Symposium Abstract

Submission Guidelines

8th-13th July 2018

ECSBM 2019 Abstract Submission Guidelines

Call for Abstracts is now open!

Abstract submissions are welcome for consideration for the 18th European Conference on the Spectroscopy of Biological Molecules, which will be held in University College Dublin, Dublin, Ireland from 19th – 22nd August 2019.

Important Dates

Call for Abstracts Opens: March 2019 

Early Bird Registration Deadline: 24th May 2019

Oral Submission Dates:

Deadline for Submission of Oral Abstracts: 23rd April 2019

Notification of Review Outcome for Oral Abstracts 17th May 2019

Deadline for Accepted Oral Presenters to Register to Confirm Attendance:  29th May 2019

Poster Submission Dates:

Deadline for Submission for Poster Abstracts: 28th June 2019

Notification of Review Outcome for Poster Abstracts:  5th July 2019

Deadline for Accepted Poster Presenters to Register to Confirm Attendance:  12th July 2019

 

Submission Process

The abstract submission process for PhotoIUPAC 2018 will be through an online submission portal

Presenting Authors are requested to create an account and submit an abstract for review according to the guidelines set out below. The same account will be used when you register for the symposium. Please keep the email and password used to create the account for future use. Please do not create a new account. Should you require any assistance or have a query about online submission, contact PhotoIUPAC2018@conferencepartners.ie.

IMPORTANT:

  • It is ESSENTIAL that you read the instructions below before you submit.
  • The Presenting Author must submit the abstract and is required to be the corresponding author for that abstract
  • Abstracts must be submitted in English

You do not need to register for the Symposium prior to submitting an abstract however following acceptance you must register by the deadline indicated in your acceptance email.

If you have an accepted abstract you are entitled to get the early bird registration rate as outlined in your acceptance email. You will be provided with a link to register at this rate in your acceptance email. If you have any queries please contact PhotoIUPAC2018@conferencepartners.ie. After this date any registrations made by you will be at the prevailing congress registration fee at time of registration/payment.

Presentation Type

An abstract can be submitted for presentation at the Symposium as Oral or as a Poster. The deadline to submit an abstract for Oral presentation is 6th April. The deadline to submit for Poster presentation is 18th May.

Please select one of the following categories:

  • Oral Only 
  • Poster Only
  • Oral or Poster 

The Programme Committee may at the review stage change the presentation type submitted by the author prior to notification of acceptance to ensure the continuity of the symposium programme i.e. oral presentation may be changed to poster presentation OR poster presentation to oral presentation. The presenting author will be informed of any change to their submitted presentation type at the acceptance notification stage. The decision of the Programme Committee is final.

Oral Format:

Contributed lectures will run in parallel sessions and will be scheduled for 20 minutes (15 minutes presentation + 5 minutes for questions)

Poster Format:

Accepted posters will be asked to produce a poster for display at the symposium. Presenters are asked to take note of the following guidelines when producing their poster:

  • Maximum poster size is A0 in portrait orientation (0.84 x 1.19 m)
  • Keep text to a minimum
  • Ensure any text is in large font
  • Use graphs, charts, and/or tables
  • Ensure contents have a logical flow
  • Make it colourful
  • Removal and collection of posters at the end of the display period remains the responsibility of the presenter. Posters not removed by the indicated take down time will be removed and disposed of.

 

Submission Guidelines and Templates:

Please adhere to the following formatting guidelines when preparing abstracts for submission for PhotoIUPAC 2018. Abstracts which are not correctly formatted will not be reviewed.

How to submit an abstract

The Presenting Author will be the contact person for the abstract and must submit the abstract. Once you enter the online submission portal, start by creating an Account. Please keep a record of the account details you use to set up the account as you will require them to log into both the PhotoIUPAC 2018 abstract submission system and Symposium registration portals. Upon successful submission of the abstract a confirmation email will be sent to the Presenting Author.

If you have not received a confirmation email, please check that your abstract is not left in draft and is fully submitted by logging back into the portal and checking on the Edit Abstracts page.

A person may be associated with an unlimited number of papers but only 1 paper per registration as lead presenter will be permitted.

IMPORTANT: Please note that you can save your submission as a draft and return to edit the submission, but once it has been submitted the abstract cannot be edited after the close of submission deadline. If you require any assistance regarding the submission of your abstract, contact PhotoIUPAC2018@conferencepartners.ie.

 

Submission Process:

The online abstract submission system is a simple step by step process and will ask you to input the following details:

  • Title of the abstract (word limit is 15)
  • Presentation type (Oral Only, Poster Only, Oral or Poster)
  • Theme must be chosen from the theme list above
  • Name, affiliation, and job title of Presenting Author (this person will act as the main contact for this abstract; this person must be listed as the first author)
  • Name, affiliation, and job title of co-author(s)
  • Abstract should be a maximum of one page in length including Title, Authors and Affiliations etc.
  • Complete questions listed in Additional Information:

2nd and 3rd choice of theme; and if you if you selected your theme as ‘Other’ please indicate what the theme is.

