WASHINGTON STATE CONVENTION CENTER

February 13–16, 2017

Abstract Guidelines

Abstracts should present new research or developing information on HIV/AIDS and related conditions. The Scientific Program Committee and external reviewer teams will review and score submissions. Abstracts are selected on the basis of their medical and scientific significance, timeliness, quality of data and methodology, adherence to specific format requirements, and other criteria described herein.

Following review by the Scientific Program Committee and external reviewers, the disposition of each abstract submitted for consideration will be sent via e-mail to the presenting author and all coauthors listed on the abstract submission form for whom an accurate e-mail address is provided.

See Also: Oral presentation guidelines | Poster presentation guidelines | Themed discussion guidelines | Housing guidelines | Registration | FAQs

Important Dates

  • General abstract submission opens: August 30, 2017
  • Deadline for submitting general abstracts: September 27, 2017, 5:00 PM Eastern Time
  • Late-breaking abstract submission opens: December 1, 2017, 9:00 AM Eastern Time
  • Deadline for submitting late-breaking abstracts: January 16, 2018, 5:00 PM Eastern Time

General Abstract Submission

General abstract submission is closed.

Dispositions for general abstract submissions were e-mailed on November 15, 2016. Please be sure to check your spam/junk folder in case the e-mail is delivered there. If you have questions, send an e-mail to CROIabstracts@iasusa.org.

Late-Breaking Abstract Submission

Late-breaking abstract submission is now CLOSED. Late-breaking abstract dispositions will be e-mailed by January 10, 2017.

Late-breaking abstracts must contain data of unquestionable significance. Data analyzed after the general abstract submission deadline should not be submitted unless they meet a high threshold of scientific merit. The percentage of late-breaking abstracts selected for presentation will depend on the number of submissions, but the selection criteria is more rigorous than for general abstracts. 

Presenting Author Responsibilities

The person who submits an abstract is considered the presenting author and is responsible for the following:

  • Presenting the abstract for oral or poster presentation, if accepted.
  • Assuring that financial relationships with commercial entities have been disclosed for self, spouse, and institution.
  • Assuring that if the presenting author is replaced with a new presenter, the new presenter will disclose financial relationships with commercial entities for self, spouse, and institution.  The final abstract submission must include disclosure information for the author who will present at CROI.
  • Providing complete and accurate contact and affiliation information for ALL coauthors; correct e-mail addresses are essential.
  • Assuring that ALL coauthors have reviewed and approved the abstract’s content.
  • Providing an electronic version of a poster abstract. Poster room credentials will not be issued until electronic versions of posters have been received

If an abstract is accepted, the presenting author is expected to register for the conference and reserve a room at one of the conference hotels via the CROI housing and registration system.

Required Elements

Each abstract must include the 6 elements listed below. Titles may contain up to 85 characters, including spaces. The abstract body may contain 2500 characters, including spaces. Section heads (ie, Background, Methods, Results, and Conclusions), are not included in the abstract body character count. Please use the counters on the abstract submission page to track your character count. Note: Trade names should not be used in abstracts.

Title

The abstract title should be concise and clearly convey the subject of the abstract.

  • Maximum length: 85 characters, including spaces.
  • Style: Titles should be in all upper case letters
    Example:
    A RANDOMIZED CONTROLLED TRIAL OF THE IMPACTS OF DRUG A AND DRUG B IN TREATING HIV
  • Format: Bold  

Author's Names

These names will appear below the title. The name of the presenting author will appear in bold. Up to 10 and no more than 10 authors may be included on each abstract, including a research team or group. If you wish to include the name of a research team or group as the 10th author, follow the instructions on the abstract submission form. Please DO NOT enter the names of additional individual authors that exceed the allowed number of 10 individual authors.

Background

Briefly and clearly describe the hypothesis of the study. Why was the study conducted?

Methods

Detail the experimental methods and processes employed in the study. What did you do?

Results

Describe the precise findings of the study; promises of results “to be determined” are not acceptable. Describe what you found and include data.

Conclusions

Describe logically sound conclusions and reliable inferences drawn from the study results. Why are the study’s findings important?

Abstracts Describing Clinical Trials

If an abstract is reporting data from clinical trials of human subjects, describe study design (eg, prospective, randomized, double-blind) and population (ie, numbers enrolled and demographics). The presenting author should have been involved in the gathering of the raw data and be able to discuss the analysis. Please also include the following information:

  • Is the study ongoing or completed?
  • Are the results final or preliminary?
  • Describe statistical analyses employed, including those used to support the results.

Abstracts Describing New Compounds

Please be sure to include information sufficient to allow for meaningful review of compound data; this may include isolation, activity, chemical structure, mechanism of action, toxic effects, and pharmacologic data. Chemical or molecular structure must be shown.

