Instructions for authors

SUBMISSION OF ABSTRACTS CLOSED DEFINITIVELY MARCH 12 23:59:59!

Before you can submit your abstract, please read first the instructions for authors below.

 

Instructions to Authors - BSW 2016 - Brussels, May 19-21 2016

IMPORTANT DATES

15-01-2016 00:00:00 CET: opening abstract submission

<<DEADLINE EXTENDED ! >> 12-03-2016 23:59:59 CET: closure abstract submission

28-03-2016: final review by the scientific committee

01-04-2016: confirmation emails to authors

 

ABSTRACT SUBMISSION OPENS 15 JANUARY 2016

 

Please submit your abstract via this website.

Please follow the instructions given on-line, otherwise your abstract cannot be selected for review.

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
  • 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

3 types of abstracts will be considered:

  • Free papers (oral/poster)
  • Case reports
  • Videos

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 deadline 29 February 2016 at midnight.

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 or video. 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 will be communicated to the corresponding author’s e-mail address BEFORE April 1st 2016.

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.

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.

FREE PAPER AND CASE REPORT - ORAL SESSIONS

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.

FREE PAPER AND CASE REPORT - POSTER SESSIONS

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.

The RBSS has chosen this year to switch to e-posters.

>> INSTRUCTIONS FOR E-POSTERS

Download here a powerpoint template for your e-poster, including the conference banner. Do not forget to save your poster as a pdf before uploading it to the Easychair submission system.

Electronic posters only - no paper 
.................................. 
Please note that only E-posters will be accepted for BSW 2016. No paper posters will be accepted. 

Display of e-posters 
..................... 
E-posters are on display throughout the whole conference on multi media screens situated in the poster area in the Exhibition hall. All E-posters are available on all screens. 

What is an E-poster? 
..................... 
An E-poster is an electronic poster displayed on computer screens instead of printed on paper as a traditional poster. 

What formats can I use? 
........................ 
Only material in *.pdf can be accepted. 
Format: DIN A0 (841 mm x 1189 mm), portrait orientation. 

Hyperlinks, animated images, animations and animated slide transitions are not permitted for ePosters and will be non-functioning. 

Are there any limitations to the size of my E-poster? 
..................................................... 
Maximum 1 page can be uploaded. 
You can include the logo of the congress and conference title in the document, without being too visible. 

How is my poster being displayed? 
................................. 
All E-posters will be displayed during the entire conference in the E-poster area in the exhibition hall. The E-posters will be displayed on user friendly multi media screens available for E-posters only. All E-posters will be available on each screen. 

Besides being displayed onsite during the conference, all E-posters will be made available for viewing on the conference website up to one month after the conference if accepted by the presenting author. 

How can I upload my poster? 
............................ 
E-posters should be uploaded before the conference. Log in as an author through the easychair.org abstract submission system, select ‘My submissions’ and select the abstract where you want to submit your poster for. When you are convinced this is the abstract where you want to upload your pdf for, click on the right sided menu on ‘Program’, and then you will see a new right sided menu where you can choose to upload you slides. Choose this option to upload your pdf. 
Upload must be done via this system before May 13th. 

 

 

FREE VIDEO SESSIONS

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 H264, 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, the full quality video obviously 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.

PRIZES AND AWARDS

BEST ABSTRACT AWARD

The Board of the Royal Belgian Society of Surgery (RBSS) has decided to award this year a best abstract award for the TWO best Clinical and the TWO best Scientific Abstract worth 1.500 € and 1.000 €.

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.
  2. Applicants are to be member of the Royal Belgian Society of Surgery, latest by 28th February 2016.
  3. Free paper abstracts for presentation at the Belgian Surgical Week are to be submitted at the latest before 29th February 2016 at midnight (absolute deadline).
  4. The finalists will be chosen among the four best scored abstracts and will be notified the latest by April 1st 2016.
  5. The first author of the paper is to submit a full manuscript by April 30th 2016 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.
  6. The 4 selected papers are to be presented as oral communications in the ‘RBSS YOUNG INVESTIGATOR CHALLENGE’ session scheduled Friday May 20th 2016 during the 17th Belgian Surgical Week.
  7. 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 of the submitted manuscript.
  8. The dedicated presentation time is foreseen for 10 mins, with 5 mins discussion by a discussant invited by the board.

BEST POSTER AWARD

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 May 20th. This award is worth 250€ each.

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

         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 RBSS.

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