Abstract Presenters

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Abstract Presentation Guidelines


Abstract Acceptance/Rejection Notification

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  • The ACR will notify the presenting author of the status of their abstract in early September. The ACR graciously requests that all interested parties please refrain from directly contacting the ACR to obtain information regarding abstract status, notification distribution and/or publication dates. Please check the Annual Meeting website regularly for the most up-to-date information.
  •  It is the presenting author’s responsibility to then notify all co-authors.
  • IMPORTANT: The presenting author is the sole point of contact for all abstract co-authors. The ACR will direct all co-author inquiries to the presenting author.
  • The late-breaking presenting authors will be notified in late October and are responsible for notifying all late-breaking abstract co-authors.
  • Oral and poster abstract final presentation numbers are published in the online abstract supplement and the annual meeting app.

IMPORTANT INFORMATION REGARDING ABSTRACT PRESENTATION SCHEDULE CONFLICTS

  • Abstract session and presentation schedules cannot be changed to accommodate presenting author scheduling conflicts.
  • Invited speaker and moderator schedules cannot be changed to accommodate abstract oral or poster presentations.
  • Presenting authors may appoint a Co-author listed on the abstract to serve as an alternate presenter (see “Presenting Author Responsibilities” below for more information).
  • Alternate presenting authors of oral abstract sessions must be listed as Co-authors on the abstract and must identify themselves to the moderator before the start of the session.

Abstract Presentation Formats

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  • Abstracts are considered for either oral presentation or poster presentation.
  • As English is the designated language for the meeting, the presenting author is required to speak English when presenting.
  • If your abstract can only be presented as a poster, please check the appropriate box during the submission process.
  • The acceptance notification email will list the presentation format for each accepted abstract.

Presenting Author Affirmations

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  • The ACR does not condone presentations given by an invited presenter who has not been intimately involved in the development of the data and who cannot meet the criteria for authorship.
  • To be eligible to present, presenting authors will be required to confirm agreement with the following affirmation statements at the time of submission:

– I confirm I had full access to all of the data in the study, and take responsibility for the integrity of the data and the accuracy of the data analysis, and approved the data for presentation.
– I confirm I made significant contributions to the study design, analysis or interpretation of results.

Oral Abstract Presentation

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  • Oral presentations will be 15-minute podium presentations.
  • The presenter will have 12 minutes for presentation and 3 minutes for discussion.
  • Oral abstract presenters will be required to bring their presentation in an electronic format to the on-site Speaker Ready Room, where they will have the opportunity to review and/or revise presentations using computers in the room.
  • All presentations will be uploaded to a central server and sent to the appropriate meeting room on a secured intranet circuit prior to the start of the session. All monitors onsite will be 16:9 (widescreen).
  • All slides will be checked for adherence to ACCME policies by ACR staff prior to uploading the presentation.
  • Oral abstract final presentation numbers are published in the online abstract supplement and the annual meeting app. These will be available for 2017 in early October.

Oral Presentation Slide Requirements

  • Slide #1 must be your title slide.
  • Slide #2 must be your disclosure slide. Your disclosure statement should list all commercial relationships relevant to your specific talk. Disclosures must never include the use of a trade name or a product-group message.
  • Do not reference any company/product brand names during your presentation. However, institution logos (e.g., non-company/product logos such as universities, non-profit associations and government agencies) are allowed in the body of your presentation.
  • Abstracts must not contain any advertising, trade names or a product-group message

Poster Abstract Presentation

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Poster presentations facilitate one-on-one interaction between the presenters and attendees. Posters are grouped by topic and displayed in the poster hall area on (dates to be announced) . One poster session will be held each day.

ACR Poster Presenter Expectations

  • Presenting authors must be available at their poster from 9:00 AM – 11:00 AM to answer questions from attendees as well as poster tour participants.
  • Presenting authors are not required to be present at their poster after 11:00 AM, but must return to the poster hall to claim their poster between 4:00 – 6:30 PM.
  • In order to ensure a positive experience for both attendees and poster presenters, it is important to make sure that all posters are properly mounted and presenters are present from 9:00 AM – 11:00 AM for poster presentations.
  • Please note that the ACR will be monitoring posters during the presentation hours in an effort to make certain that the ACR is meeting the educational needs and expectations of attendees.
  • Please Note: There is no onsite poster printing service and no official ACR poster printing company at the Convention Center.

Poster Hanging and Dismantling Times

  • Posters must be mounted by 8:30 AM and dismantled after 4:00 PM during the designated poster session as outlined in the abstract acceptance notification.
  • Important: The ACR will promptly remove and recycle all posters not picked up by 6:30 PM each day.
  • Unclaimed posters will not be stored by the ACR.

