Abstract Submission Guidelines

Review the submission guidelines, topic categories, presentation information, and abstract-related policies. The deadline to submit an abstract to the Gastrointestinal Cancers Symposium is September 26, 2017 at 11:59 PM EDT. All abstracts will be released to the public on January 16, 2018. Please visit Abstracts for additional key dates regarding abstract submissions.

Submission Categories

Authors must select one disease site and one topic category that best fits the subject of their abstract. The Gastrointestinal Cancers Symposium Program Committee reserves the right to recategorize an abstract.

  • Cancers of the Esophagus and Stomach
    • Prevention, Screening, and Diagnosis
    • Multidisciplinary Treatments
    • Translational Research
  • Cancers of the Pancreas, Small Bowel, and Hepatobiliary Tract
    • Prevention, Screening, and Diagnosis
    • Multidisciplinary Treatment
    • Translational Research
  • Cancers of the Colon, Rectum, and Anus
    • Prevention, Screening, and Diagnosis
    • Multidisciplinary Treatment
    • Translational Research

Submission Requirements

  • Prior Publication: For a study to be eligible for acceptance to the Gastrointestinal Cancers Symposium, the contents and conclusions of the abstract must not be presented at any scientific, medical, or educational meeting of 500 registrants or more or be published in a scientific, medical, or educational publication (in any medium), in whole or in part, before the Symposium. The exception to this is presentation at the ASCO Annual Meeting or some of the cosponsoring societies' meetings.
  • First Author Disclosure: Author disclosure must be declared at the time of abstract submission. If the first author is employed by a company as defined by the CMSS Code for Interactions with Companies (see below), an alternate presenter who does not have a relevant employment relationship must be named if the abstract is selected for presentation in an oral abstract session.
    • Company is defined in the CMSS Code for Interactions with Companies, as “a for-profit entity that develops, produces, markets, or distributes drugs, devices, services or therapies used to diagnose, treat, monitor, manage, and alleviate health conditions. This definition is not intended to include non-profit entities, entities outside of the healthcare sector, or entities through which physicians provide clinical services directly to patients.”
    • The first, last, and corresponding authors are required to answer additional questions concerning their abstract for informational purposes only. All submissions are peer-reviewed. 
  • Submission Fee: A nonrefundable $60 administrative fee, payable at the time of submission, will be charged for all abstract submissions. Payments can be made by credit card only.
  • Abstract Withdrawal Deadline: If a first author chooses to withdraw his or her abstract for any reason, a request must be emailed by November 29, 2017. Any abstract withdrawal request received after this date will be considered on a case-by-case basis and cannot be assured removal from the 2018 Gastrointestinal Cancers Symposium Proceedings
  • Confidentiality Policy: Submitted abstracts are considered final and both CONFIDENTIAL and EMBARGOED from the time of submission. Compliance with the Confidentiality Policy by all parties related to the abstracts is the responsibility of the first author, and the first author will be held accountable for any violation of the ASCO’s Policy.          

Prior to the information being publicly released in conjunction with the Gastrointestinal Cancers Symposium, the author, coauthors, sponsor of the research, journalists, and others may not

  • Make the information public, or provide it to others who may make it public (such as news media),
  • Publish or present the information or provide it to others who may publish or present it, or
  • Use the information for trading in the securities of any issuer, or provide it to others who may use it for securities trading purposes.

For a study to be eligible for acceptance into the Gastrointestinal Cancers Symposium, information contained in the abstract, as well as additional data and information to be presented about the study at the Symposium, must not be disclosed by any party before the findings have been publicly released in conjunction with the Symposium. If information from the abstract or additional study data are disclosed in advance of public release, the abstract will be subject to rejection or removal unless an official Confidentiality Policy Exception applies.

Guidelines

Please make special note of the following when preparing your abstract

  • Describe the objectives and results of the research in the abstract so that the Program Committee can evaluate the quality and completeness of the abstract. Abstracts will be judged solely on the basis of the data in the submitted abstract.
  • Organize the abstract according to four sections, identified by the following headers: Background, Methods, Results, and Conclusions.
  • Do not use proprietary names in the title or body of the abstract. If necessary, you may include the proprietary name in parentheses directly after the generic name on first use in the body of the abstract.
  • Do not refer to study results or conclusions in the title of the abstract. The title should objectively describe the study. The Program Committee reserves the right to edit conclusive titles.
  • You may include one data table with the abstract. Do not include illustrations or graphics.
  • Do not exceed 2,000 characters (approximately 300-350 words), not including spaces, for the total of your abstract title, body, and table.
  • Individuals may serve as first author of more than one abstract.
  • List no more than 20 individual authors for each abstract. Make sure that all coauthors meet the definition of authorship as stated by the International Committee of Medical Journal Editors in the “Uniform Requirements for Manuscripts Submitted to Biomedical Journals.” In addition to the 20 authors, an authoring group may also be listed to indicate the remaining authors.
  • Although clinical trial registration is not required for abstract submission, publication, or presentation, certain clinical trials are required to be registered by law and/or prior to journal publication. If a clinical trial is already registered, the first author will be asked to provide the name of the registry and the trial registration number during the abstract submission process. The clinical trial number will be included in the published abstract.

