Abstract Submission Guidelines

Dates & Deadlines

Please read the following guidelines carefully prior to submitting your abstract. Your abstract may be rejected immediately if you don’t follow this guidelines.

General Guidelines

The abstract is a concise summary of a research paper, which must be an original work, not an excerpted passage. It should provide useful and clear information regarding your research paper.

An abstract must be fully self-contained and make sense by itself, without further reference to outside sources or to the actual paper. It should highlight key content areas, your research purpose, the relevance or importance of your work, and the main outcomes. We encourage work that introduces new ideas, concepts, research and deepens understanding in various fields.

Language

English

Paper Type

Original Study / Case Report

Words

Max. 300 words

Abstract Guidelines

Both, the abstract and the presentation, must be in English. The maximum number of words in an abstract is 300, without taking into consideration the following fields: Title, Author, Co-authors, Scientific Coordinators, Affiliation and Keywords. 

The Title should not be longer than 12 words. Be creative and contain all the incredible ideas presented in the abstract in an attractive manner that will encourage everyone to read your valuable work. 

Who is submitting the abstract?

Each paper can have a maximum of 1 author, 2 co-authors and 2 scientific coordinators. The abstract is only going to be submitted by the author, who will also be presenting . In order to submit an abstract, the author needs an Active Package. All co-authors need to have their details submitted with the abstract, otherwise their registration will not be valid.

A presenting author can submit a MAXIMUM of 2 abstracts. All the submitted abstracts have to tackle different subjects.  After the deadline, the submitted abstract cannot suffer any further adjustments. 

If you encounter any problems, please contact us via the following e-mail at scientific@congressis.ro. 

Categories of Abstracts

After registering as an Active Participant and paying the fee, you should submit your abstract until the 11th of April. Depending on your major fields of interest, we have carefully designed a variety of sections of abstracts, each of them having unique features. Therefore, your abstract should be submitted into one of the following categories:

  • Behavioral and Social Sciences
  • Fundamental Sciences
  • Internal Medicine
  • Surgery

Original Study

An Original Study is represented by a detailed account of research activity and it is considered a primary resource. The objective of the presentation is the expansion of knowledge and understanding in the studied phenomenon.

If requested, the participant must provide the raw data file used for statistical analysis and the complete list of references if applicable.

  • Background: It stands as a hypothesis for your study. It is a brief description of what is known about the subject you chose and its significance for your research. 
  • Materials and Methods: Relevant details about how the study was conducted, how the data was processed and how it might vary; specify the number of subjects and the steps taken in order to execute your research. 
  • Results: Present the main outcome of your original study in an attractive manner. Create a strong link between the original hypothesis and the final results, relating all of the ultimate data to it. 
  • Conclusion: This section allows you to summarize the topic and make an objective comparison with the updated specialty literature. You can also add a powerful statement that comprehends the entire idea of the Original Study, allowing new perspectives over your abstract. 

Case Report

A Case Report is a study keen on the observation of one or more patients with particular aspects of an engaging pathology. The objective of the presentation is to declare the qualities of an interesting case, to recon and  and to come up with useful information for your fellow colleagues. The presentation should have a short introduction that should highlight the significance of the chosen pathology, the case description, including the patient data, symptoms and diagnosis, treatment plans and conclusions.

If requested, the participant must provide the raw data file used for statistical analysis and the complete list of references if applicable.

Patient’s files are the key-materials when writing a case report. You can find valuable evidence and use it in your abstract, making it unique. 

  • Background: Should emphasize the importance of the chosen subject, as well-as the major factors that have influenced the case. In order to do so, we recommend having in mind the following: context, relevance and importance. 
  • Case description: History (describe briefly your patient’s medical history, to set-up a broader context and create an important link between a possible etiology and the actual condition) and physical examination (acknowledge important details that can be revealing). 
  • Conclusion: This section allows you to summarize the topic and make an objective comparison with the updated specialty literature. Make sure this section reflects the significance of the clinical situation for medicine.  

Keywords

KEYWORDS are mandatory, as they allow you to highlight the most important aspects of your abstract. They are a tool to help indexers and search engines find relevant papers. They should be representative but also specific for your paper. 

Abstract Structure

Abstract title 

  • Should not be longer than 12 words;  
  • The language used should be simple;
  • We recommend making it captivating and intriguing, but also clearly stating your intention.

Authors 

  • Write the full name of each author;  
  • Institutional affiliation (name of the institution) should be displayed under the author’s name (name of department/institution, city, state); please check the proper name of the institution in English. 

The maximum number of words in an abstract is 300, without taking into consideration the following fields: Title, Author, Co-authors, Scientific Coordinators, Affiliation and Keywords.

