HYNES CONVENTION CENTER

Boston, Massachusetts
March 4–7, 2018

 

Abstract Guidelines

Abstracts should present new research or developing information on HIV infection and AIDS and related conditions. 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.

The Scientific Program Committee and external reviewers will review and score submissions, after which the disposition of each abstract will be sent via e-mail to the presenting author and all coauthors listed on the abstract submission form.  An accurate professional e-mail address for the presenting author and all coauthors is required for this purpose.

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

Important Dates

  • General abstract submission opens: August 30, 2017, 5:00 PM Pacific Time
  • Scholarship application submission opens: September 8, 2017
  • Deadline for submitting general abstracts: September 27, 2017, 5:00 PM Pacific Time
  • General abstract, new investigator scholarship, and international investigator scholarship dispositions sent by e-mail: November 15, 2017
  • Late-breaking abstract submission opens: December 1, 2017, 9:00 AM Pacific Time
  • Deadline for submitting late-breaking abstracts: January 16, 2018, 5:00 PM Pacific Time
  • Electronic poster submission begins: January 25, 2018

General Abstract Submission

General abstract submission is closed.

Late-Breaking Abstract Submission

Late abstract submission is now open. To submit an abstract, please visit the Abstract Submission Website.

Data analyzed after the general abstract submission deadline should not be submitted as a late-breaker 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. 

Abstract Submission Guidelines Contents

Use the bookmarks below to jump to the related sections:

Abstract Content (Includes updated information for CROI 2018)
Special Notes on Abstract Content (Includes updated information for CROI 2018)
Additional Required Information (Includes updated information for CROI 2018)
Submitting Author Responsibilities
Abstract Review
Copyrights

Abstract Contents

Each abstract must include the 6 elements: title, author names with professional affiliations, background, methods, results, and conclusions. Abstracts may also include 1 table or 1 figure. In addition, the submitting author must provide the following information: whether the abstract has been previously published or presented and if so, where; the abstract category; and 2 to 5 keywords. These elements are described further below.

Character Allowances

Section headings (ie, Background, Methods, Results, and Conclusions), are not included in the abstract body character count. Do not include these headings in the body of the submitted text. Please use the counters on the abstract submission page to track your character count.

Character limits 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.

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 IMPACT OF DRUG A AND DRUG B IN TREATING HIV

Author Names and Affiliations

New for CROI 2018. Up to 15 authors may be included on each abstract, (including a research team or group, if applicable). If you wish to include the name of a research team or group as the 15th author, follow the instructions on the abstract submission form. Please DO NOT enter the names of additional individual authors in the research group field.

Authors listed on the abstract should conform to the International Committee of Medical Journal Editors (ICMJE) recommendations for authorship:

  1. Substantial contributions to the conception or design of the work; or the acquisition, analysis, or interpretation of data for the work; AND
  2. Drafting the work or revising it critically for important intellectual content; AND
  3. Final approval of the version to be published; AND
  4. Agreement to be accountable for all aspects of the work in ensuring that questions related to the accuracy or integrity of any part of the work are appropriately investigated and resolved

See: ICMJE Defining the Role of Authors and Contributors

Updated for CROI 2018. Author Affiliations: Indicate each author’s professional affiliation by selecting the institution from the list provided in the abstract submission system. The list may be filtered beginning with the first word of the institution name. In general, the list does not use abbreviations for institutions, although there are some exceptions (eg, CDC, US CDC, NIH, CHU, and INSERM are used as abbreviations). Department names and school names are not used unless they are part of the institution name (eg, San Francisco Department of Public Health).

New for CROI 2018. Research Collaborators: Individuals who are not listed as coauthors on an abstract may be considered research collaborators if they contributed substantively and measurably to the scientific development or execution of the project. Research collaborators should meet most of the same authorship criteria described the ICMJE recommendations above. Research collaborators will have access to early registration for CROI (along with accepted abstract 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?

Table or Figure

Each abstract may contain 1 table or 1 figure. Characters and labels within a table or figure do not count toward the character limit for abstract content.

