ABSTRACTS

THE 13TH AOEC ABSTRACT SUBMISSION SYSTEM IS STILL OPEN.

The 13th AOEC Scientific and Organising Committee encourages all researchers and practitioners to consider contributing to the programme by submitting abstracts for poster or platform presentation.

To submit an abstract please click here.

Please ensure that you have read the Abstract Submission Rules and also the Abstract Content Rules before submitting your abstract. Please note that given the postponement of the congress, that the Abstract Deadline will be extended; the new deadline for abstract submission will be announced here soon.

Further information may be found in the FAQ section below. Please contact the Congress Secretariat at aoec@epilepsycongress.org for any additional queries.

Abstract Submission Rules:

  1. Abstracts will not be accepted unless they are submitted online via the online abstract submission system before midnight (GMT) on 22 May 2020. Abstracts received after this date will NOT be accepted. Abstracts submitted by post or email will NOT be considered.
  2. All abstracts should be written, submitted and presented in English with a maximum word count of 300 words (not including the abstract title, authors and institutions).
  3. Authors will be notified in writing in early July 2020 as to whether or not their abstract has been accepted by the Abstract Review Committee. The decision of the committee is final and no correspondence will be entered into.
  4. Once an abstract has been accepted, the presenting author must register for the congress for final acceptance. An abstract presenter may not register as a day delegate. Proof of registration for the congress must be submitted to aoec@epilepsycongress.org to finalise acceptance of the abstract.
  5. All accepted abstracts will be published on the congress website and available through the congress app so long as the presenting author is registered for the congress.
  6. Instructions for both platform and poster presentations will be available on the congress website when the abstract results are sent out.
  7. Authors selected for oral presentations should use Microsoft PowerPoint only (PC Format).
  8. All correspondence will be sent to the submitting author only. It is the responsibility of the submitting author to forward any relevant correspondence to the presenting author.
  9. Each author is permitted to present once (not including invited lectures).
  1. Abstract submitters should ensure that the version submitted is the final one; changes will not be permitted once the deadline has passed.
  2. Institution information should be provided for all authors. Please include institution, city, state/ province and country but exclude department, division, laboratory, etc.
  3. A topic category for each abstract must be selected during the submission process; the abstract topics can be found in the section below.
  4. Abstracts should be structured in 4 sections as follows:
    Purpose: Should indicate the objectives of the work being presented
    Method: Should describe study material or subjects (e.g. number and type of patients), intervention and evaluation procedures.
    Results: Should summarise the main findings. Wherever possible, give numerical values, including means with SD or SEM, and statistical significance or confidence intervals.
    Conclusion: Should state briefly the conclusions reached in the work
  5. Up to 5 key words relating to the content of the abstract may be provided.
  6. Figures, tables and other illustrations may not be included.
  7. If the work was supported by funds provided by a commercial organisation this should be stated in a short acknowledgment at the end of the abstract. Other sources of funding may be acknowledged in the same way.
  8. Submission of multiple abstracts describing different components of the same study is not appropriate. All findings generated from the same study should be included in a single abstract.
  9. Abstracts containing single case reports will not usually be accepted, unless the report is of outstanding scientific or clinical interest because of the uniqueness of the findings or the sophistication of the investigations.
  10. Abstracts containing data considered to be insufficiently informative will not be accepted.
  11. Authors should use a concise title that indicates the content of the abstract. Abbreviations should be avoided in the title.
  12. For intervention studies (for example, therapeutic trials), type of design (prospective or retrospective, controlled or uncontrolled, randomised or observational, open vs. single-blind vs. double-blind), dosages, assessment methods and duration of follow-up should be specified.
  13. Non-proprietary names of drugs must be used throughout. If results are considered to be specific for a given proprietary product (for example, bio-equivalence studies), the non-proprietary name must still be used, followed by the proprietary name and the name of the manufacturers in brackets.
  14. Abbreviations should be used sparingly. For words that are abbreviated, use the whole term the first time, followed by the standard abbreviation in parenthesis.
  15. References should be used sparingly. They should be included within the text in brackets. For journals, mention first author “et al”, followed by the name of the journal as abbreviated in the Index Medicus, year, volume number and inclusive pages (e.g. Hardus P et al. Epilepsia 2001;42:262-267.). For book chapters, give first author “et al”, editor, title, publisher, city of publication, year and inclusive pages (e.g. Levy RH et al. In: Levy RH et al, Antiepileptic Drugs. Lippincott-Raven, 1996;13-30.).
  16. Submission of an abstract automatically implies acknowledgment that the work described was conducted in accordance with current ethical standards and regulations in biomedical research. Failure to adhere to these standards will result in rejection of the abstract.

A topic category for each abstract must be selected during the submission process; the categories are as follows:

 

  1.         Adult Epileptology
  2.         AED Issues
  3.         Basic Sciences
  4.         Clinical Neurophysiology
  5.         EEG
  6.         Epidemiology
  7.         Genetics
  8.         Neurobiology
  9.         Neuroimaging
  10.         Neuropsychology
  11.         Others
  12.         Paediatric Epileptology
  13.         Pre-clinical Year Research
  14.         Prognosis
  15.         Psychiatry
  16.         Seizure Semiology
  17.         Social Issues
  18.         Status Epilepticus
  19.         Surgery
  20.         Translational Research
  21.         Women and Pregnancy

Frequently Asked Questions (FAQs) for 13th AOEC Abstracts

Abstract Submission:

Can I make changes to my abstract after submission?

You can make any changes you wish to the abstract even if the abstract has been submitted, but the changes need to be made before the abstracts submission deadline. Once the abstract submission deadline has passed, changes are not permitted unless they relate to the results of the study, in this case only, please contact aoec@epilepsycongress.org

Can I submit an abstract after the deadline?

