Abstract Submission
Please read the information below before submitting your abstract for the Virtual Imaging Trials in Medicine Summit 2025.
Deadlines
• Abstract Submission: 28th/ Feb/ 2025
• Author Notification: 28th/ Mar/ 2025
• Conference Proceedings Paper: 9th/ May/ 2025
Rules for the Abstract and Submission Process
Please read all the rules listed below before submitting your abstract.
• Abstracts are collected only via the online abstract system.
• ABSTRACTS SUBMITTED BY EMAIL WILL NOT BE ACCEPTED.
• Abstracts must be received by the announced deadline. Abstracts received after the deadline will not be considered.
• Abstracts can be submitted for oral presentation or poster presentation. The Scientific Committee will make the final decision on whether the abstract is accepted as an oral presentation or a poster, taking the author’s preference into account.
• Presenting authors must be registered participants. Abstracts will only be scheduled for presentation and included in the publication if the authors have paid their registration fees.
• One attendee may act as the presenting author for a maximum of three abstracts.
• All abstracts must be submitted and presented in clear English, with accurate grammar and spelling suitable for publication. If you need assistance, please arrange for your abstract to be reviewed by a colleague who is a native English speaker, by your university’s publications office (or a similar facility), or by a copy editor prior to submission.
• By submitting an abstract, you consent to its publication, as well as the publication of any potential full conference proceedings paper submitted afterward, in materials produced prior to the conference.
• If the final paper or oral presentation is expected to include any patient data, the author must obtain consent prior to submitting the abstract.
• Authors will be notified of the acceptance of their abstract by 28th/ Mar/ 2025 at the latest and will be expected to submit the full conference proceedings paper by 9th/ May/ 2025. Papers submitted after this deadline will be excluded from the conference proceedings.
• Selected papers may be invited to submit an extended version for consideration in a special edition of a peer-reviewed journal following the conference. If you do not wish for your paper to be considered in the selection process, please notify the Conference Secretariat directly [email protected].
• The abstract must not exceed 300 words, including references. The title must not exceed 20 words. We strongly recommend using the additional field at the bottom to provide 3–5 keywords, separated by commas (e.g. word 1, word 2, word 3)
• Please note that the default option to submit your abstract is to use the text-only version online, as shown in the image above. Should you wish to submit an abstract supported by graphs or tables, you may utilise the “Upload File” option. However, any abstract submitted through this option must not exceed ONE PAGE and should be uploaded in PDF format.
• If your abstract is accepted for an oral presentation, an extended conference proceedings paper must be submitted by 9th/ May/ 2025. The full paper must follow the format as in the attached Template, and we strongly recommend following the same Structure: Background and purpose, Methods, Results, Discussion, Conclusion, Acknowledgements and conflict of interest, References.
• The full proceeding paper must be between 2–4 pages and must not exceed 1,500 words, including the title, authors, and references. The paper must be uploaded in PDF format using the same submission system.
• If your abstract is accepted for a poster presentation, detailed instructions regarding the format and printing options for the poster will be provided in advance directly to the corresponding author.
Submission Process
1. Register on the Submission Portal – Follow the link under “Create New Account.”
2. Complete the Submission Registration Form – Ensure all necessary fields are filled out and that your email address is correct.
3. Confirmation of Submission Registration – A confirmation email will be sent to the provided email address, which will be considered the corresponding author’s email.
• If this email does not appear in your Inbox shortly after clicking “Submit,” please check your spam folder.
• We strongly recommend adding this email address to your trusted senders list and keeping the confirmation email for future reference.
4. Submit the Abstract – Log in and follow the process for submitting the abstract:
a) Insert all authors information.
b) Choose both Primary and Secondary Categories.
c) Select either Oral Presentation or Poster.
d) Fill in the Title (up to 20 words), Abstract (up to 300 words), and include at least three keywords.
e) Should you wish to utilise the “Upload File” option, please ensure that the abstract is limited to ONE page only.
5. Track Submission Progress – The progress of the evaluation process can be tracked through the corresponding author’s account and email.
6. Confirmation of Submission – If you have not received confirmation that your abstract has been submitted, please contact us at [email protected]. Please do not submit multiple copies of the same abstract.
7. Technical Support – For any technical support or questions during the submission process, you can contact us directly by emailing [email protected]