissions will be notified by e-mail in February of their abstract’s acceptance or rejection.

Click here to begin your paper or poster abstract submission or to retrieve or edit an existing submission.

Please contact ASPHO at 847.375.4716 if you need assistance with your submission. Our staff is available to assist you Monday–Friday, 8 am–6 pm Central Time.