In order to successfully complete an online submission, authors will need to provide the following information

  • First Author (Presenting Author): The name, institution, telephone number, and email address of the first author is required. The first author (presenting author) will receive all future correspondence from ASCO.
  • Coauthor(s): The name, institution, and email address of each coauthor. Academic degrees of coauthors are not needed.
  • Corresponding Author: A corresponding author may be identified to be contacted with any questions by the Planning Committee. All other correspondence will be with the first author.
  • Intent to Submit Late-Breaking Data Submission: This box must be checked (either yes or no). Abstracts lacking data in the Results section of the abstract will be considered for late-breaking data submission status only when this box is checked.
  • Disease Site/Topic Category: Select the most appropriate disease site and topic category for the abstract, according to the list of topics online (which also appears above). Please note that the Program Committee has the authority to recategorize an abstract.
  • Disclosure Declaration: Disclosure of all relationships with companies for the first author and all coauthors is required.

First Author Responsibilities

  • Verify that, if necessary for the work reported, the clinical research represented in the abstract was approved by an appropriate ethics committee or institutional review board and, if appropriate to this research, informed consent was obtained for all subjects.
  • Verify that all coauthors are aware of the contents of the abstract and support its data.
  • Agree, on behalf of all authors, to transfer copyright to ASCO.
  • Agree to present the abstract if it is selected for presentation at the Symposium. This includes being present during the scheduled time of a poster session.
  • Agree that the same contact information and email address will be used for each abstract if submitting more than one abstract.
  • Identify the corresponding author. If you would like someone other than the first author to be contacted with any questions by the Scientific Review Committee, please designate within the abstract submitter. All other correspondence will be with the first author.
  • Comply with ASCO's Policy For Relationships With Companies (Journal of Clinical Oncology 2017 35:7, 796-798) and obtain and provide disclosure of all relationships with companies for all coauthors by the abstract submission deadline.
  • For abstracts containing original research, the first, last, and corresponding authors are required to answer additional questions concerning their abstract for informational purposes only. All submissions are peer reviewed. 
  • Comply with conflict of interest management decisions, including the potential for slide review prior to presentation. For more information on these procedures, see ASCO’s Conflict of Interest Implementation Plan for CME Activities.

Late-Breaking Data Submissions

  • The Gastrointestinal Cancers Symposium late-breaking policy allows for the submission of late-breaking data only for important new developments from randomized phase II and III clinical trials for which no preliminary data are available at the time of the abstract submission deadline (September 26, 2017), provided the initial trial information is submitted by the October 17 deadline in a placeholder (shell) abstract submission. During abstract submission, you will be required to provided primary clinical endpoint for analysis, type of analysis, date of planned analysis, and planned statistical methods for analysis. 
  • A preplanned analysis must be scheduled after September 26, 2017, but before November 14, 2017, the deadline for the final, updated late-breaking data. The policy is not a mechanism to allow for updated data to be submitted later when preliminary data are available by the abstract submission deadline. 
  • Note that a decision regarding potential presentation does not guarantee that the abstract will be selected for presentation after review of the updated data. Final decisions regarding the selection of these abstracts will be made after the deadline.
  • First authors of late-breaking data submissions have an opportunity to request that the abstract be withdrawn if the Committee deems it acceptable for publication only.

Trials in Progress Abstracts

The Gastrointestinal Cancers Symposium Program Committee recognizes the importance of bringing together researchers to discuss ongoing trials. Trials in Progress abstracts provide an opportunity for members of the research community to present ongoing trials, foster collaboration, and discuss correlatives and novel trial designs.  In addition, the Trials in Progress abstracts presented in the General Poster Sessions highlight the transition of emerging biologic pathways and new agents into the clinic—providing "coming attractions" for oncologists in clinical practice.