  • Download the abstract template shown below to create the abstract as a Word document and then save as a Word file for uploading to the system. Only WORD files will be accepted for upload. Graphs and tables may not be included in the abstract. Please use Word version 2007 or 2010.

 

 

Notification of Acceptance

Notification for oral submissions will be sent to the Presenting Author in April 2018.
Notification for poster submissions will be sent to the Presenting Author in May 2018.

When notified of acceptance, the Presenting Author is required to accept their offer by registering for the Symposium by the specified date depending on presentation type. Failure to do so may result in the rejection of the abstract from the programme.

Terms and Conditions:

  • The abstract submitted adheres to the abstract submission guidelines on the PhotoIUPAC 2018 set out above.
  • The text of the abstract along with the names and affiliations, poster and/or additional documents as requested will be published on the symposium website and book of abstracts, and that this will not raise any copyright issues.
  • This abstract has only been submitted once for PhotoIUPAC 2018
  • The decision to include an abstract in the programme is made by the scientific committee. Their decision is final.
  •  In the event that your abstract is not accepted for an oral presentation you may be offered the opportunity to present a poster.
  • It is the responsibility of the Presenting Author to submit the abstract. They are the main contact whose responsibility it is to communicate with other co-authors.
  • A person may be associated with an unlimited number of papers but only 1 paper per registration as lead presenter will be permitted.
  • The abstract submitted is in English.
  • The Presenting Author is available to present at the symposium between 8 – 13 July 2018.

If you have any queries regarding submission of your abstract, please contact the PhotoIUPAC 2018 Programme Team PhotoIUPAC2018@conferencepartners.ie.

Abstract Submission Template

Abstracts must be formatted using the ECSBM2019 template. Abstracts can be submitted in English only. Click on the button to download the template.

 

Submission Process

The abstract submission process for ECSBM 2019 will be through an online submission portal

Presenting Authors are requested to create an account and submit an abstract for review according to the guidelines set out below. The same account will be used when you register for the conference. Please keep the email and password used to create the account for future use. Please do not create a new account. Should you require any assistance or have a query about online submission, contact ecsbm2019@conferencepartners.ie

IMPORTANT:

  • It is ESSENTIAL that you read the instructions below before you submit.
  • The Presenting Author must submit the abstract and is required to be the corresponding author for that abstract
  • Abstracts must be submitted in English

You do not need to register for the Conference prior to submitting an abstract however following acceptance you must register by the deadline indicated in your acceptance email.

If you have an accepted abstract you are entitled to get the early bird registration rate as outlined in your acceptance email. You will be provided with a link to register at this rate in your acceptance email. If you have any queries please contact ecsbm2019@conferencepartners.ie. After this date any registrations made by you will be at the prevailing congress registration fee at time of registration/payment.

 

    Presentation Type

    An abstract can be submitted for presentation at the Symposium as Oral, as a Poster or as Oral or Poster. The deadline to submit an abstract for Oral presentation is 23rd April. The deadline to submit for Oral or Poster presentation is 23rd April. The deadline to submit a Poster presentation is 28th June.

    Please select one of the following categories:

    • Oral Only 
    • Poster Only
    • Oral or Poster

    At the review stage, the Programme Committee may change the presentation type submitted by the author to ensure the continuity of the conference programme i.e. oral presentation may be changed to poster presentation OR poster presentation to oral presentation. The presenting author will be informed of any change to their submitted presentation type at the acceptance notification stage. The decision of the programme committee is final.

     Oral Format:

    Contributed lectures will run in parallel sessions and will be scheduled for 20 minutes (15 minutes presentation + 5 minutes for questions)

    Poster Format:

    Accepted posters will be asked to produce a poster for display at the symposium. Presenters are asked to take note of the following guidelines when producing their poster:

    • Maximum poster size is A0 in portrait orientation (0.84 x 1.19 m)
    • Keep text to a minimum
    • Ensure any text is in large font
    • Use graphs, charts, and/or tables
    • Ensure contents have a logical flow
    • Make it colourful
    • Removal and collection of posters at the end of the display period remains the responsibility of the presenter. Posters not removed by the indicated take down time will be removed and disposed of.

     

    Submission Guidelines

    Registration of The Abstract Presenter

    When notified of acceptance, the Presenting Author is required to accept the offer by registering for the conference and paying in full by 29th May for Oral presenters and 12th July for Poster presenters.

    You do not need to register for the Conference prior to submitting an abstract but if you have an accepted abstract you are entitled to get the early bird registration rate up until 24th May. You will be provided with a link to register at this rate in your acceptance email.

    If a presenter fails to register by the approriate date

    • Will be removed from the programme
    • Will be removed from all ECSBM 2019 related publications.

    Withdrawal Conditions & Change of Presenter
    Written notice must be submitted for all withdrawals and change of presenters, contact ecsbm2019@conferencepartners.ie.

