Abstract Submission Guidelines

Abstract submission for the 2017 Palliative and Supportive Care in Oncology Symposium is now open.

Submission Categories

Authors must select one track that best fits the subject of their abstract. The Palliative and Supportive Care in Oncology Symposium Program Committee reserves the right to recategorize an abstract.                                                                      

  • Advance Care Planning
  • Caregiver Support
  • Communication and Shared Decision Making
  • Coordination and Continuity of Care
  • End-of-Life Care
  • Integration and Delivery of Palliative and Supportive Care
  • Models of Care
  • Psychosocial and Spiritual/Cultural Assessment and Management
  • Survivorship
  • Symptom Biology, Assessment, and Management

Submission Requirements

  • Prior Publication: For a study to be eligible for acceptance to the Palliative and Supportive Care in Oncology Symposium, the contents and conclusions of the abstract must not be presented at any scientific, medical, or educational meeting of 500 registrants or more or be published in a scientific, medical, or educational publication (in any medium), in whole or in part, before the Symposium. The exception to this is presentation at the cosponsoring societies' annual meetings.
  • First Author Disclosure: Author disclosure must be declared at the time of abstract submission. If the first author is employed by a company as defined by the CMSS Code for Interactions with Companies (see below), an alternate presenter who does not have a relevant employment relationship must be named if the abstract is selected for presentation in an oral abstract session.
    • Company as defined in the CMSS Code for Interactions with Companies, is, “a for-profit entity that develops, produces, markets, or distributes drugs, devices, services or therapies used to diagnose, treat, monitor, manage, and alleviate health conditions. This definition is not intended to include non-profit entities, entities outside of the healthcare sector, or entities through which physicians provide clinical services directly to patients.”
  • Submission Fee: A nonrefundable $60 administrative fee, payable at the time of submission, will be charged for all abstract submissions. Payments can be made by credit card only.
  • Abstract Change Deadline: Following the abstract submission deadline, first authors may request corrections to rectify errors (e.g., typos, misspellings) within abstract submissions. Requests must be emailed by September 14, 2017, at 12:00 PM EDT. Updates to original data will not be permitted, as changes are permissible only for the correction of errors. 
  • Abstract Withdraw Deadline: If a first author chooses to withdraw his or her abstract for any reason, a request must be emailed by September 14, 2017, at 12:00 PM EDT. Any abstract withdrawal request received after this date will be considered on a case-by-case basis and cannot be assured removal from the Palliative and Supportive Care in Oncology Symposium Proceedings
  • Confidentiality Policy: Submitted abstracts are considered both CONFIDENTIAL and EMBARGOED from the time of submission. For a study to be eligible for presentation, information contained in the abstract, as well as additional data and information to be presented about the study, may not be made public before the findings have been presented/published in compliance with the Embargo Policy. The one exception to these policies applies to abstract information that has been previously made public through presentation at another meeting. In these cases, the confidentiality and embargo policies apply only to any updated information.           

The Confidentiality and Embargo Policies require that, prior to the embargo being lifted, the first author, and coauthors of the research not

  • publish the information or provide it to others who may publish it,
  • release the findings to news media, or
  • use the information for trading in the securities of any issuer, or provide it to others who may use it for securities trading purposes.

The first author is responsible for conveying this information to all parties.

Guidelines

Please make special note of the following when preparing your abstract

  • Describe the objectives and results of the research in the abstract so that the Program Committee can evaluate the quality and completeness of the abstract. Abstracts will be judged solely on the basis of the data in the submitted abstract.
  • Organize the abstract according to four sections, identified by the following headers: Background, Methods, Results, and Conclusions.
  • Do not use proprietary names in the title or body of the abstract. If necessary, you may include the proprietary name in parentheses directly after the generic name on first use in the body of the abstract.
  • Do not refer to study results or conclusions in the title of the abstract. The title should objectively describe the study. The Program Committee reserves the right to edit conclusive titles.
  • You may include one data table with the abstract. Do not include illustrations or graphics.
  • Do not exceed 2,000 characters (approximately 300-350 words), not including spaces, for the total of your abstract title, body, and table.
  • Individuals may serve as first author of more than one abstract.
  • List no more than 20 individual authors for each abstract. Make sure that all coauthors meet the definition of authorship as stated by the International Committee of Medical Journal Editors in the “Uniform Requirements for Manuscripts Submitted to Biomedical Journals.” In addition to the 20 authors, an authoring group may also be listed to indicate the remaining authors.
  • Although clinical trial registration is not required for abstract submission, publication, or presentation, certain clinical trials are required to be registered by law and/or prior to journal publication. If a clinical trial is already registered, the first author will be asked to provide the name of the registry and the trial registration number during the abstract submission process. The clinical trial number will be included in the published abstract.

