Abstract submission guidelines for BAPS/ BAPES joint meeting 2018

Professor Mark Davenport: How to prepare abstract & presentations for scientific meetings

Our President has created this online tutorial which walks you through the preparation process step by step.

Abstracts are invited for the free paper sessions during this meeting. If you have any problems with the submission process, please contact the BAPS office. You will be notified of your acceptance or rejection by 1st April 2018. We will be contacting you by email – therefore please ensure that we have your correct email address. The submitting author is responsible for keeping us informed of this.

1. Deadline for submission

The Deadline for submission is Monday 29th January 2018 at 5pm GMT. There can be NO submissions after the deadline.  You can submit submissions for the BAPES dedicated session until Monday 5th February at 5pm

2. Categories of submissions

You will be asked to specify the type of abstract submission:

  • Oral
  • Oral/poster
  • Poster only
  • Case report
  • Video

The following subject categories are available

  • NEC/Intestinal Failure
  • Lower GI
  • Oncology
  • Urology
  • General/miscellaneous
  • Upper GI
  • Hepatobiliary
  • Thoracic
  • Basic Science
  • Trauma
  • BAPES dedicated sessions
  • Global paediatric surgery

3. Preparation for submission

  • All abstracts must be submitted electronically.
  • The official language is English.
  • The selection process will be blinded (author and institution removed), and an objective system used for marking. No identifying feature such as names of authors, hospitals, medical schools, clinics or cities may be listed in the title or text of the abstract. The names of authors and their affiliations (institutions) will be submitted on-line when you submit the abstract, but will be removed before the marking process.
  • Please put the title in capital letters
  • All abstracts (oral/poster/case report/video) should be a maximum of 300 words. If you exceed the word count the abstract will be incomplete and will NOT be sent for marking.
  • You may insert one table or one figure in your abstract. Abstracts with more than one table or figure will be rejected. Please make it clear in the main body of the text where you are referring to the Figure or table. Remember that the abstracts will ultimately be printed in the abstract book, which is A5 format. The text plus Table/Figure will be printed on a single A5 sheet, so if a Figure has many multiple sections (e.g. more than 4) or a Table is too complex, it will be too small in the printed version. As a guide, text should be 8pt font or larger to be clearly legible.

Oral/poster presentations should be written in four parts

(a) Aim of the Study (b) Methods (c ) Main Results (d) Conclusion

These abstracts must include data with clear descriptions of results and conclusions. For example, p values without data are not sufficient. You will also need to select which category your abstract should be submitted in and what type of presentation you are hoping to make.

Videos should be accompanied by an abstract detailing

(a) The technique demonstrated (b) the patient population intended for this technique (c) outcome data

For video presentations there is a separate submission process. You will also need to include a link to the completed video.

The video session is intended to provide a forum for video presentations of operative or other procedural techniques, and other video material will be rejected.

Case reports  still need to have an abstract submitted but the usual format does not need to be followed.

4. Submission Process

  • If you are submitting more than one abstract you can use the same email address and password for each abstract
  • You will be able to amend your abstract right up to the deadline. Just go to the submission page and follow the instructions. DO NOT RESUBMIT.
  • If the submitting author cannot present the paper it is assumed that one of the co-authors will present. Please let the BAPS office know who the presenter will be.

If you withdraw an abstract after acceptance, or do not attend to present, without a valid reason then the senior author of the paper will be banned from submitting further abstracts to BAPS/BAPES for one year

5. What to do if your abstract has been previously presented or published

Abstracts should only be submitted if they or their main content will not have been previously accepted for publication, published (paper or electronic) or presented at a national or international meeting prior to the commencement of the BAPS/BAPES Congress. Presentation at one of the following means that abstracts should not be submitted: BAPS, BAPES, American Academy of Pediatrics (Surgical Section), American Pediatric Surgical Association (APSA), European Paediatric Surgeons’ Association (EUPSA), International Pediatric Endosurgery Group (IPEG), Canadian Association of Pediatric Surgeons (CAPS), Pacific Association of Pediatric Surgeons (PAPS), International Symposium on Pediatric Surgical Research (ISPSR), Asian Association of Pediatric Surgeons (AAPS), World Federation of Associations of Pediatric Surgeons (WOFAPS), American College of Surgeons (Surgical Forum), European Society for Paediatric Urology (ESPU), Colorectal Club, American Urological Association (Pediatrics Section). If abstracts have been presented at a meeting other than those listed (e.g. a national meeting or a meeting of another specialty), this MUST be declared so that the committee can make a decision.