    Terms and Conditions:
    • The abstract submitted adheres to the abstract submission guidelines
    • The text of the abstract along with the names and affiliations, poster, powerpoint presentations and/or additional documents as requested will be published on the conference website and book of abstracts, and that this will not raise any copyright issues.
    • This abstract has only been submitted once for ECSBM 2019.
    • A submission as a particular presentation type may be changed to a different type following review in order to be accepted and included in the programme.
    • Presenters may be recorded for live streaming. A recording of the presentation and a copy of the slides may be published online after the conference.
    • It is the responsibility of the Presenting Author to submit the abstract. They are the main contact whose responsibility it is to communicate with other co-authors and ensure that they register to be included in the programme.
    • Accepted authors must register by 29th May for Oral presenters and 12th July for Poster presenters to confirm acceptance of their offer in the programme. If accepted authors are not registered by this date, they may be removed from the programme.

    • A person may be associated with an unlimited number of papers but only 1 paper per registration as lead presenter will be permitted.
    • The abstract submitted is in English.
    • The Presenting Author is available to present at the conference on Conference Dates

    Oral Presentation Guidelines

    CONFERENCE PROGRAMME

    The Conference programme will be available on the website shortly.  Please check the programme to make sure that you know where and when you are scheduled to present.

    If you have any queries/conflicts in relation to the programme please contact: ECSBM2019@conferencepartners.ie.

     

    THE CONFERENCE VENUE

    The Conference will be held in The O’Brien Centre for Science in University College Dublin. Please make sure to check the programme in advance for your room number and location.

     

    PRESENTATION FORMAT

    Please bring your PowerPoint presentation on a USB. Your presentation should be in the standard 4:3 ratio and NOT the widescreen format in the standard office set up (MS Office). Pre-loading the presentations will allow good timekeeping at the meeting. You should bring your presentation to the room you are presenting in at least 10 mins before the session commences. Volunteers will be placed in each room to assist you with loading your presentation onto the laptop in the room.

    Please use the 4:3 format ONLY.

     

    ROOM SET UP/ AUDIO VISUAL EQUIPMENT

    All rooms will have theatre style seating.

    Each room contains the following equipment:

    • Screen
    • Projector
    • Wi-fi
    • Laptop
    • Slide clicker
    • Podium Microphone
    • Handheld Mic for Q&A’s

    DISTRIBUTION OF ABSTRACTS

    They will also be made available as a pdf on the conference website and will be accessible using a designated password.

    TIME KEEPING

    Oral presentation slots are broken in to the following timeslots:

    Contribution Type

    Time allocation

    Talk Duration

    Plenary

    40 min

    35 min

    Invited

    30 min

    25 min

    Contributed

    20 min

    15 min

    Short

    15 min

    12 min

     Please ensure that you are punctual for your presentation time slot. There will be assistants on site at all times to assist with any technical difficulties or to help as necessary.

     

    Time Keeping Cards

    Each session chair has a set of time keeping cards which they will use to communicate with presenters to keep the sessions on time.

    • A GREEN card indicates that you are within the talk time
    • An ORANGE card indicates you have entered Question time
    • A RED card indicates that you have run out of time and must finish up your presentation promptly.

     

     

    Poster Presentation Guidelines

    • Posters will be on display for the duration
    • The boards will be available from Monday 19th @ 9 am. Please ensure your poster is in place by 12:00 on Monday 19th August. Posters will be displayed in the O’Brien Centre for Science.
    • The scheduled poster sessions are from 17:15 – 19:15 on Monday 9th (odd numbers) and 17:35 – 19:15 on Tuesday 10th (even numbers).
    • We ask that you can be at your poster during your designated session so that you can answer any queries or comments that may arise.

    Poster Location

    Posters will be displayed in O’ Brien Centre for Science. All delegates will have access to the poster display. When you collect your badge and bag at the registration desk when you arrive, you will find a poster number list in your bag. This will give you your poster number and direct you to where to display your poster.

    Poster Displays

    An A0 Portrait display board with a display area of 0.84m x 1.19m will be provided for your poster display. Failure to follow this requirement will mean that the poster will not fit on the allotted board. Individual pieces of paper should be pre-mounted onto one large piece of paper or card. The poster boards are made of soft cloth material and Velcro will be used to attach the poster to the board. Velcro will be supplied

     Poster Installation

    You are requested to display your poster for the duration of the meeting.

    Please ensure that your poster is in position by 12:00 on Monday and refer to the signage to obtain your assigned poster number. Each board will be numbered.

    Poster Viewing

    The scheduled poster sessions are from 17:15-19:15 on Monday 19th (odd numbers) and 17:35-19:15 on Tuesday 20th (even numbers).  We ask that you be at your poster throughout the official viewing period so that you can answer any queries of comments that may arise.

    Poster Removal

    Please ensure that your posters are removed by 14:00 on Thursday.

    If you have any questionsplease contact susan.quinn@ucd.ie

    University College Dublin