In order to successfully complete an online submission, authors will need to provide the following information

  • First Author (Presenting Author): The name, institution, telephone number, and email address of the first author is required. The first author (presenting author) will receive all future correspondence from ASCO.
  • Coauthor(s): The name, institution, and email address of each coauthor. Academic degrees of coauthors are not needed.
  • Late-Breaking Data Submissions: The 2017 Palliative and Supportive Care in Oncology Symposium is not accepting Late-Breaking Data Submissions. 
  • Disease Site/Topic Category: Select the most appropriate disease site and topic category for the abstract, according to the list of topics online (which also appears above). Please note that the Program Committee has the authority to recategorize an abstract.
  • Disclosure Declaration: Disclosure of all relationships with companies for the first author and all coauthors is required.

First Author Responsibilities

  • Verify that, if necessary for the work reported, the clinical research represented in the abstract was approved by an appropriate ethics committee or institutional review board and, if appropriate to this research, informed consent was obtained for all subjects.
  • Verify that all coauthors are aware of the contents of the abstract and support its data.
  • Agree, on behalf of all authors, to transfer copyright to ASCO.
  • Agree to present the abstract if it is selected for presentation at the Symposium. This includes being present during the scheduled time of a poster session.
  • Agree that the same contact information and email address will be used for each abstract if submitting more than one abstract.
  • Identify the corresponding author. If you would like someone other than the first author to be contacted with any questions by the Scientific Review Committee, please designate within the abstract submitter. All other correspondence will be with the first author.
  • Comply with ASCO's 2017 Policy for Relationships With Companies (Journal of Clinical Oncology 2017 35:7, 796-798) and obtain and provide disclosure of all relationships with companies for all coauthors by the abstract submission deadline.
  • For abstracts containing original research, for the first, last, and corresponding authors provide disclosure specific to the research sponsor on participation in a speakers’ bureau, employment, and ownership interest. Original research means a systematic investigation designed for the purpose of expanding knowledge or understanding, including the analysis of data. For clarity, a clinical trial is original research under this definition, and a summary or review of prior knowledge is not original research under this definition.
  • Comply with conflict of interest management decisions, including the potential for slide review prior to presentation. For more information on these procedures, see ASCO’s Conflict of Interest Implementation Plan for CME Activities.

Late-Breaking Data Submissions

The Palliative Care in Oncology Symposium does not allow for the submission of late-breaking data submissions.

Presentation Types

  • Oral Abstract Sessions: Presentations will be 10 minutes in length. Presenting authors should use slides to accompany their presentation. Those who have disclosed relevant employment relationships with companies as defined by the CMSS will be prohibited from presenting and must select an alternate presenter with no relevant employment relationships.
  • Poster Sessions: Selected abstracts will be presented in poster sessions and are hung all day with two scheduled viewing periods. Depending on the day of the presentation, the viewing periods will either be held during lunch and an evening reception, or over breakfast and lunch. First authors should be available for at least one of the two daily viewing periods to informally answer questions from attendees regarding the information presented. 

Correspondence

Abstract Notifications

Each first author (presenting author) will receive an email acknowledging receipt of the abstract after initiating a submission and after completing a submission. The first author (presenting author) will receive a letter of notification from the Program Committee regarding its decision by late August 2017.

Please email us with any questions. 

Merit Awards

Based on funding availability at the time of the award, a limited number of Merit Awards will be given to fellows and trainees who submit high-quality abstracts. Merit Award recipients will receive a monetary stipend, as well as complimentary registration for the Symposium. Fellows who wish to apply for a Merit Award should check the box in the abstract submitter, indicating they wish to apply for a Merit Award. Applicants will be required to upload a letter of support from their Training Program Director and a two-page curriculum vitae. Individuals who are selected for a Merit Award will be notified of their award in late August 2017.