Tips & Tricks

Your abstract should be written in such a manner that anyone who reads it understands the subject of your scientific paper. Here are some tips & tricks to make your work easier: 

  1. Aim for a title that’s easy to understand and that sparks curiosity. 
  2. First write briefly the main ideas for each part of the abstract – this way you shouldn’t forget any essential information. 
  3. Then, create your sentences but keep it simple! – steer clear of long sentences and useless words. They make your abstract hard to read and you’ll probably also exceed the word limit.  

You should: 

  •  Use plurals to avoid indefinite articles. 
  •  Not use ‘very’, ‘extraordinary’, etc. They are not necessary. The results speak for themselves. 
  • Not repeat yourself. 
  • Use few adjectives. 

Count the words and if it is the case, start rephrasing your text so that you will have fewer words. Make sure not to lose any important ideas on the way. 

Do not forget to check your grammar and spelling and also to verify the whole information within the abstract at the end. 

You can only use standard abbreviations. 

Categories

When submitting, please assign your abstract to one of the categories below that best suits your topic, depending whether its a Original Research or a Case report. Don’t forget to follow the specific layout for each one of them.

Original Study/Research is represented by a detailed study reporting original research and is classified as primary literature. It includes hypothesis, background study, methods, results, interpretation of findings, and a discussion of possible implications.

  • Behavioral and Social Sciences
  • Fundamental Sciences
  • Internal Medicine
  • Surgery

Case Report section is consisted of cases that were noticed during the daily medical practice for their novel characteristics on their clinical features, their treatment and their evolution.

  • Internal Medicine
  • Surgery
Original Study/Research
  • Background
  • Materials and methods
  • Results
  • Conclusions
  • 3-4 keywords
Case Report
  • Background
  • Case Presentation
  • Conclusions
  • 3-4 keywords
Presentations

ORAL PRESENTATIONS

Accepted type of paper: ORIGINAL STUDY / CASE REPORT

  • What to prepare: A slideshow in .PPT ot .PPTX format (recommended).
  • How to bring it: On a USB flash drive, which you will hand in at the check-in.

We recommend you make a backup copy of all the media files (audio, video) used in your presentation in a separate folder on the USB.

  • Duration: Maximum 6 minutes, followed by a 2-minute discussion.

POSTER PRESENTATIONS

Accepted type of paper: ORIGINAL STUDY / CASE REPORT

  • What to prepare: A0 or A1 paper format, portrait or landscape.
  • How to bring it: Every Presenting Author has the responsibility to print their poster. The information on the poster must be easily read from a distance of 1-2 m.
  • Used Language: English
  • Duration: Maximum 6 minutes, followed by a 2-minute discussion.

Power Point Structure

Structure:

  • The format accepted for the presentation is .ppt/.pptx;  
  • We recommend using a font of at least a 22 font size for the text; 
  • Do not fill your slides with blocks of text. We suggest you write exclusively the main ideas on the slides and tell the whole story behind them through your convincing speech; 
  • Remember the importance of diagrams, images and animations; 
  • All the tables and graphics must contain a title and a legend 

We recommend having the following structure for your visual support: 

  • The first slide should contain the following information: the title of the paper, the author’s name, the affiliation and the logos pertaining to the affiliation and to the congress. 
  • The next slide should consist of a table of contents. It is optional, but good to have. It helps your audience to better comprehend the presentation. 
  • In the succeeding 1-2 slides you should have an introduction. In this part, you should present the subject which you are going to speak about. 
  • After the introduction, there will be a number of 15 to 20 slides that should contain the main ideas of the paper organized in a brief manner (materials and methods + results). 
  • Your conclusion should consist in 1-2 slides in which you should have a “take home” message for your audience. You should concentrate all your findings in a concise way. 
  • The last slide should contain all your references. 

Tips & Tricks

How to make your PowerPoint presentation a masterpiece: 

  1. Keep it simple. A visual aid was designed as a convenient way to display graphical information that would support the speaker and supplement the presentation. The slides themselves should not be the “star of the show”. They should be used as a tool in making your Oral Presentation more clear to your audience. Don’t let your message and your ability to tell a story get derailed by slides that are unnecessarily complicated.
  2. Make it visual. Use photos, graphics, transitions that are easy to follow, but catchy.
  3. Choose your fonts and colors wisely. Make sure you know the difference between a Serif font (e.g., Times New Roman) and a Sans-Serif font (Helvetica or Arial). Serif fonts were designed to be used in documents filled with lots of text. Serif fonts are said to be easier to read at small point sizes, but for on screen presentations the serifs tend to get unreadable due to the relatively low resolution of projectors. Sans-serif fonts are generally better for PowerPoint presentations. Furthermore, color usage can increase interest and improve learning comprehension and retention, so be careful to choose well!
  4. Use appropriate charts and graphics.
  5. Be careful with the amount of text! It can be boring if the presentation has lots of explanations. Use bullet points to express the main ideas and talk freely!
  6. Don’t forget the bibliography!

