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2012 ASCB Annual Meeting

Abstract and Poster FAQs

1. General Abstract FAQs (including deadlines and fees, Regular vs. Late) (+)

I successfully submitted and paid for an abstract. Does this mean I am registered to attend the 2012 ASCB Meeting?

NO, you still have to pay for meeting registration separately. Submission of an abstract and payment of an abstract submission fee does NOT include 2012 ASCB Annual Meeting registration.

When are the deadlines for abstract submission?

The abstract submission deadlines are at 9:00 pm ET on the following dates:

  • July 30 - Regular Abstracts (Minisymposium talk and/or Poster Consideration)
  • September 4 - Regular Abstracts (Poster Consideration only)
  • October 17 - Late Abstracts (Poster Consideration only)

How can I submit my abstract?

Abstracts must be submitted electronically here. Submissions are NOT accepted via fax or mail.

How much does it cost to submit an abstract?

  • Regular Abstract - $ 70 (July 30 and September 4 deadlines)
  • Late Abstracts - $100 (October 17 deadline)

May I get a refund for my abstract submission fee?

No. The fee is a processing fee and is nonrefundable. Once the abstract has been submitted, it is considered processed.

If a colleague from my lab is also submitting an abstract, can we request they be presented together, or near each other?

The size of the meeting and the number of presentations do not allow submitters to make special requests regarding abstract presentation.

What is the difference between Regular Poster only and Late Poster only abstract submissions?

Abstracts that are submitted by the regular abstract deadline, September 4, 2012, and are accepted for poster presentation will have the titles and authors listed in the 2012 ASCB Annual Meeting Program. Abstracts that are submitted by the late abstract deadline, October 17, 2012, and are accepted for poster presentation will have the titles and authors listed in the Onsite Addendum and Late Poster Listing publication.

Both Regular and Late abstracts will be available to search and review in the online Itinerary Planner available at least 3-4 weeks prior to the meeting, and the online PDF containing abstracts published at least 3 weeks prior to the meeting. Both Regular and Late abstracts will also be published as a supplement to Molecular Biology of the Cell following the meeting.

Late abstracts are presented in a separate section of the Exhibit Hall and have a higher submission fee.

 

2. Authorship/Submission Eligibility (+)

Who is eligible to submit an abstract for consideration by the ASCB?

Abstracts are welcome from scientists and students in all sectors including academia, industry, government, and education. However, please review our submission sponsorship information.

Do I have to be a member to submit an abstract?

No, you do not have to be a member to submit an abstract. If you are not a member of the ASCB, you will have to find a member to sponsor your abstract. Each regular, postdoctoral, and emeritus member can sponsor up to two abstracts (which may or may not include their own abstract). Student members can only sponsor one abstract, and it must be his or her own abstract, so they are unable to sponsor a nonmember’s abstract.

Should the presenting author be the submitter of the abstract?

Whenever possible, yes. Contact information is collected for the submitter and the presenting author. The ASCB sends information and notifications to the submitter of the abstract. We prefer to correspond with the individual who will actually be presenting the abstract, if accepted. This policy ensures the presenter knows when and where to present the abstract.

 

3. Abstract Submission Process, Formatting and Content (+)

If I have submitted an abstract in previous years, do I need to create a new login and password?

If you are a current member of the ASCB (dues paid through December 31, 2012) you will need to use your member login information to access the submission site. If you are a nonmember who has previously been an ASCB member, submitted an abstract, or attended an ASCB meeting, you will need to use the database ID number the ASCB has assigned to you. You can request this information be emailed to you when you go to the website login page. Please DO NOT create another account if you already have a nonmember account in our database. If you are a nonmember who has never submitted an abstract or registered to attend the ASCB meeting, please create a new account.

How do I retrieve my password if I can’t find it?

Your password is the ID number associated with your record in our database. If you are a member or member applicant, it is also the same as your member number. If you do not know your password, click “Forgot Your Password?” on the login site. You will be prompted to enter your email address and your login information will be sent to you via email.

I submitted my abstract and I want to go back in to edit it before the deadline. I noticed that I can no longer get into the system using my login and the ID number I was just assigned as my password. I know the number that was just assigned to me. Why is this happening?