Poster Presentation Times

  • In order to ensure a positive experience for both attendees and poster presenters, it is important to make sure that all posters are properly mounted and presenters are present from 9:00 -11:00 AM for poster presentations.
  • IMPORTANT: The ACR will be monitoring posters during the presentation hours in an effort to make certain that the ACR is meeting the educational needs and expectations of attendees.
  • Please Note: The ACR does not have an official poster printing partner and will not offer a poster printing and hanging service in Washington.

Poster Presentation Specifications

  • The backboard panel for each poster presentation board measures 44 inches (111.76 cm) high and 90 inches (228.6 cm) wide.
  • Posters should be printed horizontally and not exceed the size of the presentation board. 44” x 90”.
  • A copy of the accepted abstract must be affixed to the poster or made available to attendees (i.e., abstract can be either printed on the actual poster or a printed copy can be affixed to the poster.) 
  • Text and illustrations must be readable from distances of at least three feet. Use lightweight materials only; heavy articles are difficult to secure.
  • Disclosures must never include the use of a trade name or a product-group message and must be listed once at the bottom of the poster.
  • Posters may be broken down into several smaller portions, but must not exceed the size of the presentation board.
  • Push pins to mount materials will be available on site
  • No audiovisual, projection or computer equipment requiring electrical power will be permitted in the poster session area
  • Poster presenters are permitted to include a QR code on their poster that allows attendees to scan the code and view an uploaded image of your poster as an electronic copy (see example below):
    am.org

Guided Poster Tours

  • Guided poster tours, led by experts in the field, will guide small groups of attendees during the poster presentation times to highlight novel or recent developments.
  • Selected posters from various abstract categories will be included in the tours.
  • If your poster is selected as a potential poster tour poster, the poster tour guide will contact you before the meeting.

ACCME Standard and ACR Policy Regarding Third-Party Bias

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  • In accordance to ACCME requirements and ACR policy, abstracts selected for oral or poster presentation must be free of bias.
  • Do not reference any company/product brand names during your presentation. However, institution logos (e.g., non-company/product logos such as universities, non-profit associations and government agencies) are allowed in the body of your presentation.
  • ACR requires that educational materials that are part of a CME activity, such as slides, abstracts and handouts, not contain any advertising, trade names or a product group message.
  • Disclosures must never include the use of a trade name or a product group message.
  • For oral presentations, disclosures must be listed on the second slide of each presentation.
  • For poster presentations, disclosures must be listed once at the bottom of the poster.

Presenting Author Responsibilities

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Presenting Author Responsibilities
At the time of submission, the person submitting the abstract must identify who will be designated as the presenting author. The presenter is required to speak English when presenting, as this is the designated language for the meeting.

The presenting author will be the sole point of contact for information regarding the submission and is responsible for the following:

  • Ensuring each co-author is aware of the content of the abstract and supports its data. Failure to receive approval from each co-author will result in the abstract being disqualified.
  • Ensuring each co-author is aware of the disclosure requirements.
  • Adhering to the Abstract Disclosure Policy and obtaining disclosure information from all co-authors.
  • Forwarding abstract acceptance/rejection notifications and ACCME and ACR polices to each co-author.
  • Notifying each co-author of any changes to the program, as corresponded by the ACR or ARHP, in a timely manner.
  • Presenting the abstract or arranging for a co-author to present the abstract if it is selected. (Only co-authors listed on the accepted abstract may serve as alternate presenting author.)
  • Appointing a co-author to present the abstract in your absence if a schedule conflict is identified before the meeting (i.e., if you have accepted an invitation to participate as an invited speaker, moderator or poster tour guides). The ACR will not collect alternate presenter information or make any presenting author corrections to publications.
  • Complying with stipulated responsibilities or be subject to corrective action as deemed appropriate by the ACR or ARHP leadership.

Registration and Housing

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  • Submission or acceptance of an abstract does not register you or ensure hotel accommodations for the meeting. All presenting authors are required to register and pay the appropriate registration fees and arrange hotel accommodations.
  • As abstract presentation dates will be finalized in early September, presenting authors should plan to attend the entire meeting.
  • Scheduled abstract sessions will not be changed to accommodate travel schedules.
  • Registration and housing will open for ACR/ARHP members on (date to be announced) and non-members on (date to be announced) .
  • More registration and housing details can be found at Registration Information.

Revisions/Withdrawals

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Revisions

  • Proofread abstracts carefully to avoid errors prior to submission.
  • Your abstract, if selected, will be published online exactly as submitted.
  • You may return to the online submission site to revise your abstract until noon ET on (date to be announced) .
  • After this date/time, the submission site will close and no additional changes, edits, revisions, etc. can be made – no exceptions.
  • Should a submission contain errors or the omission of contributing author names after the deadline, presenters may opt to have the abstract withdrawn.

