FAQs & Guidelines

Frequently asked questions

Log in to your MyEAN User Account. Make sure all your information is up to date to ensure that you receive relevant notifications. Click on the tab “Abstracts” in the navigation bar and begin submission by clicking the blue button “Submit Abstract”.

Complete 6 steps to submit your abstract:

  1. Select event "Congress 2023".
  2. Fill in all mandatory sections of your abstract text.
  3. Add a maximum of 3 images, graphs, or tables if needed. Add captions and assign each to the relevant section.
  4. Add authors. Select the presenting author, bearing in mind that one presenting author can have a maximum of 3 speaking roles at the congress. Enter the email address of the presenting author. Double check the author block to ensure that all authors and their affiliations are correct.
  5. Confirm. Only abstracts whose presenting authors are active EAN Resident and Research Members or Student Members qualify for the bursary and tournament participation.
  6. Submit your abstract. Alternatively, it is possible to save your abstract as a draft to edit and submit at a later point.

All abstracts must be submitted and presented in English (United Kingdom) using accurate grammar and spelling. If you need assistance, have your abstract reviewed before submission, if possible, by a native English speaker.

There is no limit to the number of abstracts you can submit.

No, abstracts must contain new and original information, not published elsewhere prior to 1 July 2023.

Case reports will not be accepted.

A presenter can present a maximum of 3 abstracts at the congress. This cross check is only possible in our system if the presenting author has an active MyEAN User Account. To allow for the most efficient check and to reduce any delay in communication, the submitter is responsible for ensuring that the indicated presenter is a MyEAN User Account holder. The submission system analyses the presenting authors of all abstracts submitted, in review, or accepted. If the chosen abstract author is unable to present at the Congress, choose a different presenting author.

Submitted abstracts can no longer be edited. Until the submission deadline, you can withdraw the submitted abstract and submit a new abstract. When creating an abstract, you also have the option to save it as a draft to edit and submit at a later point. Only submit an abstract if you are certain that the information entered is accurate and complete.

Your abstract text cannot exceed 250 words in total and 1500 characters per section. Abstract titles may contain a maximum of 25 words and 120 characters.

Tables can only be inserted as graphic files (file type: PNG or JPG) in the third step of the abstract submission process. If you wish to add a table later, save your abstract as a draft at the end of the submission process and add images by clicking on the blue button “Edit Abstract” and proceed to the last step for submission.

For each abstract, you can upload up to 3 images. For each uploaded file, the caption and section fields are mandatory. The maximum size of all figures/tables is 10 MB. The file format needs to be PNG or JPG. Images do not affect word count. Images cannot be used to add additional text to the abstract body.

Yes, check your email account for your abstract confirmation email, which includes abstract ID and further details. In all correspondence with the EAN Head Office, indicate the abstract ID to easily identify your submission.

Only submitters will be notified if abstract acceptance/rejection. Submitters are responsible to relay this information to the abstract authors.

Check that you have indeed submitted your abstract via your MyEAN User Account and monitor your spam folder to ensure that future messages from EAN are not flagged as spam. Status should say "Submitted" and a submission time stamp is visible when you click on your abstract. Note that there may be a delay in receiving your abstract confirmation email depending on several factors. If you have not received your submission confirmation email within 24 hours, email abstracts(at)ean.org to confirm your abstract has in fact been submitted in the system. To reduce risk of error and to help identify your abstract, include all relevant information in your message (submitter’s email, abstract title, abstract ID).

At the final step of submission, you have the option to save the abstract as a "Draft". At any point prior to the submission deadline, you can edit and submit your abstract.

If you would like to withdraw your abstract, contact abstracts(at)ean.org as soon as possible. Withdraw your abstract from the abstract book by 16 March 2023 at the latest. Withdrawal from the online database is possible at all times.

Only abstracts whose presenting authors are EAN Resident and Research Members or Student Members may qualify for bursary applications. The bursary check box is only selectable when the selected presenting author is both an EAN RRFS or Student Member and a MyEAN User Account holder. It is also possible for RRFS and Student members from Algeria, Egypt, Jordan, Lebanon, Libya, Mauritania, Morocco, Nepal, Palestine, Syria, and Tunisia, as well as from sub-Saharan countries belonging to the HINARI Group A and B list of countries as established by WHO to apply for bursaries. To apply, simply click the bursary. If the presenting author of an abstract is not a MyEAN User Account holder or not an active EAN RRFS or Student member, the submitter will find the bursary check box automatically greyed out in the abstract submission system. For more information, click here.

