Late Breaking Abstract Submission Information and Instructions

These abstract instructions are available for your review prior to logging onto the actual online submitter to enter your late breaking abstract

Submit an abstract now!

  • Research must be of an extraordinary nature and must be new and of sufficient importance to merit expedited presentation and publication.
  • Key aspects of the research must have been conducted after June 15, 2010
  • Late Breaking Abstract presenters are required to register for the Annual Meeting and pay the Annual Meeting registration fee
  • Late Breaking Abstracts must not have been presented, accepted for presentation, or published in whole or in part in any other scientific venue
  • The number of Late Breaking Abstracts accepted will be limited to a small number of submissions
  • Selection will be based on scientific merit, timeliness and anticipated interest to the meeting attendees
  • Late Breaking Abstracts will be displayed in the regular poster sessions
  • A letter must accompany the abstract indicating its significance, timeliness and why it was not submitted by the June 15, 2010 abstract deadline. Please email this letter to Cindy Johansson cjohansson@aesnet.org by the close of the late breaking abstract submission which is September 16, 2010.

    1. SUBMISSION DEADLINE: The deadline for electronic submission of late breaking abstracts is September 16, 2010 at 11:59 PM Eastern Standard Time.

    2. SUBMISSION FEE: A $100 fee for each late breaking abstract submission is now in effect. This covers the cost of abstract processing and will also help AES maintain the excellent quality of our Annual Meeting. Abstract submissions are the cornerstone of our scientific program and we thank you for your support. You will be prompted to pay this fee immediately prior to actually submitting your abstract.

    3. ABSTRACT LIMIT: You may be the presenting author on only one abstract.

    4. CHARACTER LIMIT: There is a limit of 3200 characters for the text of your abstract submission. This includes title, abstract body, and spaces, but does not include authors, institutions, tables, or images.

    5. SPECIAL CHARACTERS and FORMATTING: If you copy and paste the title and/or body from your word processor, special characters or formatting will not transfer. You will have to replace special characters and/or insert formatting tags using the character palette. To access the palette, click on the "Special Characters" button located on the Title/Body page.

    6. TABLES AND IMAGES: Figures, images, and tables are acceptable. A maximum of 2 tables or 2 images may be used. Tables must be included in your original submission. Images can be edited or deleted any time before the submission deadline. Tables and images are not required for submission and will not be included in the total character count.

    7. TITLE: The title should be entered in mixed case (NOT ALL CAPITAL LETTERS). Do not use formatting tags in the title (with the possible exception of the lowercase tag). Abstracts which do not conform will not be accepted. All accepted abstracts will be published in October 2010.

    8. ABSTRACT BODY: To ensure clarity, abstracts should be organized into separate paragraphs through use of the following fields on the Step 1: Title/Body page of the submission site: Rationale, Methods, Results, and Conclusions. Authors are advised that abstracts without an explicit concluding sentence stating the significance of the findings will not be accepted. It is not satisfactory to say the results will be discussed. Case reports are strongly discouraged unless they present very novel and significant findings or potential therapies, as determined by the review committee. Please include hard data such as the "n" or "p" of observations and statistical values.

    9. ABBREVIATIONS & REFERENCES: Use standard abbreviations. For terms that are abbreviated, use the whole word the first time, followed by the abbreviation in parenthesis. Abbreviate journal titles according to Index Medicus, and give year, volume number, and inclusive pages. Use references sparingly within the body of your abstract. International nonproprietary names and abbreviations for antiepileptic drugs as published in Epilepsia 1993; 34(6):1151, should be used. References for book chapters should consist of editor, title, city of publication, publisher, year, and inclusive pages.

    10. AUTHORS: Please enter all authors in the order they should appear in the heading of the abstract. The name of the Contact Author will appear in the first author position and marked as the presenter. As the Contact Author, you will be required to provide phone and email information for all co-authors. Full contact information is required for the presenter. All presenters must register for the Annual Meeting and will be required to pay the annual meeting registration fee. Only one abstract per presenting author is allowed. Multiple submissions of similar material from an institution, consortium or study group are not allowed. In cases where multiple, similar submissions are planned, authors should combine their materials into a single, cogent abstract. The presenting author must acknowledge that all authors have read and agreed with the content of the abstract submitted for the American Epilepsy Society Annual Meeting.

    11. DISCLOSURES: All presenting authors are required to complete the disclosure. All disclosures will appear at the end of the published abstract.

    12. INSTITUTIONS: Enter all department and institutional affiliations. Department is an optional field. Only two institutional affiliations will be allowed per author. You do not need to enter institutions in a particular order to be able to designate author affiliations. Please note: multiple abstracts containing similar data from the same institution will be rejected. 

    13. ETHICAL PROCEDURES: Work presented in abstracts must conform to guidelines for ethical experimental procedures with animals and with patients, as well as accepted scientific standards. Failure to meet these guidelines will result in rejection of the abstract. Sources of funding must be noted at the end of the abstract.

    14. ABSTRACT PROOF: Carefully check the proof of your abstract. Make sure all special characters and formatting is displaying properly in your proof. If you find errors, return to the appropriate page by clicking on the page name in the sidebar menu, and make your corrections.

    15. SUBMITTING YOUR ABSTRACT: If you have not completed all required sections/items you will not be able to submit your abstract. In the case of missing items, you will be prompted to enter the missing information. When all required information is entered and saved, go to the "Proof & Submit" page to submit your abstract. Receipt of abstracts will be acknowledged via e-mail within 48 hours.

    16. PUBLICATION: Abstracts submitted to the AES meeting should not have been presented at another meeting. Research published in manuscript form prior to the submission of the abstract is not appropriate and should not be submitted. If data contained in the abstract is published after submission but before presentation of the abstract at the AES meeting, the author must notify the AES office as soon as publication is recognized. At that time the program committee chair will make a determination concerning about the presentation in question.

    17. NOTIFICATIONS: Acceptance emails will be sent out in October. Authors are required to verify their plan to present at the AES meeting upon receipt of the acceptance email. If the abstract is withdrawn for any reason prior to the meeting, authors are responsible for notifying the AES office immediately at info@aesnet.org. If your email address changes prior to the Annual Meeting in December, please log in to your Abstract Submission account and update your email address. Alternatively, you may contact ScholarOne at 1-888-503-1050 to provide your new email address.

    18. TECHNICAL SUPPORT: If you have any difficulty with the submission process that you cannot resolve yourself, please call or e-mail ScholarOne Technical support. The e-mail address and phone number are available from anywhere on the site by clicking on the "Get Help Now" link located in the upper right-hand corner of each page.