Oral Presentation

All oral presentations, regardless of the category, will be held exclusively on-site during 12th-14th of May.

The exact schedule and location information will be shared with the participants before the 2nd of May. Participants will be able to attend the presentation of the abstracts and they will also have the right to ask questions regarding the content of the presentations.

Presenters’ Duties:

  • The Presenters must be present 15 minutes before the start of the Oral Presentations competition.
  • The Presenters cannot leave the room before the end of the last presentation from their section.
  • The Organising Committee of Congressis is not responsible if any of the conditions specified above is not met.

The official language of the Congress is English. This being given, the visual support, the oral presentations and the short Q&A session for each participant will all be held in EnglishNo other language is accepted.

As far as the visual support is concerned, please make sure you adhere to the rigors imposed here.

The presentation time for each participant will be 6 minutes, followed by a 2-minute Q&A session (both the professors of the Scientific Committee and the other Presenters will be allowed to ask questions). You will be notified during the presentation when there are 3 minutes and respectively 1 minute left of the presentation time. Please note that exceeding the time limit will influence your final score!

Your speech should be clear and coherent. We kindly suggest that you speak freely, without using any supplementary support except the slides of the presentation. This is a simple manner to improve the Scientific Committee’s opinion on your public speaking abilities and to make an honest self-evaluation of your efforts.

Tips & Tricks

Congratulations on the acceptance of your abstract for an Oral Presentation, this being the final step in the research process. Each will be allotted six (6) minutes for your presentation and a period of two (2) minutes for the Q&A session. During oral presentations, the audience is very attentive and focused on the presenter, so we provide you a guide that will help you turn your hard work into a successful experience. 

  • Preparing
    • It is crucial to know your material inside out. Therefore, a MUST is improving your delivery skills, in order not to sound plain, but rather enthusiastic and passionate. 
    • Get a colleague or co-author to analyse your slides and oral presentation beforehand. The refined end product is what the audience will see and hear, so you must pay attention to all the details. 
  • Giving the presentation
    • Exercise your speech in order to make it cursive.  Avoid stalling. 
    • Look at the camera while you deliver your speech, not at the slides (as one can tell the difference). 
    • Demonstrate enthusiasm and emotion, use gestures to emphasize certain ideas. 
    • Deliver a clear, important, take-home message from your work – one that would be valued unanimously. Make a firm closing. 
  • Answering questions
    • Listen to the question carefully – you can repeat a part of the question in the answer to make sure you understood correctly and that you will deliver the message properly. 
Submission Information

An active participant can have maximum 4 oral presentations/posters, but only 2 as an AUTHOR.

The options are:

  • 2 presentations/posters as an AUTHOR, 2 presentations/posters as a CO-AUTHOR
  • 1 presentation/poster as an AUTHOR, 3 presentations/posters as a CO-AUTHOR
  • 4 presentations/posters as a CO-AUTHOR.

Note that these are the maximum number of active papers you can submit, but not the exact number required.

If your abstract was accepted, you must send us your presentation untill 1st of May 23:59 GMT+2 via email at scientific@congressis.ro.

In the email, you must state the title of your paper and to attach your presentation.
Supported formats:

  • Oral Presentations: .PPT or .PPTX
  • Poster Presentations: .PNG, .JPEG or .PDF

Q: When will I hear if my abstract has been accepted?

Participants will be informed about abstract decisions on 18th of April.

Q: What do I do if my abstract is not accepted?

All applicants with an unsuccessful abstract submission will be invited to attend the conference as a PASSIVE participant at no added cost.

Q: Is there a template to help me format my abstract?

Yes, please review to our “Abstract Categories and Types” heading further up on this page.

Q: Can I submit more than one abstract as an author/co-author?

An active participant can have maximum 4 oral presentations/posters, but only 2 as an AUTHOR. The options are:

  • 2 presentations/posters as an AUTHOR, 2 presentations/posters as a CO-AUTHOR;
  • 1 presentation/poster as an AUTHOR, 3 presentations/posters as a CO-AUTHOR;
  • 4 presentations/posters as a CO-AUTHOR.

Q: How many co-authors and scientific coordinators can I have?

The Scientific Paper should have 1 AUTHOR, maximum 2 CO-AUTHORS and maximum 2 SCIENTIFIC COORDINATORS.

Q: How do I format my Oral or Poster Presentation?

Please see the presentation guidelines tab for more information.

Q: If I'm a co-author, am I an active participant or a passive one?

AUTHORS and CO-AUTHORS are both seen as ACTIVE Participants.