Withdrawals

    • After (date to be announced) , presenting authors may submit a request to have an abstract withdrawn.
    • All requests can only be made by the presenting author and must be submitted via e-mail to: withdrawn@rheumatology.org.
    • Withdrawal requests must include the following:

– Abstract ID Number
– Abstract Title
– Presenting Author’s Name

  • Removal of withdrawn abstracts from meeting publications cannot be guaranteed if the request is received after (date to be announced) .

Abstract Embargo and Permissions Policies

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Abstract Embargo Policy

Accepted abstracts are made available to the public online in advance of the meeting and are published in a special online supplement of Arthritis & Rheumatology. Information contained in those abstracts may not be released until the abstracts appear online. Academic institutions, private organizations and companies with products whose value may be influenced by information contained in an abstract may issue a press release to coincide with the availability of an ACR abstract on the ACR website. However, the ACR continues to require that information that goes beyond that contained in the abstract (e.g., discussion of the abstract done as part a scientific presentation or presentation of additional new information that will be available at the time of the meeting) is under embargo until 4:30 PM ET on (date to be announced) .

Violation of this policy may result in the abstract being withdrawn from the meeting and other measures deemed appropriate. Authors are responsible for notifying financial and other sponsors about this policy. If you have questions about the abstract embargo policy, please contact the public relations department at pr@rheumatology.org.

Copyright Policy

The annual meeting is a private event. Programs presented at the meeting are for the education of attendees and purchasers of recorded presentations as authorized by the American College of Rheumatology. The information and materials displayed and presented during this meeting are the property of the ACR and the presenter and cannot be photographed, copied, photocopied, transformed to electronic format, reproduced, or distributed without written permission of the American College of Rheumatology and the presenter. Any use of the program content for commercial purposes, which includes, but is not limited to oral presentations, audiovisual materials used by speakers, and program handouts without the written consent of the ACR is prohibited. This policy applies before, during and after the meeting. The ACR will enforce its intellectual property rights and penalize those who infringe upon it.

The names, insignias, logos and acronyms of the ACR, the ARHP and the Rheumatology Research Foundation are proprietary marks. Use of the names in any fashion, by any entity, for any purpose, is prohibited without the express written permission of the American College of Rheumatology.

Media

Credentialed media attend the annual meeting to cover stories for consumer, trade and other media outlets and are easily identified by their black press ribbons. Media has access to all general sessions and limited access (at the discretion of speakers) to Meet the Professor and Workshop sessions. Media may use hand-held audio recorders and still cameras (assuming that intellectual property copyrights are respected); moving video recording is also permitted with the permission of the presenter(s). The exception to this policy is that no photos or video are allowed in the Exhibit Hall and no photos or video are allowed in the Poster Hall without permission from the poster presenter. Press who would like general photos of the Exhibit Hall can obtain these after the meeting from the ACR. Attendees who have questions about the ACR’s media policies should contact the public relations department at pr@rheumatology.org.

Photographs and Video Recording Policy

As a courtesy to our presenters, ACR policy does not permit photographs or recordings during educational sessions, including poster sessions. The only exception to this is for registered media, who should review their registration materials for more information.

Abstract Reprint (Reproduction) Policy

Copyright law covers all annual meeting abstracts published by the American College of Rheumatology. All rights reserved. No abstracts may be reproduced in any form or by any means without the prior permission of the publisher, except as permitted under section 107 and 108 of the 1976 United States Copyright Act.

For the purposes of this statement, the term “ACR Abstracts” refers to all annual meeting abstracts as published in Arthritis & Rheumatology and posted online, including the abstracts accepted for presentation during ARHP sessions and the late-breaking category.

For the purposes of this statement, the term “ACR Posters” refers to the accepted abstract POSTER PRESENTATIONS as presented in the poster hall during the annual meeting. This does not include abstract text published in the online supplement of Arthritis & Rheumatology. All ACR Posters are the property of the ACR or the presenting author and cannot be reproduced or distributed without written permission from the ACR and the presenting author.

For the purposes of this statement, the term “reproduce” includes all forms of reproduction including, but not limited to, print, electronic and photographed formats.

For the purposes of this statement, the term “presenting author” refers to the author who is designated as the individual who will present the work during the ACR annual meeting, as identified through the abstract submission process.

Approval Process

  • Excerpts of ACR Abstracts or ACR Poster Presentations in their entirety may not be reproduced without the prior written permission of the publisher.
  • Permission requests for abstract content and other permission inquiries should be addressed to:

Permissions Department
c/o John Wiley & Sons, Inc.
111 River Street
Hoboken, NJ 07030
Fax: 201-748-6008
wiley.com/go/permissions

  • Commercial entities seeking permission to reprint must obtain all materials from the author and/or publisher John Wiley & Sons, Inc. The ACR cannot provide any materials.

