Your Guide to Submission
Thank you for your interest in submitting an abstract to DDW. Updated 2021 submission guidelines, including submission categories and formatting instructions, are available below.
Abstract Submission Guidelines
Mark your calendar for these important dates related to DDW 2021 abstract submission:
- Thursday, Oct. 15, 2020, at 9 a.m. EDT: Abstract submission site opens.
- Thursday, Dec. 3, 2020, at 9 p.m. EST: 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 Thursday after the U.S. Thanksgiving holiday.
- Thursday, Dec. 17, 2020, at 3 p.m. EST: Co-author disclosures due.
- Tuesday, Feb. 16, 2021: Acceptance notifications sent by email to presenting authors.
The following timeline applies to late-breaking abstract submissions:
- Thursday, March 25, 2021, at 9 a.m. EDT: Late-breaking submission site opens.
- Thursday, April 1, 2021, at 5 p.m. EDT: Late-breaking submission site closes.
- Thursday, April 8, 2021, at 3 p.m. EDT: Co-author disclosures due.
- Tuesday, April 27, 2021: 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 2021 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. 3, 2020.
To speed the submission process, please ensure that your browser allows pop-ups and redirects for the abstract site before you submit. If pop-ups are blocked, the payment page may not display properly. Should you have any issues navigating the payment screen, simply use the tab key to advance fields.
Abstract presentations will take place through the DDW Virtual™ meeting platform. Abstracts may be selected for lecture or poster presentation.
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 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. 3 submission deadline. (SSAT submitters: Please see further information in the SSAT Additional Rules section below.)
- 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 accepted for presentation at previous DDW meetings are not eligible for submission with the following exception: Abstracts accepted for presentation at DDW 2020 by SSAT may be resubmitted to SSAT for consideration for the 2021 meeting. Authors must complete a new submission for the 2021 meeting by the Dec. 3 submission deadline to be considered; additionally, 2020 encore submissions will not be published in the April 2021 Gastroenterology supplement if accepted for DDW 2021.
- Abstracts that have been submitted to DDW in previous years, but not accepted for presentation, may be submitted.
- Case reports and case series may be submitted to AASLD, AGA and SSAT. ASGE will not accept case reports for the 2021 meeting.
Contact DDW administration to verify that your abstract is eligible for submission to DDW 2021.
When submitting an abstract, authors must select society to which they wish to submit as well as a submission category and subcategory.
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.
To give authors the opportunity to submit novel research that was not complete at the general submission deadline, DDW will accept clinical and basic science late-breaking abstract submissions from 9 a.m. EDT on March 25, 2021, through 5 p.m. EDT on Thursday, April 1, 2021.
Late-Breaking Abstract (LBA) submissions may be selected for oral or poster presentation and should feature newsworthy, high-impact data that was not available at the Dec. 3 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 LBA 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. 3 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 or presented in any other scientific venue or journal are also ineligible and will not be reviewed. All formatting and submission rules apply to late-breaking submissions.
- 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.
- 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.
- Any author wishing to include a table with their abstract must submit the table as an image file type. For assistance with saving a Word, Excel or Powerpoint table as an image file, view these instructions on taking a screen shot using Windows or using a Mac or view this video tutorial.
- 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. Also, 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, MPG, MPG4, or MP4 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 for the 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!
Educational Endoscopy Video (New for 2021): What’s your favorite endoscopy technique? These cutting-edge, fully edited short topic specific educational endoscopic videos clips will be presented at DDW and must be 8 minutes or less in duration. The highest scoring video for the best video in this category from the peer-reviewed process will be presented the Distinguished Educational Video (DEV) Award. This award will be announced at the end of the Video Plenary Session.
For more information on formatting your video and using the ASGE Video Forum and World Cup PowerPoint Instruction Guide and ASGE PowerPoint Template, please view the 2021 Video Forum and World Cup Criterial and Instructions.
Audio narration in English must be included in the production. Convert your presentation into MP4 or MOV file. Video size recommended for high definition: 1920x1080 (square pixel ratio) or 1280x720 (square pixel ratio), both for 16:9 aspect ratio. Bit Rate: 5Mbps (for 720) or 10Mbps (for 1080). Video size recommended for standard definition: 720x480 (0.9 pixel ratio) for a 4:3 aspect ratio or 720x480 (1.2 pixel ratio) for 16:9 aspect ratio.
All video submissions to ASGE require an abstract and will follow the same rules and guidelines as abstracts submitted for oral and poster presentation.
Email ASGE for more information.
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 7 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 2021 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.
- DDW 2021 will be a virtual meeting, so all presentations will take place at the virtual meeting platform. Presenters may be required to submit their presentations in advance of the meeting; presenters may also be required to attend their session and participate in real time using computer audio and video. Specific details will follow by email to accepted authors in the Spring.
- All presentations at DDW 2021 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. 13, 2021, for society members and Wednesday, Jan. 20, 2021, 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 accepted for presentation at previous DDW meetings are not eligible for submission with the following exception: Abstracts accepted for presentation at DDW 2020 by SSAT may be submitted to SSAT for consideration for the 2021 meeting.
- 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. 3 submission deadline.
- 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 2021, 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 Thursday, Dec. 17, 2020, at 3 p.m. EST.
- Abstracts missing co-author financial disclosures will be in jeopardy of not being reviewed and involuntarily withdrawn from DDW 2021.
- It is the submitting author’s responsibility to ensure that all co-authors submit their financial disclosure for DDW 2021.
- 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.
- The SSAT will consider abstract submissions for presentation if they have been previously published, or have been accepted for publication at the time of submission, provided that the previous publication is disclosed and that substantive updates from the previous work are demonstrated during the DDW submission process.
- 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 of abstracts selected for SSAT presentations are encouraged to submit a manuscript for potential publication in the Journal of Gastrointestinal Surgery.
Authors may make edits to submitted abstracts any time prior to the Dec. 3 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. EST on Thursday, Dec. 17, 2020 for general submissions and 3 p.m. EDT on Thursday, April 8, 2021, for late-breaking submissions.
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 2021. Submitting authors are not permitted to submit a disclosure on a co-author’s behalf.
For more information on submitting co-author disclosure, view this tutorial.
Presenting authors will be notified of the status of their abstracts by email on Tuesday, Feb. 16, 2021. 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. EST on Wednesday, Feb. 24, 2021. If an invitation remains unanswered after this date, the abstract may be withdrawn. Declined invitations will result in automatic withdrawal.
DDW will withdraw an abstract upon written request from the submitting author. Requests for withdrawal must be made by Feb. 25, 2021. 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.
DDW’s sponsoring societies have various grants available. Please see a list of DDW-related grants and awards below, and visit the respective society websites for more information:
Contact DDW Administration to verify that your abstract is eligible for submission to DDW 2021.
This video playlist provides a step-by-step guide on how to submit an abstract, complete disclosures, convert tables to images and print a receipt.
The deadline for all submissions is Thursday, Dec. 3 at 9 p.m. EST
Advice for Abstract Submission
10 Ways to Make Your Abstract Stand Out
Ensure that your abstract stands out for acceptance to DDW by following these 10 recommendations from Mindy Engevik, PhD.
What I Wish I Knew: 5 Lessons I Learned as an Abstract Submitter
Dhruvil Radadiya, MD, shares the five things that he wishes he knew before submitting his first abstract to DDW.
The Do’s and Don’ts of Abstract Submission
To help you craft the perfect abstract, Alana Persaud, MD, shares some do’s and don’ts.