Helpful Hints about
Electronic Abstract Submissions

 

 

• About the Submission Programs: Each of the 3 electronic formats available to you is a stand-alone program. None are used in conjunction with a word processor. Abstracts should be created using only one of the submission formats available, not a word processor.
• Read and use the instructions provided within the programs to create and submit your abstract.
• Pasting text, tables and graphics directly into the submission program from other software: Copying text from Microsoft WordÒ into the submission program transfers easily. Text from any other software or word processor does not. This frequently used procedure causes file and character corruption and other difficulties that cannot necessarily be overcome by any form of technical support. Methods are noted below if you require the assistance of spell checking.
• Spell Checking. None of the submission programs includes a spell checker. Do not create your entire abstract in a word processing program and attempt to paste it into the electronic submission program. You greatly increase the risk of submitting a corrupted file. If you absolutely must send the text through a spell checker, we recommend the following method:
• create the text in the electronic submission form.
• copy the text to your favorite word processor.
• print a copy of the text you pasted into your word processor.
• run it through spell check and note the changes by hand on the printed copy.
• Go back and make the changes manually in the electronic submission program. Do not try to repaste the material back into the submission program.
• Available Space: You are limited to an area of approximately 5.75" x 4.75" for your entire abstract. This includes title, authors, body, images, tables and disclosures. The program will NOT stop you from entering text at any time, but you will not be able to complete the final submission process if you exceed these limits. With the electronic submission programs, there is a "check size" feature, which will tell you how much space has been used. Printing drafts along the way is also helpful.
• Formatting Features and Default Fonts: Each of the submission programs is set with a default font (Times Roman 10 point). Standard formatting features are included in the program (italic, bold, underline, sub and superscript).
• Hints to Save Space:
• You are not required to list an institution for each author. If you have multiple authors from the same department and institution, list the institution only once in this case. The program allows the user to leave any or all author institutional fields blank.
• If you include multiple institutions, abbreviate departments and institutions as much as possible (Dept., Univ., etc).
• Institutions print in the same order in which the authors are listed. Do not footnote authors names with institutions. This wastes valuable space.
• Graphic Images: You are limited to two sizes for the placement of graphic images. All images are automatically placed at the end of the text. Carefully follow the instructions for attaching graphic images to your abstract.
• Text Wrapping: Text wrapping around tables and graphic images is not possible. If you include both a table and a graphic image, you will use significant abstract space.
• Symbols and Special Characters: The submission program includes the most frequently used symbols and special characters. If the symbol or character you wish to use is not available, please spell it out (i.e., [male]). Do not import any extraneous characters or symbols that are not available within the electronic submission program. Also, notify us of the characters/symbols you would like available in the future. We will try to incorporate them for next year.

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