Reproducing ACR Abstracts and ACR Posters for Dissemination Prior to the Annual Meeting

  • Requests to reproduce abstracts for dissemination prior to the annual meeting will not be approved.
  • Per the ACR Embargo Policy, academic institutions, private organizations and companies with products whose value may be influenced by information contained in an abstract may issue a press release to coincide with the availability of an abstract online.
  • Permission to issue a press release does not require ACR approval. However, it must comply with the ACR Embargo Policy; violation of this policy may result in the abstract being withdrawn from the meeting or other measures deemed appropriate.
  • For more information regarding press releases, please contact the ACR Public Relations Department at pr@rheumatology.org.

Reproducing ACR Abstracts and ACR Posters for Dissemination During the Annual Meeting
Following approval (see approval process above), an exhibiting organization may:

  • Disseminate copies of individual ACR Abstracts from its exhibit space. Booklets of abstracts (e.g., two or more) may not be produced.
  • Disseminate information summaries (title/date/time/poster number) of ACR Abstracts from its exhibit space.
  • Summaries may not reference company or product names. Requests for approval must be submitted in writing to abstractreprints@rheumatology.org.
  • Presenting authors may disseminate individual copies of their ACR Poster during their assigned poster presentation time.
  • Dissemination must be limited to the area directly in front of their assigned poster space and may not interfere with other poster presentations.
  • An electronic copy of the poster may be provided via a QR code generated by the presenter and included on the poster

Reproducing ACR Abstracts and ACR Posters for Dissemination After the Annual Meeting

ACR Abstracts

Following approval (see approval process above), the ACR permits ACR Abstracts (i.e., all abstract content published in the online supplement) to be reprinted and disseminated following the annual meeting.

  • Booklets of abstracts (e.g., two or more) must include the following statement on the front of the booklet:

Abstract(s) reprinted from the ACR/ARHP Annual Meeting held November 3-8, 2017. The American College of Rheumatology does not guarantee, warrant, or endorse any commercial products or services. Reprinted by (insert name of supporting company).

  • Booklets cannot contain corporate or product logos or any advertisements. No exceptions.

ACR Poster Presentations

Following approval from the presenting author and ACR, copies of actual ACR poster presentations (e.g., images of the poster presentation hung in the poster hall) may be reproduced.

    • Reprint requests for the actual poster abstract text published in the Arthritis & Rheumatology supplement are considered ACR Abstracts and must submitted to Wiley (see approval process above).
    • Requests to reproduce individual ACR poster or booklets of poster presentations (e.g., two or more) must be submitted via e-mail to abstractreprints@rheumatology.org.
    • Poster reproduction requests must include the following:

– Abstract ID Number
– Abstract Title
– Presenting Author’s Name
– A copy of Presenting Author’s written approval (Please Note: An e-mail approval from Presenting Author is acceptable)

  • IMPORTANT: The ACR does not retain and cannot provide poster presentation images.
  • The following statement must be listed under each Poster reprint:

Poster reprinted from the ACR/ARHP Annual Meeting held November 3–8, 2017. The American College of Rheumatology does not guarantee, warrant, or endorse any commercial products or services. Reprinted by (insert name of supporting company).

Use of the ACR Disclosure Key

It is suggested when referencing disclosures in the reprints, that the ACR’s disclosure key be added to provide adequate context for abstracts:

None: Has no financial relationships to disclose
1. Stock options or bond holdings in a for-profit corporation or self-directed pension plan;
2. Research grants;
3. Employment (full or part-time;)
4. Ownership or partnership;
5. Consulting fees or other remuneration;
6. Non-remunerative positions of influence, such as officer, board member, trustee or public spokesperson;
7. Receipt of royalties;
8. Speakers’ bureau; or
9. Other

Use of the ACR Name

The names, insignias, logos and acronyms of the ACR, the ARHP and the Rheumatology Research Foundation are proprietary marks.Use of the names in any fashion, by any entity, for any purpose, is prohibited without the written permission of the ACR.

Use of the ACR Scientific Program Content

  • Information displayed or presented at all sessions during the annual meeting is the property of the ACR or the presenter. Information may not be recorded, photographed, copied, photocopied, transferred to electronic format, reproduced or distributed without the written permission of the ACR and the presenter.
  • Any use of the program content, which includes but is not limited to oral presentations, audiovisual materials used by speakers and program handouts, without the written consent of the ACR is prohibited.
  • This policy applies before, during and after the meeting.
  • The ACR will enforce its intellectual property rights and penalize those who infringe upon it.