Your Guide to Submission
Thank you for your interest in submitting an abstract to DDW. The deadline to submit an abstract is Sunday, Dec. 1, 2019, at 9 p.m. EST. Please note this is the Sunday following the U.S. Thanksgiving holiday. The full DDW rules of submission are available below.
Abstract Submission Guidelines
Mark your calendar for these important dates related to DDW 2020 abstract submission:
- Thursday, Oct. 17, 2019, at 9 a.m. ET: Abstract submission site opens.
- Sunday, Dec. 1, 2019, at 9 p.m. ET: Abstract submission site closes. No abstract edits, author additions or changes to author information will be accepted after this deadline. Please note this deadline occurs on the Sunday after the U.S. Thanksgiving holiday.
- Friday, Dec. 13, 2019, at 3 p.m. ET: Co-author disclosures due.
- Tuesday, Feb. 11, 2020: Acceptance notifications sent by email to presenting authors.
The following timeline applies to late-breaking abstract submissions:
- Wednesday, March 25, 2020, at 9 a.m. ET: Late-breaking submission site opens.
- Wednesday, April 1, 2020, at 5 p.m. ET: Late-breaking submission site closes.
- Wednesday, April 8, 2020, at 3 p.m. ET: Co-author disclosures due.
- Thursday, April 23, 2020: Acceptance notifications sent by email to presenting authors.
Submitting authors must create an account and submit abstracts online. No faxed or mailed abstracts will be accepted.
There is a $60 non-refundable processing charge per abstract. There is a $120 fee for late-breaking abstracts. Please note that this is a processing fee, not a publishing fee, and that abstracts not selected for presentation at DDW are also subject to the fee. Refunds will not be offered for any abstracts not selected for DDW 2020 or to any presenting authors who are not able to attend DDW.
Abstracts are not considered submitted until payment information has been received. Authors have the option of paying by Visa®, MasterCard® or American Express®. No invoices, purchase orders or checks will be accepted. Authors may edit submitted abstracts until the submission deadline on Dec. 1, 2019.
Authors do not have to be a member of one of the four sponsoring societies to submit an abstract. Submissions from international or trainee authors are welcome.
- Abstracts containing basic, clinical or translational research findings in the fields of gastroenterology, hepatology, endoscopy or gastrointestinal surgery may be submitted.
- 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 that have been submitted to DDW in previous years, but not accepted for presentation, may be submitted.
- New for 2020, case reports may NOT be submitted as abstracts and will therefore not be considered for oral or poster presentation. Instead, case reports may be submitted to the DDW Case Reports role for consideration for presentation during Stump the Professors sessions. Learn more about submitting a case report.
- 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. 1 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 2020 (May 2-5, 2020). See the “Additional SSAT Rules” section (below) for more information.
Contact DDW administration to verify that your abstract is eligible for submission to DDW 2020.
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.
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. 1 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.
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.
- 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.
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.
Late-breaking abstract submissions may be selected for oral presentation and should feature newsworthy, high-impact data that were not available at the Dec. 1 general submission deadline. Abstracts will be scored on the quality and significance of the submitted evidence. DDW welcomes submissions describing new therapies and unapproved medications, large phase II or III clinical trial results, and novel basic science discoveries that have not been published or presented at other meetings.
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. Revisions to previously submitted abstracts and abstracts that have been published, submitted to or presented in any other scientific venue or publication are also ineligible and will not be reviewed.
Late-breaking submissions will be accepted beginning Wednesday, March 25, 2020, through 5 p.m. ET on Wednesday, April 1, 2020. breaking submission site opens. Co-author disclosures are due by 3 p.m. ET on Wednesday, April 8, 2020.
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.
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
Abstract Submission Resources
Secrets from an Abstract Reviewer
What do reviewers look for? Learn some insider tips from Dr. Higgins to help you prepare for abstract submission.
Abstract Submission Tip: Creating High-Quality Figures
Learn how to create high-quality figures from guest author Kira L. Newman, MD, PhD, on DDW News.
Advice for Abstract Submission
Read guest author Dr. Richard Peek’s advice on how to write a good abstract for DDW 2020 on DDW News.