Late abstracts are not being accepted for this congress.

Can an Encore Abstract be submitted?

Yes an Encore Abstract can be submitted to the 13th AOEC providing that there is no copyright issue with the original publisher.

 

Abstract Acceptance:

When will I know if my abstract has been accepted?

Authors will be notified of the acceptance / rejection of their abstract by early July 2020.

How will I receive the information from the Congress Secretariat?

Contact details provided at the time of submission will be used for all correspondence related to the Congress. Please ensure that the correct details are entered.

How will my abstract be presented at the congress?

Most abstracts are accepted for poster presentations, a few are selected for oral presentation. You will be informed of the format of your presentation at the time of acceptance notification.

My colleague has received confirmation of his acceptance and I did not, is there something wrong?

There may be a problem with your email address, therefore please contact aoec@epilepsycongress.org

 

Abstracts – Onsite Information:

Will e-posters be available at the congress?

E-posters are not available at the 13th AOEC.

Do posters have to stay up for the duration of the congress?

Posters should be up for both Friday 9 October and Saturday 10 October 2020.

Where will the poster area be situated?

The location for the posters will be announced in April 2020.

Will there be poster sessions?

Yes – all presenters are required to be at their poster at the designated poster viewing times on Friday 9 October and Saturday 10 October (12:30-13:30) in order to answer questions from those visiting the poster area.

Can I include videos beside my poster?

AV equipment is not provided by the congress. Should you wish to order any specific equipment to complement your poster, please contact the Congress Secretariat in order to receive a quotation.

How can I make my poster more attractive?

Please note that the colourful posters are more effective and attractive. When choosing a background, remember that neutral or grey colours will be easier on the eyes than a bright colour. Colour photos also look best when mounted on a grey background. Finally take note of the poster dimensions as outlined on the poster presentation page.

 

Abstracts – General Queries:

Which reference number should I use when I send a query to the Congress Secretariat?

Please quote your abstract reference number that starts with A-1186- in all correspondence.

I am not the first author; can I present the poster on behalf of my colleagues?

Presentation by a second author may be allowed. Once your registration has been completed, please contact aoec@epilepsycongress.org. Please note however that each author is permitted to present only once during the congress (not including invited lectures).

I am a speaker in the congress programme; do I need to submit an abstract?

Speakers are not required to submit abstracts to illustrate their talks unless specifically requested by the sessions’ chair(s).

I have been selected for a platform session but I would have preferred a poster presentation, what can I do?

During the abstract submission process you were asked if you would prefer poster or oral (platform) presentation, or if you do not have a preference. The Abstract Review Committee (ARC) took this preference into account and did not select an abstract for platform presentation if the submitter indicated that s/he does not want a platform presentation. However, if you indicated that you had no preference between poster and platform presentation, then the ARC has selected your work to be presented in a platform session because they felt that it was of high quality and that a large audience would be interested in knowing more about the study. It would be a shame not to use this opportunity to present your work! However if you are unable to make an oral presentation please contact the Congress Secretariat at aoec@epilepsycongress.org for alternative arrangements.

How do I find out information about the posters?

Further information on the poster presentations at the 13th AOEC will be available here once the abstract results are sent out.

ILAE will provide assistance towards attendance at the that 13th AOEC for a limited number of young researchers, physicians and other epilepsy care professionals from the region. Candidates should submit an abstract here and follow the instructions for bursary applications. Applications for 13th AOEC bursaries will only be accepted from those who also submit an abstract. Please note that the deadline for submitting a bursary application via the abstract submission system is 22 May 2020.

A 13th AOEC bursary award offers partial support towards registration, travel and/or accommodation.

Requirements and Conditions:

  • Applications for bursaries will only be accepted via the online abstract submission system for the 13rd AOEC.
  • At the time of application, the applicant must be 50 years of age or under. A copy of the applicant’s passport must be included with the application to verify date of birth.
  • The applicant must not have received a bursary to participate in any ILAE/IBE congress over the past four years.
  • The applicant must submit a short statement explaining why attendance at the 13th AOEC would be particularly relevant to his/her present appointment or activity in the field of epilepsy, making sure to indicate the reason he/she requires funding to attend the congress and why he/she feels the application should be considered.
  • The applicant must declare if he/she has sourced any other funding to attend the 13th AOEC and disclose the nature of the funding.
  • The applicant must submit a signed reference from a person supporting his/her application (e.g. local ILAE Chapter representative, Head of Department of hospital or institution, etc.)

Please contact the Congress Secretariat at aoec@epilepsycongress.org with any queries.

ILAE-YES BEST PRESENTER AWARD

All abstract presenters aged 40 or younger are eligible to be considered for the ILAE-YES Best Presenter Award.

Eight high-quality abstracts will be chosen from the applicants to give an oral presentation at the ILAE-YES Data Blitz Session in front of a jury and public audience who will judge the best presentation.

The Prize

The winner giving the best presentation at this session will receive a free conference registration for the next AOEC in 2022.

Criteria

  • All abstract presenters <40 or younger are eligible for the ILAE-YES Best Presenter Award; a legal document (passport or ID) needs to be uploaded to certify your age
  • You need to be the main contributor and presenting author of the abstract submitted and accepted for the 13th AOEC

The Selection Process and What It Involves

Consideration for selection will be based on the above criteria.

The eight people shortlisted for this award will be contacted by the congress secretariat in July 2020 and will receive further information on the presentation format. Please note that it will be oral presentation only.

How to Apply

Applications must be made through the 13th AOEC abstract system. Please note that the applicant must submit an abstract to the congress in order to be eligible to apply for this award.

If you have any queries, please email aoec@epilepsycongress.org.