Your Guide to Submission
We are pleased to offer the DDW 2020 ePosters and ePapers site, opening on Saturday, May 2, 2020. The site will feature full-text abstracts, available free of charge to the public. Presenting authors have the opportunity to submit an electronic presentation that will be posted alongside the abstract on the site.
ePosters and ePapers Submitter Information
Why Submit a Presentation?
- Although submission is not required, we hope you will take advantage of this opportunity to share your presentation with the GI community.
- Authors can include audio narration and video with their presentations.
- Authors can take advantage of the ePosters and ePapers site forum tools to interact with, and answer questions from, fellow presenters and the public.
- There is no charge to submit a presentation.
- All abstract presenters will receive an email message from email@example.com on Friday, April 17 with a link to the submission site and login information.
- Authors listed as the presenter of more than one abstract will receive an email for each abstract.
- Presentations will be accepted Friday, April 17 through Tuesday, June 30, 2020.
You have the option of uploading a multi-slide presentation or a file consisting of a single slide (i.e., a poster file). Multi-slide presentations are limited to 30 slides. Audio files should not exceed 15 minutes in length.You will be required to review and approve PDF and Flash conversions of your presentation file online after your initial upload. Presentations are not considered fully submitted until your final approval is received.
The following file types are accepted:
- PowerPoint (ppt/ppx)
- Adobe PDF
- Word (doc/docx)
- Single screen image files (BMP/GIF/PNG/JPEG)
The file name cannot include special characters (e.g., £, à, ñ, °) or other non-English character formats.
Files must be under 25 MB in size.
Please do not protect the file. After your file is uploaded to the submission site, it will then be converted to a protected PDF to secure your content.
- Please be sure to include a title slide.
- The second slide of your presentatio should include relevant disclosures.
- Your presentation is limited to 30 clides and 15 minutes in length.
- All uploaded files will not be converted to a secure PDF. Accordingly, slide transitions and animations will not transfer.
- After you submit and approve your presentation file, you will have the opportunity to either upload an audio file or record audio narration through the submission site.
- You are encouraged to use the recording option on the submission site. Audio recorded with this tool will synchronize directly to your slides.
- If you elect to upload a separate audio file, the audio will not be synchronized to your slides.
- Full instructions on using the recording tool will be available on the submission site.
- After you submit and approe your presentation file, you will have the opportunity to upload a media file to add to your presentation.
- Acceptable formats include aac, ac3, asf, avi, divx, flv, m1v, m2p, m2v, m4v, mov, moov, mpa,mpg, mpeg, ogm, omf, qt, rm, swf, vob, or wmv formats.
- We regret that we are not able to extract video files from PowerPoint decks.
- Video files are limited to 50 MB in size.
Abstract Submission Categories
When submitting an abstract, authors must select society to which they wish to submit as well as a submission category and subcategory. Authors should view the full list of abstract submission categories prior to submitting.
For questions about specific submission categories, contact the appropriate sponsoring society:
- American Association for the Study of Liver Diseases (AASLD)
- American Gastroenterological Association (AGA)
- American Society for Gastrointestinal Endoscopy (ASGE)
- The Society for Surgery of the Alimentary Tract (SSAT)
Abstracts may not be duplicated in any way or submitted to more than one society or submission category.
- Abstract titles may not be longer than 255 characters, including spaces. Identifying information like author or institution names must not be included in the title. Please note that the submission site will automatically capitalize all titles, so authors should be sure to appropriately format any necessary lowercase letters, superscript or subscript during submission.
- There is limit of 2,900 characters, including spaces, for the abstract text. Information included in tables or images does not count toward this limit.
- NEW for 2020: Abstracts may include up to two images per abstract. Images will only be accepted in gif, png, tiff, tif, jpg, or jpeg formats. PDFs will not be accepted. For assistance with saving a Word, Excel or Powerpoint table as an image file, view this video tutorial or these instructions on taking a screen shot using Windows or using a Mac.
- Please format your images appropriately, as images will be published as submitted if accepted for presentation. Be sure to remove any large white borders from images. Large images may be scaled for publication.
- Abbreviations should conform to the recommendations made by the IUB Committee of Editors on Biochemical Journals. Use the abbreviation in parentheses after the full word the first time it appears. Use no more than three nonstandard abbreviations.
- Drug products mentioned in abstracts should be identified by their nonproprietary (i.e., generic) names only. Do not capitalize nonproprietary names.
Video abstracts may be submitted to either ASGE or SSAT for consideration for presentation during society forums. Video files must be in either MOV, MPEG or MPG formats and may not exceed 1 GB in size. All DDW rules and author requirements apply for video submissions.
If you have any technical difficulties during your file upload, please contact DDW administration.