This is happening because you most likely had a previous record in our database but created a new account. When this occurs, the ASCB merges the new account with the old account and your password becomes the ID number associated with the old account. We send out emails to people whose accounts we merge to let them know their password/ID number has changed. If you did not receive this email, please contact This email address is being protected from spambots. You need JavaScript enabled to view it., or This email address is being protected from spambots. You need JavaScript enabled to view it. to request your password/ID number.

What is the maximum number of words/characters my abstract can contain?

The abstract text is limited to 2800 characters (~400 words). This limit includes the title and author information. If your abstract exceeds this limit, you will be prompted to correct it before being allowed to continue.

Can my abstract include a table, chart, or other type of graphic?

No, your abstract can only include text.

Can my abstract promote a service or commercial product?

No. An individual who wishes to promote a particular product or service is encouraged to participate as an Exhibitor. The ASCB will NOT accept abstracts that promote a specific product without providing new biological insight.

How should the title of my abstract be entered into the submission site?

When entering your title, ONLY capitalize the first letter of the sentence. You should also capitalize any proper nouns or words that need to be capitalized, i.e., trade names. Do not bold the title or use all UPPERCASE letters, and do not put your title in quotation marks. Be sure to italicize scientific names of organisms.

The abstract I submitted has three authors from two different affiliations but my online proofread view of the author block shows three affiliations (instead of two). Did I do something wrong?

Yes. If you and your co-authors come from more than one affiliation, be sure to use the drop-down menu to select institutions that have previously been entered, or type common affiliations in exactly the same manner. Please review the author block displayed on the upper-right portion of the author step during submission to be sure the correct number of affiliations are displayed. You will have another chance to ensure your author block appears correct in the proofread step. The way the title and author block appear in the proofread view is how it will appear in all ASCB publications. If it is incorrect, please go back to the author step and edit the author blocks appropriately.

What are my options with regards to presentation preference?

If you are submitting for the first deadline on July 28, 2012, your options are as follows:

  • Minisymposium Talk: Abstract will ONLY be considered for a Minisymposium talk. If your abstract is not selected for a talk, it will be rejected. Refunds are not provided.
  • Minisymposium Talk or Poster: Abstract will be considered for a Minisymposium talk; if not selected for a talk, it will AUTOMATICALLY be considered for a poster presentation.
  • Minisymposium Talk and Poster: Abstract will be considered for a Minisymposium talk and for a poster presentation. This option allows participation in both categories. Even if your abstract is selected for a talk, you will be expected to also present a poster. If you are NOT selected for a talk, you will automatically be considered for a poster.

If you are submitting for the second regular deadline or the late deadline, your only available presentation preference is POSTER presentation.

What is the difference between the presentation preferences Minisympoisum Talk OR Poster and Minisymposium Talk AND Poster?

Minisymposium talk OR poster means you will EITHER be presenting a talk or a poster. You will first be considered for a talk, and if you are selected you will present a talk only. If you are NOT selected for a talk, then your abstract will be considered for poster presentation. Minisymposium talk AND poster means that you will be considered for a talk. If you are selected to present a talk you will present BOTH a talk and a poster. If you are NOT selected to present a talk, you will still be considered for poster presentation.

Why must the submitting/presenting author provide financial/commercial disclosure information for ALL authors?

The ASCB requires that audiences be informed of speakers’, authors’, and contributors’ academic and professional affiliations, and disclosures of the existence of any significant financial interest or other relationship presenters have with the manufacturer(s) of any commercial product(s) discussed in a presentation. This policy allows the listener/attendee to be fully informed when evaluating the information being presented. It is the submitting author’s (who may also be the presenting author) responsibility to list all disclosures associated with any authors on the abstract being submitted.

When entering the abstract text, should I include the title and author information?

DO NOT include the title and author information in the abstract text box. They must be entered separately in the title and author sections ONLY.

Can I make additional changes after I've completed my submission and logged out of the site?

Yes, you can make changes to your abstract prior to the submission deadline by logging in to the submission site and selecting continue or edit from the author menu.

How do I get confirmation that my submission is complete?

An email confirming that your abstract was successful will be emailed to you for your records upon completion of submission. If you do not receive an email confirmation, please contact the ASCB office as soon as possible at This email address is being protected from spambots. You need JavaScript enabled to view it..

How do I get a payment receipt for my submission?

A receipt for payment can be obtained on the abstract submission site once payment has been made. Even after payment and submission, you can log into the site and get a receipt. You will see the option to view your receipt next to the successfully submitted (and paid for) abstract.