  • To add a table: Create the table in a word processing program (eg, MS Word) and save it as an image (.jpg, .gif, or .png). Use the Image or Table upload utility within the abstract system to upload the image of the table
  • To add a figure: Save an image of your figure (.gif, .jpg, or .png file) and upload it during the abstract submission process. The image must be legible at the maximum printed size of 4 inches x 6 inches with either vertical or horizontal orientation.

Special Notes on Abstract Content

Trade Names

Trade names for drugs should not be used in abstracts. Refer to drugs by their nonproprietary names.

Abstracts Describing Clinical Trials

Updated for CROI 2018. Presentations from randomized trials and cohorts should follow the ICMJE guidelines, including reporting of study designs, (eg, prospective, observational, randomized, double-blind, STROBE, CONSORT, or others), statistical methods, and outcomes by demographic variables. See: ICMJE Preparing for Submission.

Of particular note, please consider whether there is substantive evidence of differences in effect by sex or other key demographic groups. If so, a stratified analysis should be made available during the presentation of the abstract at CROI. Please also note whether the study is ongoing or completed and whether the results are preliminary or final.

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. The chemical or molecular structure must be shown in the presentation (it need not be part of the abstract or be published in the e-abstract book).

Case Reports and Systematic Reviews

Updated for CROI 2018. In general, CROI does not accept abstracts for case reports, meta-analyses, or systematic reviews unless they are of enormous public health significance.

Additional Required Information

Previous Submission, Publication, or Presentation of Data or Abstract

In general, CROI does not accept work that has been previously published or publicly presented, or that is scheduled to be published or presented prior to CROI. Consideration may be given to a previously presented submission if meaningful newer data or different analyses are included, or if the prior or anticipated presentation was or will be at a conference not focused on HIV-related topics.

If your study data or abstract information has been published; has been submitted for publication; or was previously presented at another major HIV-related national or international scientific or medical conference (ie, generally more than 400 attendees), you will be ask to provide the following details during abstract submission: the name and date (or anticipated date) of the publication or conference presentation, and whether anyone holds a copyright on those data. Abstract text that is under copyright by a publication or another conference should not be submitted to CROI.

If your study data are accepted for publication or presentation after their submission to CROI, and that publication or presentation is expected to take place before CROI, please email CROIabstracts@iasusa.org to provide details.  Publication in these circumstances will not necessarily prevent presentation of the research at CROI, but failure to notify the conference promptly regarding plans to publish or present a CROI-accepted abstract prior to CROI may result in removal of the study from the conference program.

Category

Choose from the established list of CROI topic categories. Categories are used to assign each abstract to the review team whose expertise maches that of the abstract's subject matter. 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, free text may be entered.

Submitting Author Responsibilities

The person who submits an abstract is responsible for the following:

  • Assuring that If accepted, the presenting author will present the abstract as designated by the CROI Program Committee (ie, as an oral or poster presentation)
  • Ensuring that financial relationships with commercial entities have been disclosed for the presenting author, his or her spouse or partner, 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 or partner, 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
  • Give permission for the presentation to be videotaped and/or recorded and the abstract to be published in the Abstract eBook, CROI website, Topics in Antiviral Medicine (for eventual listing in the National Library of Medicine), and other related conference materials
  • If accepted as a poster presentation, providing an electronic version of the poster
  • 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

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 his or herself, his or her spouse or partner, and institution. The new presenter must be listed as a coauthor on the abstract and must be registered and accepted for attendance at CROI.

Disclosure of Financial Relationships

The submitting author is responsible for the disclosure of financial relationships with commercial entities 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

See ACCME definition of commercial interest for more information.

Abstract Review

Each abstract is reviewed and scored independently by 5 to 10 experts in the particular field. Abstract review begins immediately after the submission deadline. Therefore, changes to abstracts are not possible after the submission deadline.

Notification of Abstract Disposition

After the Scientific Program Committee and external expert reviewers complete their review and score 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 Abstracts are Not Accepted for Presentation

Because of the number of abstract submissions, the CROI Program Committee is unable to provide feedback on individual submissions. Below are common reasons why abstracts are not accepted for presentation.

  • 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 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.