Abstract submission: frequently asked questions

When is the submission deadline for abstracts? Answer »
What constitutes authorship? Answer »
Do the authors of the abstract and the poster have to be the same? i.e. if a colleague works on the poster, can they be classified as an author? Answer »
Do I need to include all the authors in the 'authors' field when submitting my abstract? Answer »
How many co-authors can I include on the authors' list? Answer »
How should authors be listed for a collaborative project? Answer »
Is there a word limit for the abstract? Answer »
I am not sure which category my abstract should be submitted under? Answer »
What headings should I use for a case report? Answer »
I wish to submit a case report abstract but the patient has passed away. Can I present the case? Answer »
Do I need to provide evidence of obtaining consent? Answer »
Is it possible to submit more than one abstract? Answer »
Does the poster have to include the entire abstract? Answer »
Can I submit an abstract that has been submitted to another non AAGBI meeting? Answer »
Can I present my findings as a poster or oral presentation at a meeting before submitting my case report to Anaesthesia Cases? Answer »
Can I present my case report after it has been published on Anaesthesia Cases? Answer »
Can I submit an abstract if the work has been published in (or submitted to) a journal such as Anaesthesia as a letter? Answer »
Can I withdraw my abstract after submission? Answer »
Data collection for my study is underway but will not be ready in time for the abstract deadline submission; however, the abstract will be prepared by the deadline. Is it possible to submit the results/data prospectively? Answer »
Selection Process  
What are the criteria against which the abstracts are reviewed? Answer »
Who selects the abstracts and decides how they will be presented? Answer »
Registration and attendance at the meeting  
Is there an abstract submission fee? Answer »
I am an author and my abstract was accepted as a poster/oral presentation but I cannot get study leave.  Can a colleague present on my behalf? Answer »
What size should my poster be? Answer »
If I have my poster printed by Scienceposters, will it be put up for me? Answer »
I am an author and my abstract was accepted as a poster presentation but I cannot get study leave.  Can the AAGBI put up my poster and can it still be included in the judging session?
Answer »
What happens if I don't include a statement about ethical or other approval, and/or patient consent, in my actual poster? Answer »
Do I need to register for the whole three days if I am presenting a poster on one day only? Answer »
My abstract has been accepted for oral presentation, can it move session? Answer »
Is it ok to have two presenters for an oral presentation? Answer »
I am unable to attend the final day of the meeting so will be unable to collect my poster. Can the AAGBI send my poster back to me? Answer »
I presented a poster at an AAGBI meeting. Can I have a certificate for my portfolio? Answer »
Common errors in abstract submissions  
Common text and spelling errors View pdf »

When is the submission deadline for abstracts?
The deadlines for submission of abstracts for AAGBI meetings are available on the website http://www.aagbi.org/education/events/conferences Under no circumstances will an abstract be accepted after the stated deadline.

What constitutes authorship?
All authors must meet the requirements of authorship as set out in the guidelines of the International Committee of Medical Journal Editors i.e. all have made a substantial contribution to the acquisition of data and its interpretation AND been involved in drafting the abstract or revising it - and all authors must accept reponsibility for the work presented. All proposed changes in authorship after submission must be fully explained.

Do the authors of the abstract and the poster have to be the same? i.e. if a colleague works on the poster, can they be classified as an author?
The authors should be the same although any individual who is not an author and contributes to the production of the poster can be acknowledged.

Do I need to include all the authors in the 'authors' field when submitting my abstract?
Yes, please ensure you include all the authors who have contributed to the work in the appropriate field when submitting your abstract, as this is the author list that will appear in the published abstract - you will be unable to add authors later and your co-investigators will be left off the published version of the abstract.

How many co-authors can I include on the authors' list?
We do not set a maximum but all authors should have made a significant contribution as per the definition of what constitutes authorship above. It is unusual to need to credit more than six authors.