All phases of clinical research (phases I to III, supportive care, nonpharmacologic interventions) may be considered for inclusion in a Trials in Progress abstract submission. Trials submitted to this session are ongoing and have not reached prespecified endpoints for analysis. As such, inclusion of results would be improper and is strictly forbidden.

Trials in Progress Abstract Submission Guidelines​

Abstracts should be organized according to two sections, identified by the following headers (in bold)

  • Background
    • Scientific background/rationale for the trial
    • Preclinical and/or earlier-phase clinical data that has already been publicly presented or published may be included with references. The Trials in Progress abstract should not be used to present preclinical or earlier-phase clinical data for the first time.
    • Correlative studies of particular interest
  •  Methods
    • Trial design and statistical methods, highlighting any novel aspects of the design
    • Treatment or intervention planned
    • Major eligibility criteria, highlighting unusual aspects
    • Clinical trial registry number (required)
    • Current enrollment without providing results or endpoints
      • Enrollment must have already begun or have been completed with no data analysis available by the submission deadline (September 26, 2017).
      • Phase I studies may say, “Cohorts 1 and 2 have been completed without DLT. Enrollment to cohort 3 began in January 2017.”
      • Phase II studies may report, “8 of planned 32 patients have been enrolled” or “Prespecified activity goal for the first stage of accrual was met; second stage accrual began in January 2017.”
      • Phase III trials may report, “The DMC last reviewed the trial in December 2016 and suggested that the trial continue as planned.”

What is acceptable in a Trials in Progress abstract and poster?

  • Scientific background/rationale for the trial. Preclinical and/or earlier-phase clinical data that has already been publicly presented or published may be included with references. The Trials in Progress session should not be used to present preclinical or earlier-phase clinical data for the first time.
  • Trial design and statistical methods, highlighting any novel aspects of the design
  • Treatment or intervention planned
  • Major eligibility criteria, highlighting unusual aspects
  • Correlative studies of particular interest
  • Current enrollment without providing results or endpoints
  • Clinical trial registry number (required)

What is not acceptable in a Trials in Progress abstract?

  • Any preliminary data including toxicity, response rate, pharmacokinetic, or correlative analyses. NOTE: Abstracts including results or preliminary data will be rejected without further review.
  • Proprietary drug names

What is the abstract selection process for submitted Trials in Progress abstracts?

Abstracts will be reviewed by the Program Committee and will be evaluated on

  • Strength of the science underlying the trial
  • Novelty of the study design and/or correlatives
  • Potential for collaboration
  • Overall interest to the ASCO community

Presentation Types

  • Oral Abstract Presentations: Selected abstracts integrated in general sessions or placed in dedicated oral abstract sessions will have presentations 10 minutes in length. Presenting authors should use slides to accompany their presentation. Those who have disclosed relevant employment relationships with commercial interests as defined by the CMSS will be prohibited from presenting and must select an alternate presenter with no relevant employment relationships.
  • Rapid Fire Abstract Sessions: Selected abstracts will be presented in dedicated Rapid Fire Abstract Sessions. Rapid Fire Abstract Sessions provide additional opportunities for attendees to present the latest research in Gastrointestinal Cancers. Featuring 5-minute abstract presentations with dedicated question and answer panels, abstracts are grouped thematically for optimal discussion. Presenting authors should use slides to accompany their presentation. Those who have disclosed relevant employment relationships with commercial interests as defined by the CMSS will be prohibited from presenting and must select an alternate presenter with no relevant employment relationships. 
  • Poster Sessions: Selected abstracts will be presented in poster sessions and are hung all day with two scheduled viewing periods. Depending on the day of the presentation, the viewing periods will either be held during lunch and an evening reception, or over breakfast and lunch. First authors should be available for at least one of the two daily viewing periods to informally answer questions from attendees regarding the information presented.

Correspondence

Abstract Notifications

Each first author/presenting author will receive an email acknowledging receipt of the abstract after initiating a submission and after completing a submission. The first author/presenting author will receive a letter of notification from the Program Committee regarding its decision in early-November 2017.

Merit Awards

Based on funding availability at the time of the Award, a limited number of Merit Awards will be given to fellows who submit high-quality abstracts. Merit Award recipients will receive a monetary stipend, as well as complimentary registration for the Symposium.  Fellows who wish to apply for a Merit Award should check the box in the abstract submitter, indicating they wish to apply for a Merit Award. Applicants will be required to upload a letter of support from their Training Program Director and a two-page curriculum vitae. Individuals who are selected for a Merit Award will be notified of their award in early-November 2017.