ASGE Video Submissions
ASGE video forums are designed to showcase interesting endoscopic cases or techniques in the field of gastrointestinal endoscopy. Video presentations can demonstrate accepted techniques, difficult or interesting cases, complications or innovations within the field of endoscopy.
All submissions are subjected to a peer-review process and evaluated according to content and audiovisual quality, determining which submission will be accepted and in which category. Once submitted, you will NOT be able to make changes to the video or audio of the program. All recorded narration and presentations at DDW are to be in English. All submitted videos will be considered for selection in one of the following sessions:
Video Plenary Session: This session represents the most prestigious and highest ranking, cutting-edge, fully edited endoscopic videos presented at DDW. These submitted videos receive the top ratings during our peer review. The highest scoring video from the peer-reviewed process for each category will be presented an award by the moderators at the end of each section as “Best of the Best” in that category. However, there is no guarantee that each category will have an award given. In addition, one final overall winner (the ASGE-Video GIE Award) will be selected from those identified as “Best of the Best” videos. This award will be announced at the end of the Video Plenary session.
World Cup of Endoscopy (An International Friendly and Fun Competition): This session features a friendly international competition of selected videos from various countries. Selection into World Cup will be based upon the entertaining content of the video, with the objective of selecting one video from several countries. On average every year, approximately 8 to 10 countries compete in this session. All selected videos will be presented and scored live by an international panel of judges during the session. The top three winners will be declared at the end of the session and receive medals. This session is intended to foster a fun, relaxed, and entertaining atmosphere!
All video submissions to ASGE require an abstract and will follow the same rules and guidelines as abstracts submitted for oral and poster presentation. Additionally, all ASGE video submissions must confirm to all policies listed in the ASGE 2020 Video Abstract Submission Criteria and Instructions, including the use of the ASGE video template. Deadline for receipt of videos submissions is Dec. 1, 2019.
SSAT Video Submissions
- A text abstract submission is required. Text should include the key ideas from the video. There is a limit of 255 characters for the title of your abstract submission. There is a limit of 700 characters, including spaces, for the text of your abstract submission (abstract body). Do not include institution or author names in the title, abstract body or file name.
- Attribution for commercial support must be in the form of a video credit in the beginning of the program. No endorsement or promotion of a specific device or product is allowed. Non-FDA approved use of devices should also be indicated in the opening credits of the video.
- Duration of the video should be seven to 10 minutes. Videos longer than 10 minutes will not be considered. Although sound is encouraged with video submission so that its content may be properly evaluated, if selected for presentation, no audio playback capabilities will be provided. The presenting author will need to supply all narration to the video itself.
- Permission for all copyrighted material (drawings, illustrations, video footage) must be obtained with attribution of permissions included in the closing credits.
- Surgical videos submitted online should not include author and institution information. Any patient identifying information must be excluded or obscured from video films and narration.
- If accepted, changes cannot be made to the submitted video file as videos will be uploaded on your behalf prior to the start of the meeting for conversion/playback purposes. If a PowerPoint presentation is required for introduction, you must indicate this in the submission.
DDW Abstract Rules and Regulations
By submitting an abstract, the contact author certifies that he/she and all co-authors listed on the abstract have read and agree to the following DDW 2020 Rules for Submission. Violations of any DDW policies may result in a five-year sanction from submitting abstracts to DDW for the submitting author.
Commitment to Present
- Submission of an abstract constitutes a commitment by the author(s) to present if the abstract is accepted. Failure to present may jeopardize acceptance of future abstracts. Abstracts may be presented only by authors listed in the author string at the time of submission.
- All presentations at DDW 2020 will be in English. Oral abstract presentations must be made by an author who speaks and understands English.
- Presenters are required to register for the meeting. Registration opens on Wednesday, Jan. 15, 2020, for society members and Wednesday, Jan. 22, 2020, for nonmembers.
- Expenses associated with the submission and presentation of an abstract are the sole responsibility of the presenting author.
Previous Presentation, Publication and Duplication
- As the world’s largest gathering of physicians and researchers in the GI field, DDW encourages the submission of abstracts that have not yet been presented at other large medical meetings. Abstracts that have been submitted to or presented at other national or international meetings, with the exception of the AASLD Liver Meeting, may be submitted provided that prior presentation and/or submission to other meetings is declared during the DDW submission process.
- Abstracts will not be considered for presentation if they have been published as an article or have been accepted for publication (including manuscripts) in printed or electronic formats upon the Dec. 2 submission deadline.
