Policies and Instructions on Abstract Submissions

50th Annual Meeting
October 16-19, 2019
The Breakers
Palm Beach, FL

Submission Deadline: March 25, 2019

(Please read all the below information before clicking the submission link.)

Policies Governing Accepted Submissions:

  1. Abstracts must be submitted online by March 25, 2019 to be eligible for review by the Program Committee.
  2. Submission of a corrected abstract is not allowed after March 25, 2019.
  3. Once an abstract is accepted, additional authors cannot be added.
  4. An orthopaedic surgeon, resident/fellow or a member of EOA must be listed as one of the authors.
  5. Acceptance or rejection letters and all future correspondence will be emailed to the Primary Author listed on the Abstract Submission Form. Notification of acceptance will be sent by June 2019 to the email address provided on the submission form. Failure to return Presenter Forms attached to the acceptance email, by the date listed, may result in the presentation being removed from the program.
  6. Podium presenters unable to present their abstract at the meeting can assign a substitute, but presenters can only present one podium presentation at the Meeting. There is no limit to the number of Rapid Fire presentations.  Accepted abstract presenters are strongly encouraged to attend the Annual Meeting and upon receipt of an acceptance letter are required to register for the Annual Meeting and pay a $75.00 non-refundable deposit that will go towards the presenter’s Annual Meeting registration fee or a co-author’s registration fee, if the original presenter is unable to attend.  A presenter that withdraws eight weeks prior to the meeting, will be unable to submit an abstract for one year as a penalty at the discretion of the Program Chair and President.
  7. Abstracts not accepted for a podium presentation may be accepted for an E-Poster presentation.
  8. The paper is to be original, unpublished work.
  9. All co-authors must complete a disclosure form, or your presentation will be eliminated from the meeting.
  10. A copy of the complete manuscript will be requested for award consideration as determined by the Program Committee. The stipend for the award paper is contingent on the Resident/Fellow Primary Author listed on the Abstract Submission Form, presenting the paper at the Annual Meeting.
  11. EOA reserves the right to publish the accepted abstracts in a medical journal. This will not preclude publishing the manuscript in another journal.
  12. The EOA reserves the right to withdraw a presentation at any time.

Instructions to complete abstract submissions:

  1. TITLE: Make the title brief and clearly indicate the nature of the study/procedure. Do not use all caps. Please do not use similar titles for numerous submissions.
  2. CONTENT: The abstract must include four parts: INTRODUCTION should clearly state the problem and the purpose of the study; METHODS should provide a description of what was actually done; RESULTS should contain the findings of the study; DISCUSSION/CONCLUSION should be based upon the findings and relate to the stated purpose of the study and existing knowledge. Provide specific details about your research/study. A two-year minimum follow-up per patient is required for all results for reconstructive procedures and new or modified techniques as they relate to diagnosis, surgery, complications or other phases of orthopaedic surgical problems.
  3. LENGTH: The abstract should be typed on the form provided within space allotted (300 words max). Additional pages will not be accepted. Use English only.
  4. STYLE: Use title case for the entire title. DO NOT include company names, titles, appointments or addresses in the abstract. DO NOT use subtitles. Standard abbreviations may be used, when necessary. Do not cite references. Omit P values. No reference is to be made in your text as to authors, institutions, clinics, pharmaceutical companies, or specific manufacturers. Please check your work prior to submission. The Eastern Orthopaedic Association is not responsible for proofreading or accuracy.
  5. DRUG NAMES: Nonproprietary (generic) names of drugs are required and should be written in lower case. Proprietary names are capitalized.
  6. SUBMISSIONS: An Electronic Submission form is provided below for all submissions. The abstract submission deadline for EOA’s 2019 Annual Meeting is March 25, 2019.
  7. NOTIFICATION OF ACCEPTANCE: The Program Committee will review Abstracts. You will be notified of acceptance by email by June 2019. The Eastern Orthopaedic Association reserves the right to withdraw a paper at any time.
  8. REGISTRATION FEES: All presenters are required to register for the meeting and pay the registration fee.
  9. MANUSCRIPT: The paper is to be original, unpublished work. Papers that have been previously published are ineligible. Papers that have been submitted for publication but will remain unpublished prior to the date of the Annual Meeting are eligible. If a paper is accepted but is subsequently found to have been published before the Annual Meeting, the Program Committee has the right to withdraw the paper.

Podium Presentation

Each Podium presentation will be approximately 4-6 minutes in length. Standard audiovisual equipment in the scientific session room includes an LCD projector and Windows Computer (not a Mac). Personal laptops cannot be used for presentations.

Podium presenters unable to present their abstract at the meeting can assign a substitute, but presenters can only present one podium presentation at the Meeting. There is no limit to the number of Rapid Fire presentations.  Accepted abstract presenters are strongly encouraged to attend the Annual Meeting and upon receipt of an acceptance letter are required to register for the Annual Meeting and pay a $75.00 non-refundable deposit that will go towards the presenter’s Annual Meeting registration fee or a co-author’s registration fee, if the original presenter is unable to attend.  A presenter that withdraws eight weeks prior to the meeting, will be unable to submit an abstract for one year as a penalty at the discretion of the Program Chair and President.

E-Poster Presentation

E-Poster presentations will be shown for the entire meeting (3 days).

Resident/Fellow Awards

If your abstract has been identified by the Program Committee to be considered for an award, one copy of your full manuscript (without pictures, charts and graphs) will be requested after all the abstracts submitted are reviewed. Award winners are required to attend the meeting and present the research to receive the award money and plaque.  If the original presenter is unable to attend the meeting, a co-author can present the award presentation without receiving the award money.

The EOA will recognize outstanding papers submitted and presented by Residents/ Fellows with the Founders, Parvizi, Ranawat, Richmond, and Resident/Fellow Paper Awards and Resident/Fellow Travel Grants. In addition, the top two Resident/Fellow Award Winners (Founders and Ranawat Awards) will present their papers at the 2020 AAOS Annual Meeting.

Grading Process

  • Abstracts will be read in a “blind” fashion. Your text should not reveal the authors or institutions of origin.
  • Graders are orthopaedic surgeons and are members of the Program Committee. Each abstract is reviewed and graded by at least four graders and the final grade is then averaged.
  • Grade is influenced by: significance of the study, content and clarity, specific number of cases or specimen studies, clinical or research data to support its conclusions, minimum follow-up of 2 years per patient for results describing reconstructive procedures, and new or modified techniques as they relate to diagnosis, surgery, complications or other phases of orthopaedic surgical problems.

 

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