How should authors be listed for a collaborative project?
Some projects involve large groups of collaborators e.g. a trainee network, and it’s not practical to include every name under ‘author’; in such circumstances, please use the following format: ‘Author 1, Author 2, Author 3 on behalf of the XXX Group – and under ‘Acknowledgement’ at the end, add the following: ‘A full list of contributors can be found at www.xxx.xxx’ – i.e. please provide a website address where all contributors/collaborators are listed.

Is there a word limit for the abstract?
The maximum length of an abstract is 2,500 characters, including spaces; this count excludes the abstract title (maximum 300 characters) and references (maximum 3 references and 500 characters). As a guide, using the character count above your whole abstract inclusive of one table or figure (if applicable) should fit within a space of 8cm in width and 23cm in length. See example >

I am not sure which category my abstract should be submitted under?
Please refer to the following definitions:

Audit - comparison of practice against a local or national standard. Ideally the audit cycle should be completed or demonstrate the intention to do so.

Quality improvement - systematic processes of continuous analysis and improvement of the quality of healthcare, irrespective of the starting point.

Survey - ascertainment of views/practices of staff or patients that is not routinely collected.

Original research - observational or interventional studies involving collection of new data.

Case report – describes an unusual and instructive case, or small group of cases (case series) demonstrating novel anaesthetic techniques, novel use of equipment, or new information on diseases of importance to anaesthesia. Case Reports are frequently suitable for documenting unusual cases of toxicity or equipment failure.

Safety (Annual Congress only) – a project showcasing examples of improved safety in anaesthesia.

Environment (GAT ASM only) - an activity, project, campaign or other work (including original research) related to anaesthesia, intensive care or pain management that has had (and will continue to have) a measurable beneficial effect on the environment, including the outcome and how it is/was measured.

You must ensure that appropriate approval ethical and/or regulatory approval has been obtained for the work submitted. Presentation of any patient data would require approval by the Trust Caldicott Guardian, R&D Dept, Audit Dept or Research Ethics Committee (or equivalent if non-NHS), and at least one of these should be consulted beforehand. This must be stated in all abstracts, and must also be stated during all oral presentations and included in all posters.

What headings should I use for a case report?
Use only the headings: Description / Discussion / Acknowledgements / References. The title of your abstract should not include the phrase "A Case Report"

I wish to submit a case report abstract but the patient has passed away. Can I present the case?
Case reports should only be presented with signed written consent, and this should be included in the abstract and stated in any oral or poster presentation. If the patient is unable to give consent , e.g. because he/she has died or doesn't have any capacity, you should contact the next of kin and seek his/her assent. Only if all reasonable attempts to make contact have been made and failed would we consider acceptance. This is the Journal's statement, which is the standard to which we work:
"Submission of a case report requires the written consent of the subject to publication. While the Editorial Board recognises that it might not always be possible to seek such consent (or the assent of the next-of-kin if the patient has died), the onus will be on the authors to demonstrate that this exception applies in their case. Please state in an Acknowledgement  at the end of the text: 'Published with the written consent of the patient(s)' or similar, as appropriate."

Do I need to provide evidence of obtaining consent?
Submission of a case report requires the written consent  of the subject to publication, using a specific form, click here to download. Please do not submit this document together with your abstract, but note that you will be asked to declare that consent has been obtained when you submit, and you may be asked to provide the signed form as evidence at a later date. If it is not possible to seek such consent (or the assent of the next-of-kin if the patient has died), you should contact secretariat@aagbi.org to seek further advice.

Is it possible to submit more than one abstract?
Authors should give careful consideration to submitting multiple abstracts where they are the presenting author as this may present a problem during the judging sessions.

Does the poster have to include the entire abstract?
Yes, the printed abstract is a summary of the poster that's presented, so the poster should include the content of the abstract and ideally, expand on the content of the abstract to provide additional information that may not have fitted into the submitted abstract.

Can I submit an abstract that has been submitted to another non AAGBI meeting?
If your abstract has been presented at or accepted by another (non AAGBI) meeting and it has been published or accepted for publication then you can present it at an AAGBI meeting but it can’t be published as an online abstract. It is not necessary to state this in the abstract, but it must be stated during oral presentation/included on the poster and must be notified to the secretariat (secretariat@aagbi.org) as early as possible.