 

4. Abstract Review/Notification (+)

Are abstracts submitted for the 2012 ASCB Annual Meeting peer-reviewed?

While abstracts are screened to ensure minimum submission standards as outlined in the abstract guidelines, they are not peer-reviewed.

When will I be notified regarding the disposition and scheduling of my abstract?

  • Submitters who submit by the July 30 deadline to be considered for Minisymposium talk will receive email notification of abstract disposition and status by August 24. This email will only contain information regarding the status of a talk at the meeting. If you are not selected for a talk, or you elected to present a poster in addition to your talk, you will not receive your poster assignment until September 28.
  • Submitters who submit by the July 30 deadline for poster only, or the September 4 deadline for poster only, will receive disposition and poster assignment by September 28.
  • Submitters who submit by the Late Poster Only deadline of October 17 will be notified of their abstract disposition and poster assignment by October 29.

Please note: Because emails will only be sent to corresponding authors, it is their responsibility to inform all co-authors of disposition status and abstract scheduling information (if accepted).

If my abstract is rejected, can I address the reviewers’ concerns and ask for a new review?

No, abstract rejections are final. If you prepare an abstract that follows the rules and guidelines for submission, then your abstract stands an excellent chance of being accepted. If you do not follow the rules and guidelines, it will be rejected and no submission fee refunds will be provided. If your abstract is rejected during the Regular Abstract Submission review (if you submitted your abstract by the July 30 or September 4 deadlines), you will still have time to make modifications and re-submit your abstract as a Late Abstract by the October 17 deadline. You will have to pay the $100 abstract submission fee for late abstract.

 

5. Withdrawal and Editing (+)

I am the first author of an abstract and I am unable to attend the meeting. What should I do?

Although the first author is the preferred presenter, any co-author on the abstract may present without having to notify the ASCB. The presenter MUST be a co-author on the abstract. If none of the co-authors can attend the ASCB meeting, please notify the ASCB at This email address is being protected from spambots. You need JavaScript enabled to view it. as soon as possible. If you notify us before the October 12 deadline for regular abstracts, or before October 27 for late abstracts, we can remove it from the Annual Meeting Program and all publications. If we are notified after this deadline, we can only remove it from appearing in our online Itinerary Planner.

Can I make additional changes/edits after I've completed my submission, paid, and logged out of the submission site?

Yes, you can make changes to your abstract prior to the submission deadline by logging in to the submission site and selecting continue or edit from the author menu. Typically, after the deadline we do not allow further edits on the abstracts. If it is past the deadline, and it must urgently be edited, and is before the notification date associated with your submission deadline, you can contact This email address is being protected from spambots. You need JavaScript enabled to view it. to see if we can assist you. We cannot ensure or guarantee that any edits can be made after the submission deadline.

Can I withdraw my abstract after I complete my submission?

  • Prior to the abstract submission deadline, you can return to the submission site and withdraw your abstract.
  • After the submission deadline, there are two sets of deadlines for abstract withdrawal, BOTH of which require requests to be received in writing by the ASCB by these deadlines. All withdrawal requests must confirm that all authors have been notified and agree with the decision to withdraw.
  • If you wish to withdraw your abstract prior to the abstract screening/review process, please make this request in writing to the ASCB by
    • August 1, 2012, for abstracts being considered for Minisymposium talks
      and
    • September 7, 2012, for abstracts being considered for regular poster presentations only.
    • Withdrawals for late abstracts must be received by October 18.

      These deadlines are to ensure your abstracts are not reviewed or screened by your peers.

  • If you wish to withdraw your abstract after the review period but prior to publication of the abstracts, please make this request in writing to the ASCB by
    • October 12 for abstracts submitted by the July 30 and September 4 deadlines
      and by
    • October 28 for abstracts being considered for late poster presentation

      These deadlines are to ensure your abstracts are not printed in ASCB print or online published materials.

  • Abstracts not withdrawn by October 12, 2012, for Regular submissions, and October 28, 201, for Late submissions may appear in meeting publications/proceedings.

  • Abstract submission fee(s) are NON REFUNDABLE.

 

Please send withdrawal requests to:

The American Society for Cell Biology
8120 Woodmont Avenue, Suite 750
Bethesda, MD 20814, USA
Fax: 301-347-9310
Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

 

 

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