Instructions for authors

Instructions for Authors

Belgian Surgical Week 2017

Ostend, May 18-19-20, 2017


15-01-2017: opening abstract submission

10-03-2017: definitive closure abstract submission

From 14-03-2017: final review by the scientific committee

! Due to the extension of the abstract submission, abstract acceptance will be sent out 2 weeks later, ie on 16-04-2017 !



Please submit your abstract via: > abstracts > instructions for authors.

Please follow the instructions given online, otherwise your abstract cannot be selected for review.

4 types of abstracts will be considered, so-called ‘tracks’:

  • Free papers (oral/poster)
  • Case reports (oral/poster)
  • Videos
  • BAST-Trainee-Trainer session (BAST session on Thursday May 18th 2017: Both resident and teacher should be present)

A summary of the guidelines is as follows:

  • The abstract language is English
  • The text should be not more than 300 words (304 including the paragraph labels, see infra)
  • The use of 1 table or 1 graph is possible
  • The abstract must consist of four paragraphs labelled: OBJECTIVE, METHODS, RESULTS, CONCLUSIONS
  • The text and the title should be free from abbreviations, except those commonly used. It should concisely address the problem and the purpose of the study (OBJECTIVE); how the study was performed (METHODS); the main findings with numerical data and statistical significance (RESULTS); and the principal conclusions drawn from the study (CONCLUSIONS)
  • The title of the abstract should be printed in CAPITAL LETTERS; the name(s) of the author(s) should be preceded by the full first name (middle name Initial optional) - omit titles. The number of authors is unlimited.
  • Since the abstracts will be judged anonymously, the text should not reveal the institutional affiliation
  • Within each track, mark the category which best describes the subject of your abstract

Provided categories:

  • Abdominal
  • Bariatric/metabolic
  • Breast
  • Cardio-thoracic
  • Colorectal
  • Endocrine
  • General surgery
  • Hepato-bilio-pancreas
  • Hernia
  • Paediatrics
  • Upper GI
  • Sarcoma
  • Trauma
  • Vascular
  • The material should preferably not have been published, or presented at any international meeting before, nor submitted to another meeting during the same period.
  • Only co-authors are allowed to present the paper

Abstracts will not be accepted by e-mail or fax. All abstracts should be submitted and posted according to the format and instructions described above no later than the EXTENDED deadline  10 March 2017 at midnight (23:59:59 CET).


Free papers are allocated 8 minutes presentation time followed by a discussion period of 2 minutes. Case report papers are allocated a presentation time of 7 minutes followed by a discussion period of 3 minutes. Please note that only data projection will be available.


After review by the scientific committee, some papers might be held for the poster sessions. During the conference, a ‘best poster session’ will be held where the best 10 posters are given the opportunity for a short oral defence presentation with a 3-slide-powerpoint (excluding the poster itself) during a 3 minute presentation.


Free videos are allocated a maximum of 8 mins with 2 mins discussion. Review will be based on a classical abstract scheme. Together with the submission, you are required to upload a low quality video (max. 50MB) during the abstract submission process. You can lower the size of the rough file by compressing to eg. compression H.264, lower the resolution to 640x360px and/or lower the frame rate to 15fps (adds a slight stutter, but axes the size to 75%). Also changing bitrate can make you rough file smaller. During the conference, obviously the full quality video can be shown.

At the time of the conference, the full quality video files should be presented in advance to the session at the technicians desk to test the movie. Be sure to have a windows compatible file, i.e. with file extension wmv or mp4. Note that some avi-movies sometimes may cause incompatibility with the software depending on the encoding process, and that the subsequent software decoder may not be available at the time of the conference.


These abstracts will be scored by the BAST Board. This BAST session is scheduled on Thursday May 18th 2017 afternoon. The abstract should describe an interesting case that are to be presented by the residents. The trainer should also attend the session and can also present. This is an interactive session with multiple choice question provided by the presenting resident and with the availability of an electronic voting system. The use of images and videos is encouraged, high quality images are required and a Maximum of 60 seconds per video is allowed. Further instructions on presentation will follow. After review some papers might be held for case report sessions.


The programme committee will meet 3 weeks after the closure of the abstract submission. The best abstracts are selected based on the average score by the reviewers and allocated for presentations as free paper (oral or poster), case report, video or trainer-trainee session. Selected abstracts are considered to be incorporated in dedicated sessions presided by the responsible scientific society or section along with invited lectures based on their relevance with the topic of the session. Abstract acceptance and programme scheduling should be communicated to the corresponding author’s e-mail address BEFORE April 1st 2017.

For your abstract to be included in the final scientific programme, it is mandatory to register for the congress and to settle payment as soon as you have received the notification of abstract acceptance, but the latest before May 1st. Registration after this date does not guarantee the possibility to present your work.

Please check the boxes if eligible for awards during the abstract submission process.

Abstracts will be published in an online supplement of the Acta Chirurgica Belgica.



The Board of the Royal Belgian Society of Surgery (RBSS) has decided to award this year a best abstract award for the best Clinical and the best Scientific Abstract worth 1.250 EUR.

The criteria for application for the prize are as follows:

  1. Applicants are not to be older than 35 years at the time of the Belgian Surgical Week.

  1. Applicants are to be member of the Royal Belgian Society of Surgery, latest by 28th February 2016.

  1. Free paper abstracts for presentation at the Belgian Surgical Week are to be submitted at the latest before 10 March 2017 at midnight (absolute deadline).

  1. The finalists will be chosen among the four best scored abstracts and will be notified the latest by April 1st 2017.

  1. The first author of the paper is to register to the conference and to submit a full manuscript by April 30th 2017 which will be considered for publication in the Acta Chirurgica Belgica. Failure to submit the manuscript on time will automatically disqualify the applicant for the prize, but not for the presentation.

  1. The 4 selected papers are to be presented as oral communications in the ‘RBSS YOUNG INVESTIGATOR CHALLENGE’ session scheduled Thursday May 18th 2017 during the 18th Belgian Surgical Week.

  1. The papers will be scored by a jury composed of RBSS’ Board members and will be based on the scientific quality of both the presentation and discussion of the submitted manuscript.

  1. The dedicated presentation time is foreseen for 10 mins, with 5 mins discussion by a discussant invited by the board.

The winners in each award category will be announced during the Surgical Night.


The Board of the Royal Belgian Society of Surgery (RBSS) has also decided to award this year an award for the TWO best poster presentations defended during the Speed Dating Poster Session on Friday May19th. This award is worth 250€ each.


The best presentation during the BAST session will be chosen by the audience. Trainee and trainer should be present at time of presentation in order to be eligible to win a prize worth €750.


         If you wish to participate in the competitions, don’t forget to tick the appropriate box when submitting your abstract via the website of the Surgical Week:!


ABSTRACT SUBMISSION WILL OPEN HERE JAN 15th 2017 00.00 CET AND CLOSE definitively (extended) MAR 10th 23.59.59 CET


 >>> Submit your abstract here. You will be redirected to Easychair, the abstract management system for BSW 2017 <<<

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