- Abstracts submitted to the SSAT will not be considered for oral presentation if they have been or will be published as an article or accepted for publication (including manuscripts) in printed or electronic formats before DDW. Abstracts selected for SSAT Plenary presentation are required to submit a manuscript at the time of the meeting for publication consideration in the Journal of Gastrointestinal Surgery. Failure to do so will result in a three-year sanction from submitting abstracts for all authors. The exception to this SSAT rule is that authors of basic science abstracts submitted to the SSAT may request a waiver from this manuscript submission requirement at the time of abstract submission. Additionally, abstracts submitted to the SSAT for oral presentation should not be submitted to or reviewed for consideration by other journals before DDW 2020.
- Abstracts will not be considered for presentation if they have been duplicated in any way. Abstracts may not be submitted to more than one category, subcategory or society for DDW. Abstracts that have been submitted to DDW in previous years but not accepted for presentation are eligible for submission.
- DDW reserves the right to impose a five-year sanction on any author who submits an abstract that has been duplicated in any way or submits an abstract to more than one category, subcategory or society.
The corresponding author certifies that all authors named in his abstract have agreed to its submission for presentation at DDW 2020, and that any animal studies conform with the October 2014 revision of The Guiding Principles in the Care and Use of Vertebrate Animals in Research and Training by the American Physiological Society; and that any human experimentation conducted conforms with the principals of the Declaration of Helsinki of the World Medical Association and meets all the requirements governing informed consent of the country in which the research was performed.
By submitting an abstract, the corresponding author affirms that his co-authors have participated sufficiently in the intellectual content, the analysis of data and the writing of the abstract to take public responsibility for it.
Corresponding authors affirm that they and the other authors submitting an abstract to DDW certify that the data included in their abstract submission and/or presented at DDW is truthful, original, unduplicated and without fraud or fabrication.
Abstract Copyright Transfer Agreement and Release for Recording
By submitting an abstract, the corresponding author certifies that all authors named in the abstract have read and understand the terms of the Abstracts Copyright Transfer Agreement, which states:
“The corresponding author hereby assigns, conveys, and otherwise transfers all rights, title, interest, and copyright ownership in said work to the four sponsoring societies of DDW effective upon acceptance of said work for publication. “Work” includes the material submitted for publication and any other related material submitted to DDW. The assignment of rights to the four sponsoring societies of DDW includes but is not expressly limited to rights to edit, publish, reproduce, distribute copies, prepare derivative works, include in indexes or search databases in print, electronic, or other media, whether or not in use at the time of execution of this agreement, and claim copyright in said work throughout the world for the full duration of the copyright and any renewals or extensions thereof.”
U.S. Government Employee Authors
The corresponding author warrants that the work was authored by employees of the U.S. government as part of their official duties and therefore may be published and reproduced without restriction.
- All authors are required to complete the disclosure process at the abstract submission site either disclosing all financial relationships with commercial interests or indicating that none exist. The deadline for completing disclosure is Friday, Dec. 13, 2019, at 3 p.m. ET.
- Upon submission of an abstract, co-authors that have not submitted their disclosure for DDW 2020 will receive an email alert directing them to the abstract submission site with instructions to submit their disclosure.
- It is the submitting author’s responsibility to ensure that all co-authors submit their financial disclosure for DDW 2020. Abstracts missing co-author financial disclosures will be in jeopardy of not being reviewed and involuntarily withdrawn from DDW 2020.
- As part of the disclosure process, authors will be asked if they have any relationships with commercial interests. Authors with such relationships will be asked to list the name(s) of the companies with which they are involved, the benefits received (e.g., salary, consulting fee, ownership interest, etc.) and any roles they play within the named commercial entities (e.g., advisory committee member, board member, employee, shareholder, etc.). Authors without relationships may state that they have no information to disclose.
- Submitting authors are not permitted to submit a disclosure on a co-author’s behalf.
Additional AGA Rules
AGA Institute Oral and Poster Abstract Submission
- AGA welcomes abstract submissions from all career levels for consideration of oral or poster presentation.
- Please carefully and thoroughly review the AGA Institute Council’s list of expanded abstract descriptors to find the best category and subcategory for your abstract submission.
- Abstracts submitted to the incorrect category/subcategory may be reassigned.
AGA GI Fellow-Directed QI Session Abstract Submission
- AGA will accept submissions for presentation as an oral or poster at a special fellow-directed session focusing on quality improvement.
- Only those currently enrolled in a GI fellowship program may submit abstracts to this descriptor category.
- The GI fellow MUST be the primary author on the abstract submission.
- Medical residents are not eligible to submit abstracts to this category.
- Abstracts submitted and accepted under this category are only eligible for presentation at the special quality improvement session.
- Please select “GI Fellow-Directed QI Session” for your category and subcategory only if you are submitting for this session.
