The abstract submission period for Digestive Disease Week® (DDW) 2020 is underway. We know the abstract submission process can be confusing, especially for first-time submitters, so we’ve compiled a list of some of the most frequently asked questions to help you meet the Dec. 1 submission deadline.
Visit the DDW website to find additional FAQs, submission guidelines and more. Be sure to also check out our other articles on DDW News for more guidance on crafting your abstract, including advice from reviewers and past submitters.
If you have additional questions that aren’t answered here, please write it in the comments and DDW Administration staff will answer in a timely fashion.
Q: When can I submit an abstract for DDW 2020?
A: The DDW 2020 abstract submission site is now open. Abstracts must be submitted by Sunday, Dec. 1, 2019 at 9 p.m. EST. No late submissions will be accepted. All edits to abstracts, author additions or changes to author information must be completed by the Dec. 1 deadline. Please note, this is the Sunday following the U.S. Thanksgiving holiday.
Q: Is there a character limit? How many tables and images can I include?
A: There is a limit of 2,900 characters, including spaces, for the text of your oral or poster abstract submission. Information included in tables or images does not count toward this character limit. Authors may upload a combination of up to two tables or images per abstract. For assistance with saving a Word, Excel or Powerpoint table as an image file, view this video tutorial.
There is a separate limit of 255 characters for the title of your abstract submission. Do not include author or institute names in the title. For additional guidance and resources on creating high-quality figures, read the guest blog post by Kira L. Newman, MD, PhD.
Q: Does DDW accept case reports?
A: Trainees, including medical students, residents and fellows, are welcome to submit their most unique and thought-provoking case reports for consideration for a new session, Stump the Professor. Up to 16 submissions will be selected to present to a panel of sponsoring society experts who must determine correct diagnoses. In the abstract submission site, select the new DDW Case Report role and follow the steps to enter your case details by the Dec. 1 deadline.
Q: Does DDW offer travel awards?
A: DDW will award up to 20 Basic Science Travel Awards for the 2020 meeting. Selected authors of basic science abstracts will receive a $1,000 travel grant, along with recognition at a reception during DDW. Visit the DDW website for more information about the Basic Science Travel Awards and additional sponsoring society travel grants.
Q: How much does it cost to submit an abstract?
A: There is a $60 non-refundable processing charge per abstract. Late-breaking abstracts have a $120 non-refundable abstract processing fee. Abstracts will not be submitted until payment is complete. Please note that this is a processing fee, not a publishing fee — abstracts not selected for presentation at DDW are also subject to the fee. Payment may only be made by credit card. Accepted cards are Visa®, Mastercard® and American Express®.
To obtain a receipt, complete the following steps:
- Log into the abstract submission site.
- Select the “Submission Tab” at the top of the page.
- Click on the “Action” drop down and select “View Receipt.”
- A copy of your submission receipt will open in a new window.
Q: If I’m unable to attend DDW, can I receive a refund for my abstract submission?
A: Refunds cannot be offered for any abstracts that have been submitted for DDW. The fees collected cover the cost to process abstracts, whether or not one attends the meeting.
Q: Can I withdraw my abstract after I’ve submitted it?
A: Yes, DDW will withdraw your abstract if it receives written notification of your intent to withdraw by Feb. 25, 2020. If you would like to withdraw your abstract, please complete the online form or contact DDW Administration. After Feb. 25, we cannot guarantee that your withdrawn abstract will be excluded from publication. Acceptance of the abstract obligates the author to present the paper. If circumstances prevent attendance, the author must arrange for the presentation to be given by a substitute co-author.
Q: How can I edit my abstract after submitting?
A: In order to edit an abstract that has been submitted, you will need to reenter the system using your user ID and password. You must first return the abstract to “draft” status and submit it again after you complete the edits. Failure to resubmit before the Dec. 1 deadline will mean that the abstract will not be reviewed. You will not be required to pay another $60 submission fee when you resubmit your abstract after making edits. No edits, including edits to the author string, are permitted after the abstract submission deadline.
Q: What should I do if experiencing technical difficulties on the submission site?
A: Direct your technical questions or problems with the system to the ScholarOne Technical Support Team. They can be reached by clicking the “Help” button in the right corner of the screen or by emailing [email protected]. You will need the following on hand to communicate with the ScholarOne technical support team about a specific abstract:
- Submission confirmation email, if you have already submitted your abstract.
- Control ID number (located on the top left corner of the submission screen).
Q: When will I be notified if my abstract has been accepted for inclusion in DDW 2020?
Notifications will be sent to presenting authors by email on Feb. 11, 2020, so keep your email information updated within the submission site. Authors can also view the status of their abstracts at the DDW abstract look-up site, available on Feb. 11.
Q: Can I submit a Late-Breaking Abstract?
A: Yes, DDW invites authors to submit clinical and basic Late-Breaking Abstracts (LBA) featuring new, high-impact science for presentation at DDW 2020. The sponsoring societies welcome late-breaking submissions describing new therapies and unapproved medications, large phase II or III clinical trial results, and novel basic science discoveries that were not ready for submission at the Dec. 1 general deadline.
The late-breaking submission period is not an extension to the general submission period. Case reports, literature reviews, retrospective studies and abstracts featuring results or data available on the Dec. 1 general submission deadline are ineligible as late-breaking abstracts and will not be considered.
The LBA submission site will open Wednesday, March 25 and will close at 5 p.m. EST on Wednesday, April 1, 2020. Co-author disclosures are due by 3 p.m. EST on Wednesday, April 8, 2020.