Only abstracts whose presenting authors are EAN Resident and Research Members or Student Members qualify for tournament applications. The tournament check boxes are only selectable when the selected presenting author is both an EAN RRFS Member and a MyEAN User Account holder. This applies to both clinical and basic tournaments. The presenting author must also be the first author of the abstract submitted. If this is not the case, the abstract is disqualified from participation prior to selection. To apply, click the appropriate check box during the online abstract submission process. For more information click here 

You will receive a confirmation email of your abstract after submission of the abstract, which includes your abstract ID. Confirmation on acceptance or rejection including the abstract ID and presentation type, as well as acceptance of bursary or tournament application will be sent before the early registration deadline. For registration deadlines, click here 

 

Reasons for possible rejections include:

  • that your abstract does not contain enough or new data
  • that it is only a single case report
  • that you or your group submitted other abstract(s) on a very similar topic, which were accepted
  • The abstract was not presented in a way that was understandable to the reviewer. The Programme Committee recommend having a clear structure, and that you always have your abstract proofread by a colleague unfamiliar with the work to check for clarity and use of language before submission.

First check if your work is selected for oral presentations, ePresentation, ePoster, or ePoster Virtual at the congress. Then you can begin preparing your presentation according to its presentation type. Once an abstract is accepted, the presenting author must register for the congress. Only in cases where no abstract co-authors can come to the congress may another presenter be indicated. In such cases, please notify EAN Congress Department as soon as possible at abstracts(at)ean.org. If a presenting author does not register for the congress or does not attend the session for which the abstract has been scheduled, a penalty may be incurred, prohibiting the author from presenting papers at future EAN Congresses.

The Programme Committee holds the final decision on the presentation type. If you do not want to present your work as a poster, please contact the EAN Congress Department at abstracts(at)ean.org immediately and withdraw your presentation.

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EAN 2023: Guidelines for Abstract Submission

  1. Abstracts must be submitted via an active MyEAN profile. Abstracts submitted via fax or email will not be accepted.
  2. Affiliations of all co-authors must be stated. By completing the abstract submission, submitters give full consent on behalf of all co-authors to provide their data.
  3. Abstracts must be submitted and presented in English (UK). Proofread your abstract before submission.
  4. Abstracts must contain new and original information not published elsewhere prior to 30 June 2023, 18:30 CEST. See Embargo Policy.
  5. Abstracts must be structured under the given headings:
    - Introduction - State specific objective of study
    - Methods
    - Results
    - Conclusion
    - Disclosures - In the interest of transparency, disclose all relationships/activities/interests related to your manuscript
  6. If your research has been granted any commercial or institutional support, you will be asked to list these under Disclosures in the submission process. Please prepare a one-sentence statement for this purpose.
  7. All abbreviations used must be written out at first use.
  8. Simplify complex mathematical formulas. Avoid symbols (Greek, mathematical, etc.). E.g. Instead of IFN-ß, use IFN-beta; instead of 10², use 10^2; instead of x≥2, use x>=2.
  9. A maximum of 3 images can be inserted per abstract. Images can only be submitted in JPG or PNG format. EAN may adjust tables or figures to fit files for final publication. Tables must be submitted as a separate graphic file. Tables and images do not affect word count.
  10. Abstract titles may contain a maximum of 25 words and 120 characters. Abstract text cannot exceed 250 words in total and 1500 characters per section.
  11. Authors must indicate preference of presentation type: oral, poster or oral, poster, or poster virtual. The Programme Committee will decide the presentation type upon review.
  12. Once an abstract is accepted, the presenting author must register for the congress. A penalty may be incurred if the presenting author, indicated at submission, does not register for the congress, or does not attend the session for which (s)he has been scheduled.
  13. Presenting authors must have active MyEAN user accounts under the submitted email address. Every presenting author can present a maximum of 3 abstracts. The submission system will alert the submitter if the selected presenting author has already been assigned 3 abstracts.
  14. Within 1 hour after submission, the abstract submitter will receive a confirmation e-mail with a unique abstract ID. If you have not received a submission confirmation e-mail, email abstracts@ean.org. Make sure to include the abstract ID in all communication with EAN Head Office The abstract submitter is responsible for informing all authors about the stage and status of the abstract. In the submission system, “Stage” is the stage of submission and “Status” is the status of abstract review.
  15. Should you wish to correct an abstract already submitted, email abstracts@ean.org. Abstracts that are submitted or in review cannot be edited. After the final submission deadline has passed, submitters can no longer modify or correct the abstract's content, and the abstract will be published exactly as submitted.
  16. If your abstract has been accepted as a poster presentation, you will be asked to prepare a poster in electronic format (ePoster). Guidelines will follow based on the acceptance of your abstract. Presenting authors will present their posters in e-poster sessions during the congress.
  17. If you apply for a bursary or for the tournaments basic or clinical, remember to upload the necessary documents. Your application will only be considered if all documents have been submitted and reviewed.