Character Allowances

Specifications are as follows:

  • Title: Up to 85 characters, including spaces.
  • Body: Up to 2500 characters, cumulative, including spaces.
  • Tables: Suggested maximum size is 8 columns x 12 rows; table characters are not included in the cumulative character count.

Optional Elements

Each abstract may contain 1 table OR 1 image.

Table

The preferred method for adding a table is to create the table in a word processing program (eg, MS Word), save it as an image (.jpg, .gif, or .png), and upload the image of the table. We strongly encourage this method because the abstract submission system's table editor is complex, requires use of HTML code for formatting, and is limited in formatting options (ie, italics, bold, center alignment).

Image

To upload the image of a figure: Save an image of your figure (.gif, .jpg, or .png file) and upload it during the abstract submission process. Your image must be legible at the maximum printed size of 4 inches x 6 inches with either vertical or horizontal orientation.

Required Information

Previous Submission, Publication, or Presentation of Data or Abstract

In general, CROI does not accept work that has been previously published or publically presented (especially if at conference of more than 400 attendees). Consideration may be given to a submission if meaningful newer data or different analyses are included. If your study data or abstract information has been published, submitted for publication where publication is anticipated on or before December 31 before the CROI where you will present, or presented at any other major national or international scientific or medical conference (ie, generally 400 or more attendees), you will be asked to provide details on the previous presentation or publication. These details include name and year of prior or upcoming conference, publication information or submission for publication, and whether the prior abstract is copyrighted. Abstract text that is under copyright by a publication or conference should not be submitted verbatim to CROI. In addition, you will be asked about the data that have been updated for presentation at CROI.

An abstract presented at an approved CROI preconference workshop is eligible for presentation at CROI as long as the information remains under embargo until it is presented at CROI (not released outside of the affiliated meeting).

Category

Choose from the established list of CROI topic categories. Please keep in mind that, on review of the abstract, the Scientific Program Committee and external reviewers may elect to assign an abstract to a category deemed more appropriate. Categories and definitions.

Keywords

Two keywords are required; up to 5 are allowed. Keywords should be chosen from the standard list whenever possible, but if a desired keyword is not found in the CROI keyword database, then free text may be entered.

Coauthors

Include the name, e-mail address, and institutional affiliation for coauthors. Up to 10 may be entered (no exceptions). If there are more than 10 authors, you may use the final (10th) slot to name a study group that represents those who cannot be listed individually (eg, on behalf of the IAS-USA study group).

Affiliations: Enter the primary affiliation for each coauthor.  Please spell out the full name of the institution and do not use abbreviations such as “Univ.” for “University.”

Changes in Presenting Author

The author noted as the presenting author on an abstract is responsible for delivering either the oral or poster presentation if the abstract is accepted. In case of an emergency, an alternate may take the presenting author’s place. The new presenting author must update the abstract submission to disclose information for the new presenter, his or her spouse, and institution. The new presenter must be listed as coauthor on the abstract and must be registered and accepted for attendance at CROI.

Disclosures: Disclosure of financial relationships with commercial entities is required for the following:

  • Presenting author
  • Spouse or partner of the presenting author
  • Grants to the presenting author, spouse, or partner paid to their institution
  • New presenting author (if applicable), including spouse or partner and institution

Notification of Abstract Disposition

After the Scientific Program Committee and external expert reviewers completes its review and scores all abstracts submitted for consideration, the author and coauthors for whom correct e-mail addresses have been provided will be sent e-mail notification of the abstract disposition.

Common Reasons for Abstract Rejection

  • Subject matter is not appropriate for CROI
  • Information is not new enough
  • Abstract is duplicative of other submissions
  • Format does not follow guidelines (eg, section[s] missing, more than 1 graphic, table, or figure submitted)
  • Submission is poorly written overall
  • Background does not summarize the hypothesis
  • Methodology is inadequate or insufficient to support conclusions
  • Controls are absent or inadequate
  • Statistical evaluation is inadequate or absent
  • Summary of essential results is inadequate or absent
  • Data are not included or offer inadequate/insufficient support for conclusions
  • Submission reports clinical trial data from unplanned analysis or incomplete or ongoing studies

Copyrights

By submitting your abstract to the Conference on Retroviruses and Opportunistic Infections (CROI), you are transferring all copyright ownership of the abstract, including all rights incidental thereto, to the CROI Foundation in the event that the abstract is accepted and published by the CROI Foundation. For US federal employees, work conducted on an abstract while the author(s) were employed by the US federal government is not protected by the Copyright Act and there is no copyright, thus ownership cannot be transferred. The contents of the CROI Program and Abstracts eBook are protected by copyright. We require that permission to replicate or reproduce any part of a CROI abstract be obtained from the CROI Secretariat; however, study data are the property of the author(s) and study sponsors as relevant. For more information, please e-mail CROIinfo@iasusa.org.