If your abstract has been presented at or accepted by another (non AAGBI) and it has not been published or accepted for publication then you can present it at an AAGBI meeting and it can be published as an online abstract. It is not necessary to state this in the abstract, but it must be stated during oral presentation/included on the poster.

Can I present my findings as a poster or oral presentation at a meeting before submitting my case report to Anaesthesia Cases?
Yes, but you must declare that it has been presented (in part) at xxx meeting when submitting your case report to Anaesthesia Cases.

Can I present my case report after it has been published on Anaesthesia Cases?
No, once published anywhere, including Anaesthesia Cases it cannot be presented as original work at a meeting.

Can I submit an abstract if the work has been published in (or submitted to) a journal such as Anaesthesia, as a letter?
No, once published anywhere, even as a letter,it cannot be presented as original work at a meeting.

Can I withdraw my abstract after submission?
Yes, abstracts can be withdrawn after the submission/closing date, but they cannot be altered after the closing date.

Data collection for my study is underway but will not be ready in time for the abstract deadline submission; however, the abstract will be prepared by the deadline. Is it possible to submit the results/data prospectively?
It is the submitted abstract that is judged and published for the meeting. Thus it is inappropriate for it to be submitted without essential results on the promise that these will be available later. It is likely that the abstract would be rejected and it would be better to await data collection and analysis and to submit to a later meeting when the complete study can be presented.

Selection Process

What are the criteria against which the abstracts are reviewed?
The scoring criteria are available here. You are strongly encouraged to look at the scoring guides when preparing your submission.

Who selects the abstracts and decides how they will be presented?
All submitted abstracts will go through a peer review process carried out by the shortlisting panel. All abstract review decisions are final. Because of the timeline, there is no appeals process or opportunity to resubmit once an abstract is rejected. The top scoring abstracts will be invited for oral presentation (Annual Congress and GAT ASM only); the remaining successful authors may be invited to present a poster.

Registration and attendance at the meeting

Is there an abstract submission fee?
No, there is no charge to submit an abstract; however the first author or a co-author of all accepted abstracts, whether as a poster or oral presentation, must register for the meeting at the appropriate rate. Submission of an abstract does not constitute registration for the meeting.

I am an author and my abstract was accepted as a poster/oral presentation but I cannot get study leave.  Can a colleague present on my behalf?
Yes, provided that colleague is an author.

What size should my poster be?
Posters should be up to A1 size (single sheet of paper/fabric 59.4cm x 84cm) and orientated in portrait view. Any posters not meeting the criteria will not be displayed.

If I have my poster printed by Scienceposters, will it be put up for me?
Yes, AAGBI staff will display the poster for you but you must still attend the meeting to present your poster in the allocated session.

I am an author and my abstract was accepted as a poster presentation but I cannot get study leave.  Can the AAGBI put up my poster and can it still be included in the judging session?
Regrettably not; an author must register for the meeting in order for the poster to be displayed and be present at the allocated time to answer the judges’ questions.

What happens if I don't include a statement about ethical or other approval , and/or patient consent, in my actual poster?
The AAGBI is committed to uphold the highest ethical standards and all posters must contain such a statement. Posters not including such a statement may be removed from the conference and retracted  from the Anaesthesia supplement.

Do I need to register for the whole three days if I am presenting a poster on one day only?
No, you only need to register and attend for the day(s) on which you are presenting.

My abstract has been accepted for oral presentation, can it move session?
No, the session stated in our email correspondence is final and cannot be changed.

Is it ok to have two presenters for an oral presentation?
No; this is unfortunately not possible.

I am unable to attend the final day of the meeting so will be unable to collect my poster. Can the AAGBI send my poster back to me?
Yes, all leftover posters will be dispatched after the meeting but only if you tell us beforehand (n.b. there may be a charge for this).

I presented a poster at an AAGBI meeting. Can I have a certificate for my portfolio?
We can provide you with a letter confirming your presentation. Please email secretariat@aagbi.org to request this following the meeting.