The 2018 abstract submission site has now been open for a few weeks. To help you meet the Dec. 1 submission deadline, we compiled a list of some of the most frequently asked questions. Along with additional FAQs, you can visit the Digestive Disease Week® (DDW) website to find submission guidelines, requirements and more. If you have a question that is not listed below, please write it in the comments and DDW Administration staff will answer it in a timely fashion.
Q: When can I submit an abstract for DDW 2018?
A: The DDW 2018 abstract submission site is now open. Abstracts can be submitted until 9 p.m. ET on Friday, Dec, 1, 2017. The deadline is strictly enforced; absolutely no late submissions will be accepted. No edits to abstracts, author additions or changes to author information will be accepted after the Dec. 1 deadline.
Q: Does DDW accept case reports or clinical vignettes for abstracts?
A: Yes! Please submit the case report or clinical vignette using the abstract submitter. Note: case reports or vignettes are not eligible for submission as late-breaking abstracts.
Q: Can I submit a Late-Breaking Abstract?
A: Yes, DDW invites authors to submit clinical and basic Late-Breaking Abstracts (LBA) for presentation at DDW 2018. The LBA submission site will open at 9 a.m. ET on Feb. 1, 2018, and will close at 5 p.m. ET on Feb. 15, 2018.
Q: How much does it cost to submit an abstract?
A: There is a $60 non-refundable processing charge per abstract. (There is a $120 non-refundable abstract processing fee for late-breaking abstracts.) Abstracts will not be submitted until payment information is complete. Please note that this is a processing fee and not a publishing fee — abstracts not selected for presentation at DDW are also subject to the fee. Authors have the option of paying by Visa®, Mastercard®, or American Express®. No purchase orders or checks will be accepted.
Q: If I am unable to attend DDW, can I receive a refund for my abstract submission?
A: Refunds cannot be offered for any abstracts that have been submitted for DDW. The fees collected cover the cost to process the abstracts whether or not one attends the meeting.
Q: Can I be invoiced for abstract submission(s)?
A: Payment may only be made by credit card. Accepted credit cards include Visa®, Mastercard®, and American Express®.
Q: How can I obtain a receipt for my abstract submission?
- Log into the abstract submission site.
- Select the “Submission Tab” at the top of the page.
- Click on the ”Action” drop down and select “View Receipt.”
- A copy of your submission receipt will open in a new window.
A video tutorial on how to print a receipt is available to watch on the DDW YouTube Channel.
Q: When will I be notified if my abstract has been accepted for inclusion in DDW 2018?
A: Notifications will be sent by email to presenting authors on Feb. 13, 2018. You must keep your email information updated within the submission site. If your email address changes, please log into the system and follow the instructions to update your information. Authors can also view the status of their abstracts at the DDW abstract look-up site, available on Feb. 13.
Q: If I have to contact DDW Administration or the ScholarOne Support Team for information related to my abstract, what information should I have on hand?
A: Upon starting the process to submit an abstract, you will automatically be assigned a control ID number. Please keep a copy of:
- Submission confirmation email.
- Control ID number; located on the top left corner of the submission screen You will need your control ID number to communicate with DDW Administration and/or the ScholarOne technical support team about a specific abstract.
Q: How can I edit an abstract that has been submitted?
A: To reenter the system, you will need your user ID and password. In order to edit an abstract that has been submitted, you must first return it to “draft” status and submit it again after you complete the edits. Failure to resubmit before the Dec. 1 deadline will mean that the abstract will not be reviewed. You will not be required to submit the $60 submission fee when you resubmit your abstract after making edits. No edits, including edits to the author string, are permitted after the abstract submission deadline.
Q:What should I do if experiencing technical difficulties on the submission site?
A: Your technical questions or problems with the system should be directed to the ScholarOne Technical Support Team. They can be reached by clicking the “Help” button in the right corner of the screen or by emailing email@example.com.
Q: Is there a character limit for an abstract submission?
A: There is a limit of 2,900 characters for the text of your oral or poster abstract submission. Tables/images do not count toward the 2,900 character limit. The 2,900 character limit includes spaces.
There is a separate limit of 255 characters for the title of your abstract submission. Do not include author or institution names in the title of your abstract.
Q: Can I withdraw my abstract after it has been submitted?
A: Yes. DDW will withdraw your abstract when it receives written notification of your intent to withdraw by March 1, 2018. If you would like to withdraw your abstract, please complete the online form or contact DDW Administration. After March 1, we cannot guarantee that your withdrawn abstract will be excluded from publication. If circumstances prevent attendance, the author must arrange for the presentation to be given by a substitute co-author. Acceptance of the abstract obligates the author to present the paper.
Q: Does DDW offer travel awards?
A: DDW will award up to 20 Basic Science Travel Awards for the 2018 meeting. Selected authors of basic science abstracts will receive a $1,000 travel grant along with recognition at a reception during DDW. Learn more about DDW Basic Science Travel Awards and additional sponsoring society travel grants.