Abstract Submission

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Abstract Submission & Guidelines

CLICK HERE TO SUBMIT YOUR ABSTRACT

Abstract Deadline: 18 December 2024, 23:59 CEST

View the Abstract Topics


RULES FOR SUBMISSION

Please read the submission rules before submitting an abstract.

  • Abstracts must be submitted online via the website only.
    ABSTRACTS SUBMITTED BY EMAIL WILL NOT BE ACCEPTED.
  • Presentation Type: Abstracts may be submitted for oral or e-poster presentation.
    The Scientific Committee will determine whether the abstract will be accepted for presentation, with consideration given to the author’s preference.
  • Abstracts must be received by the announced deadline. Abstracts received after the deadline will not be considered.
  • Limitations:
  • An individual may be listed as the presenting author on one abstract only.
  • Presenting authors must be registered participants. Only abstracts of authors who have paid their registration fees by 11 March 2025 will be scheduled for presentation and included for publication.
  • Submission of an abstract acknowledges your acceptance for the abstract to be published in the official Conference publications.
  • The presenting author is required to ensure that all co-authors are aware of the content of the abstract and agree to its submission, before submitting the abstract.
  • Previously Presented/Published Policy:
    • Abstracts must be original and must not be or have been published or presented at any other meeting prior to the Conference. Abstracts containing updated information or modified data to previously published or presented abstracts will not be considered or accepted for presentation.
  • Abstracts must be submitted in English.
  • Disclosure of Conflicts of Interest: Abstract submitters will be required to disclose any conflict of interests in the submission form.

​GUIDELINES FOR SUBMISSION

​Before you begin, please prepare the following information:

  • ​Presenting author’s contact details:
    -Full first and family name(s)
    – Email address
    – Affiliation details: department, institution / hospital, city, state (if relevant), country
    – Phone number
  • Author and co-authors’ details
  • Preferred Presentation type: Oral or E-Poster ​
  • Abstract title – must be in sentence case and limited to 20 words. Please submit symbols as words.
  • Abstract text – limited to 350 words including acknowledgements. Please note: word count is affected when tables are included.
  • Abstract topic– select the abstract topic per the list of topics.
  • Images– The maximum file size of each image is 500 KB. The maximum pixel size of the graph/image is 600(w) x 800(h) pixel. You may upload images in JPG, GIF or PNG format. You may upload up to 2 images / tables
  • Abstracts should clearly state:
    Background and aims
    Methods
    Results
    Conclusions  
  • Use only standard abbreviations. Place special or unusual abbreviations in parentheses after the full word the first time it appears.
  • Use generic names of drugs. The presentation must be balanced and contain no commercial promotional content.
  • Submissions may not contain patient names, hospital ID numbers or other identifying information.
  • The submission form allows you to store your abstract as a DRAFT until the deadline. After the deadline if not submitted, drafts will be deleted.
  • Click on the SUBMIT button at the end of the process in order to submit your abstract. Changes will not be possible to your abstract after it is submitted.
  • You will receive an abstract ID number via email after you have submitted your abstract. Please refer to this abstract number in all correspondence regarding the abstract.
  • Please contact us if you have not received confirmation that your abstract has been submitted.
  • Please do not submit multiple copies of the same abstract.

PTCOG ABSTRACT AWARDS

During each annual conference, PTCOG recognizes and awards the research of multiple abstract authors.  There are 3 award opportunities connected to PTCOG 63 as follows:

Micheal Goitein Awards:

In memory of one of the true pioneers in Particle Therapy, 3 Micheal Goitein awards are presented within the PTCOG 63 Networking Reception for the ‘Best Abstract Award’. One award per discipline of Physics, Radiation Biology and Clinics are selected from the peer review and additional review from the PTCOG Scientific Program Sub-Committee and Executive Committee. Awards are presented to award winners in the form of a personalized engraved plaque. Winners also receive a free ticket to The PTCOG 63 Networking Reception, promotion on the PTCOG website and social media and a photo opportunity with the PTCOG President and or executive members.

Young Investigator Award:

One lucky young researcher will receive the PTCOG Young Investigator Award. The winning abstract is selected from the peer review and additional review from the PTCOG Scientific Program Sub-Committee and Executive Committee. Presentation of the award is part of the PTCOG 63 Networking Reception. The winner receives a free ticket to The PTCOG 63 Networking Reception
and promotion on the PTCOG website and social media and a photo opportunity with the PTCOG President and or executive members.

Application for the PTCOG Young Investigator Award should be completed as part of the abstract submission and you will be prompted about this during abstract submission. Candidates must meet all the following criteria:

  • Completed a relevant degree (bachelor, master or Ph.D.) or concluded post-graduate clinical training, whichever date is later, within the past 5 years.
  • A rank up to and including Assistant Professor, if applicable.
  • Previously not been awarded a Young Investigator Award from PTCOG.

PTCOG Best Poster Award:

3 separate awards for the best poster in Physics, Radiation Biology and Clinics are selected by the PTCOG Scientific Program Sub-Committee during the annual conference. The presentation of the award is part of the PTCOG 63 Closing Ceremony. No application is necessary, and the winner receives a personalized certificate signed by PTCOG Executives, promotion on the PTCOG website and social media and a photo opportunity with the PTCOG President and or executive members.

ABSTRACT SUBMITTERS’ DECLARATION

During abstract submission you will be asked to confirm that you agree to the following:

  1. I confirm that I previewed this abstract and that all information is correct. I accept that the content of this abstract cannot be modified or corrected after final submission and I am aware that it will be published as submitted.
  2. Submission of the abstract constitutes the consent of all authors to publication (e.g. Conference website, programs, other promotions, etc.)
  3. The Abstract Submitter warrants and represents that no part of the information and content provided by him/her (Hereafter: the “Content“) to PTCOG and Kenes International Organizers of Congresses SA and its affiliates (together: the “Organizers“), nor the publication of any such Content by each of the Organizers, on the internet or otherwise infringes any third party rights, including but not limited to privacy rights and/or intellectual property rights.
  4. The Abstract Submitter grants each of the Organizers the license and right to use, reproduce, publish, translate, distribute, and display the Content or any part thereof, in any manner and on any platform or media whatsoever, in each Organizer’s absolute discretion, on a royalty-free, perpetual, irrevocable nonexclusive basis.
  5. I herewith confirm that the contact details saved in this system are those of the presenting author, who will be notified about the status of the abstract. The presenting author is responsible for informing the other authors about the status of the abstract. The submitting author may request to be copied on the abstract correspondence.
  6. I understand that the presenting author must be a registered participant.
  7. The Organizers reserve the right to remove from publication and/or presentation an abstract which does not comply with the above.
  8. I understand that I must select a specific Theme, Topic and/or Sub-Topic for my abstract allocation. Although the Committee will work hard to honour this selection, this cannot be guaranteed.  The Committee reserves the right to change the Theme, Topic or Sub-Topic under which the abstract was originally submitted.
  9. I confirm to have received the consent of all authors for the processing of their contact details by Kenes and the Organizers.