Additional SSAT Rules
- An author can have more than one abstract accepted for SSAT podium presentation (including Plenary and Quick Shot oral presentations as well as video presentations) but can present only one of those podium presentations. In this case, unique co-authors must present the other podium presentations. There is no limit on the number of posters accepted per author, institution or subject.
- Authors of abstracts selected for SSAT Plenary presentations are required submit a manuscript at the time of the meeting for potential publication in the Journal of Gastrointestinal Surgery. Failure to do so will result in the prevention of future abstract submissions for a period of three years for all authors. The exception to this SSAT rule is that authors of basic science abstracts submitted to the SSAT may request a waiver from this manuscript submission requirement at the time of abstract submission. Additionally, abstracts submitted to the SSAT for oral presentation should not be submitted to or reviewed for consideration by other journals before DDW.
- If an abstract is accepted for a Quick Shot or poster presentation, authors are encouraged to submit a manuscript for potential publication in the Journal of Gastrointestinal Surgery.
- If an abstract selected for an SSAT Plenary or Quick Shot presentation describes the use of a device, product or drug that is not FDA approved; off-label use of an approved device, product or drug; or unapproved usage of a device, product or drug, the presenting author will disclose this information verbally to the learner during his or her presentation.
Editing an Abstract Submission
Authors may make edits to submitted abstracts any time prior to the Dec. 1 submission deadline. To make edits, submitting authors should log in at the submission site, click the “submission” tab and use the dropdown menu next to the abstract title to select “return to draft.” The abstract will then be available for editing. Once all changes have been made, authors must save and resubmit the abstract.
Please note that authors must resubmit an abstract that has been edited after the initial submission. Any abstracts in draft status at the submission deadline will not be reviewed or considered for presentation at DDW. There is no fee to resubmit an abstract.
All authors are required to complete the disclosure process by either disclosing all financial relationships with commercial interests or indicating that none exist. The deadline for completing all disclosures is 3 p.m. ET on Friday, Dec. 13, 2019 for general submissions and 3 p.m. ET on Wednesday, April 8, 2020, for late-breaking submissions.
Authors must complete their disclosure at the abstract submission site. Upon submission of an abstract, all co-authors will receive an email message informing them that they have been listed as a co-author of an abstract and that they are required to complete financial disclosure. The message will contain a link co-authors may use to log into the abstract submission site to complete the disclosure form.
As part of the disclosure process, authors will be asked if they have any relationships with commercial interests. Authors with such relationships will be asked to list the name(s) of the companies with which they are involved, the benefits received (e.g., salary, consulting fee, ownership interest, etc.) and any roles they play within the named commercial entities (e.g., advisory committee member, board member, employee, shareholder, etc.). Authors without relationships may state that they have no information to disclose.
It is the submitting author’s responsibility to ensure that all co-authors submit their financial disclosure for DDW 2020. Abstracts missing co-author financial disclosures will be in jeopardy of not being reviewed and involuntarily withdrawn from DDW 2020. Submitting authors are not permitted to submit a disclosure on a co-author’s behalf.
Presenting authors will be notified of the status of their abstracts by email on Tuesday, Feb. 11, 2020. It is the responsibility of the presenting author to notify any co-authors of the decision. Presenting authors must formally accept their invitations to present at the submission site by 5 p.m. ET on Wednesday, Feb. 19, 2020. If an invitation remains unanswered after this date, the abstract may be withdrawn. Declined invitations will result in automatic withdrawal.
Presenting authors will receive detailed instructions for presenting at DDW by email in March 2020. Information will also be posted to the DDW website, so please check for updates. Additionally, authors invited to give oral presentations will be asked if they grant permission to include their presentations in DDW On Demand, a session capture that allows wider access for professionals in gastroenterology via online playback of DDW 2020 sessions.
Abstracts selected for presentation at DDW 2020 by AASLD, AGA and SSAT will be published online in the Gastroenterology supplement. Abstracts selected for presentation at DDW 2020 by ASGE will be published online in the GIE: Gastrointestinal Endoscopy supplement.
DDW will withdraw an abstract upon written request from the submitting author. Requests for withdrawal must be made by Feb. 25, 2020. After this date, DDW cannot guarantee that a withdrawn abstract will be excluded from publication. Requests to withdraw an abstract must be made by the submitting or presenting author and must contain the submitting author’s name, abstract title and control ID number. To withdraw an abstract, complete this form.
“The sponsoring societies invite you to submit an abstract for presentation at DDW 2020. This video playlist provides a step-by-step guide on how to submit an abstract, complete disclosures, print a receipt and much more. The deadline for all submissions is Sunday, Dec. 1 at 9 p.m. EST.”
Grace Elta, MD, AGAF, FASGE, DDW Council Chair