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 25, 2018 at 11:59 PM EDT. All abstracts will be released to the public on January 14, 2019 at 5:00 PM EST. 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

Abstract Eligibility

  • All types of gastrointestinal cancer-related research are eligible for submission. Please note: case reports are not accepted.
  • Abstract should address scientific questions, detail clinical observations, or contain primary scientific data.
  • Data from the long-term follow-up of previously presented clinical trials may be submitted only if significant new information can be shown. 
  • Interim analysis of a prospective randomized clinical trial will be considered if it is performed as planned in the original protocol and is statistically valid.
  • Abstracts of clinically-related subjects should be combined into a single abstract. Submission of multiple abstracts on a single study may result in the rejection of one or more abstracts. 

Submission Requirements

  • Summaries of new, ongoing, and updated research related to gastrointestinal cancers will be acceptable for submission and presentation. Case Reports are not suitable for submission to this Symposium.
  • 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, 2018. Any abstract withdrawal request received after this date will be considered on a case-by-case basis and cannot be assured removal from the Gastrointestinal Cancers Symposium Proceedings
  • Abstract Change Deadline: Following the abstract submission deadline, first authors may request corrections to rectify errors (e.g., typos, mispellings) within abstract submissions. Requests must be emailed by November 29, 2018. Updates to original data will not be permitted, as changes are permissible only for the correction of errors. 
  • Confidentiality Policy: Submitted abstracts are considered both CONFIDENTIAL and EMBARGOED from the time of submission. For a study to be eligible for presentation, information contained in the abstract, as well as additional data and information to be presented about the study, may not be made public before the findings have been presented/published in compliance with the Embargo Policy. The one exception to these policies applies to abstract information that has been previously made public through presentation at another meeting. In these cases, the confidentiality and embargo policies apply only to any updated information.  

The Confidentiality and Embargo Policies require that, prior to the embargo being lifted, the first author, and coauthors of the research not

  • publish the information or provide it to others who may publish it,
  • release the findings to news media, 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.

The first author is responsible for conveying this information to all parties.

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 Proceedings editor 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.
  • Funding Source: Indicate whether the abstract was funded by the NIH, a pharmaceutical or biotechnology company, a tobacco company, a foundation, or another source. NIH-sponsored studies are those that receive direct NIH funding for their conduct, including cooperative group trials. If the research is funded by a pharmaceutical, biotechnology, or tobacco company, please provide a contact person at the company.   

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.
  • Intent to Submit Trials in Progress Submission: This box must be checked (either yes or no). Abstracts marked as Trials in Progress should not include data, nor conclusions. Additional information regarding Trials in Progress submissions is provided below. 
  • 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 Program Committee, please designate within the abstract submitter. All other correspondence will be with the first author.
  • Adhere to the ASCO's Policy for Relationships with Companies (Journal of Clinical Oncology, 2017 35:7, 796-798) and obtain disclosure information from all coauthors using the appropriate disclosure forms. 
  • 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.
  • 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 Implementation Plan to Manage Relationships with Companies 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 randomized phase III clinical trials for which no preliminary data are available at the time of the abstract submission deadline (September 25, 2018), provided the initial trial information is submitted by the November 14 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 25, 2018, but before November 14, 2018, 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.

LATE-BREAKING DATA SUBMISSION GUIDELINES

For an abstract to be considered for late-breaking data submissions status, the first author must

  • Submit an abstract, excluding the Results and Conclusions sections, by the abstract submission deadline (September 25)
  • Adhere to the confidentiality policies
  • Describe the type of data that will be submitted by the late-breaking data submission deadline, indicating the primary clinical endpoint for analysis, planned statistical plan for analysis, and date of planned analysis. (For example, “Survival data for the two treatment arms will be compared using a log-rank test.”) In general, ASCO discourages reporting of interim analysis results, unless approved by the study’s Data and Safety Monitoring Committee.

The final, updated late-breaking data should be submitted by November 14, the late-breaking submission deadline. If an updated abstract with data and analyses is not submitted, ASCO will follow up with the authors directly to determine appropriate next steps.

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 25, 2018).
      • Phase I studies may say, “Cohorts 1 and 2 have been completed without DLT. Enrollment to cohort 3 began in January 2018.”
      • 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 2018.”
      • Phase III trials may report, “The DMC last reviewed the trial in December 2017 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 Sessions: Selected abstracts will be presented in an Oral Abstract Session or General Session. Oral abstract presentations will be approximately 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. Abstracts selected for oral presentation are also required to present a poster in the corresponding day's poster sessions.
  • Rapid Abstract Sessions: Selected abstracts will be presented in a Rapid Abstract Session. Rapid Abstract Presentations will be 5 minutes in length. Presenting authors should use up to 10 PowerPoint slides to accompany their presentation. Those who have disclosed relevant employment relationships with companies 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. 

ABSTRACT SELECTION PROCESS

Selection of Abstracts

Abstracts of superior quality will be selected by the Program Committee for presentation at the Meeting and for publication in the Gastrointestinal Cancers Symposium Proceedings, a supplement to the Journal of Clinical Oncology. Each first author will receive a letter of notification via email from the Committee regarding its decision on the abstract in early November 2018. It is their responsibility to share this information with all coauthors and study sponsors. If selected for presentation, the presenting author is responsible for registering and securing a hotel for the meeting. 

ABSTRACT SELECTION PROCESS FOR REGULAR AND LATE-BREAKING DATA SUBMISSIONS

Abstract submissions are considered for all types of presentation, and as such authors are not permitted to state a preference for presentation type at the time of submission. Abstracts will be judged solely on the data submitted. Statements such as “further data will be presented” are not acceptable and will decrease the likelihood that the abstract will be selected for presentation at the meeting.

ABSTRACT SELECTION PROCESS FOR TRIALS IN PROGRESS ABSTRACTS

Abstracts will be reviewed by the Scientific Program Committee and evaluated on the following criteria

  • Strength of Science: Does the trial address an important and novel question?
  • Trial Design: Are the eligibility criteria, study endpoints, and planned analysis well defined in this abstract?
  • Collaboration: Is there potential for investigator collaboration?
  • Relevance:  Will the results be relevant and of interest to ASCO Annual Meeting community?
  • Requirements:  
    • Trial is registered, open, and enrolling patients
    • Abstract does NOT contain preliminary data or results

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 2018.

Merit Awards

Based on funding availability at the time of the Award, a limited number of Merit Awards will be given to fellows and trainees 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 2018.