Submitting abstracts without declaring that they have previously been presented will mean that the senior author of the paper will be banned from submitting further abstracts to BAPS/BAPES for the next two years.

It is expected that the results section of the abstract represents original data by the authors, or a clearly stated systematic review/meta-analysis of the literature. BAPS/BAPES considers plagiarism to be a serious breach of professional standards and authors found to have plagiarized the work of others can expect a ban and a report to their employing organisation

6. Ethics

A statement regarding ethical approval (including approval number where applicable) must be included in all abstracts involving animal or human studies.

7. Scoring

The Scoring criteria for abstracts submitted for oral/poster presentation are as follows:

  1. Relevance to Paediatric Surgery 0-3
  2. Originality 0-3
  3. Aim and/or Hypothesis (achievable, testable) 0-5
  4. Methodology (soundness) 0-5
  5. Results (quality, presentation) 0-5
  6. Conclusions (supported by data, valid) 0-5

Total 0-26

For Case reports and Videos the following scoring will apply:

  1. Relevance to Paediatric Surgery 0-3
  2. Originality 0-3
  3. Results/Conclusions 0-5

Total 0-11

8. Criteria for rejection

  • Material already published prior to the commencement of BAPS/BAPES
  • Material presented at an international meeting prior to the commencement of BAPS/BAPES (see above for details)
  • Study not ethical
  • Word count exceeding 300 words
  • Authors and/or institution name reported in the text.

9. Publication in the Congress edition of the Journal of Pediatric Surgery

The Journal of Pediatric Surgery will normally have first choice for publication for those abstracts which have been presented orally or as posters at the Congress (not case reports). Authors of accepted abstracts will be invited to submit manuscripts electronically for consideration by the Publications Committee. Complete instructions for authors will be sent out with accepted abstracts with a submission deadline of 1st June 2018. A final decision will be made on acceptance/rejection during the Congress. All manuscripts which are accepted will be published in the BAPS Congress issue of the Journal the following year. Manuscripts will only be considered on the basis that they are original and not under consideration elsewhere.

10. Prize session BAPS

There are two BAPS prizes awarded for oral presentations. The Peter Paul Rickham Prize has been endowed by one of BAPS’ eminent founding surgeons, Peter Paul Rickham and it has been awarded since 1994 and is research/basic science based. The President’s Prize is clinically based and has been awarded since 2013. You may enter any paper for the prize session but it must be presented by a trainee. Papers for the PPR and the President’s Prize are selected on the basis that they are the highest scoring papers submitted to the Congress. The marking criteria are the same as that for other papers.

The judging criteria when the papers are presented are:

Originality 0-5

Scientific Value 0-5

Clinical Value 0-5

Quality of presentation 0-5

Overall Impression 0-5

11. Prizes BAPES

BAPES awards 3 prizes. All presentations delivered by a trainee in any of the BAPES sessions are scored and the best three papers are awarded.

  • BAPES travelling fellowship worth £750.  The winner is expected to visit a centre of his choice and present their trip as a 10 minutes presentation during the following year’s congress
  • Storz prize £500
  • Eosurgical £250

12. Trainees free paper session

The trainee free paper session is open for a select number of presentations by trainees on a topic relevant to paediatric surgery, trainees or training. These must be presented by a trainee during the session which forms part of the trainees program on Wednesday  18th July 2018.

If you are a trainee submitting to the main congress and your abstract is not selected, it will be considered for the trainee free paper session with the exclusive submissions in an independent marking process that will include an assessment of relevance to trainees/training.