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Vascular 2023 Abstract Submission Guidelines


Vascular 2023 is a world-class event, bringing together health professionals and participants from across the country and around the globe. Vascular 2023 will be held in Montréal, Québec from October 25-29.

This five-day event is a unique opportunity for updating and maintaining scientific knowledge through accredited education opportunities, while also providing an ideal forum for networking and research advancement.

We invite you to submit your abstract submissions for Vascular 2023. As an author submitting an abstract, you acknowledge and understand that if your abstract is accepted, you are expected to travel to the Vascular 2023 conference to present the accepted abstract. All presenting authors must register for Vascular 2023 and are responsible for their own round-trip transportation and accommodations. Registration, travel, and accommodation for presenting authors is not complimentary. Registration will open in the summer at vascular2023.ca

Submitters must choose which host organization they will submit to during the submission process. Submissions will be accepted under the following host organizations: Canadian Cardiovascular Society (CCS), Diabetes Canada (DC), the Canadian Society of Endocrinology and Metabolism (CSEM), and Canadian Venous Thromboembolism Research Network (CanVECTOR).

These Vascular 2023 abstract submission guidelines contain the following sections:

  1. Submission Fee
  2. Submission Deadline
  3. Submission Method
  4. General Submission Guidelines
  5. Character Count and Writing Standards
  6. Authorship Requirements and Conflict of Interest Disclosure Statement
  7. Encore Presentations
  8. Presentation Types
  9. Abstract Award Criteria
  10. Abstract Review
  11. Abstract Selection Criteria
  12. Abstract Rejection Criteria
  13. Abstract Status
  14. Abstract Withdrawal
  15. Embargo Policy
  16. Technical Support


Submission Fee:
There is no fee for submitting abstracts for Vascular 2023.

 
Submission Deadline:
Abstracts must be received electronically through the online submission system.
Abstract Submission site opens: Thursday, February 23
Abstract Submission site closes: Tuesday, May 2, 12:00 noon (EDT)

Faxed, mailed or emailed workshop submissions will not be accepted.

The online submission system will identify your submitted abstract as either complete or incomplete. If incomplete, the system will flag the tasks that require attention and completion. Incomplete submissions at the time of the deadline will not be accepted. The submitter has until the deadline to complete the abstract submission without exception.
 

Submission Method

Upon successful submission through the online abstract submission website, the corresponding author will receive an acknowledgement of receipt by email.

Please email technical support if you did not receive your email confirmation within 48 hours after submitting your abstract. Changes to abstracts can be made before the May 2, 2023, deadline within the submission site. A link to your profile will be posted in your confirmation email.
 

General Submission Guidelines:
  • There is no limit to the number of abstracts an individual may submit.
  • Submitters may return to the online system to edit abstracts, revise information, or delete abstracts at any time before the submission deadline of May 2, 2023. After the submission deadline, the online submission system will be closed and completed abstracts will be included in the peer review process.
  • Accepted general stream abstracts will be published as submitted. Authors whose abstracts are accepted give permission and authority to have their abstract published, without compensation
  • Accepted abstracts will be published simultaneously in both the Canadian Journal of Cardiology (CJC) and the Canadian Journal of Diabetes (CJD), will be available for viewing in the online publication, in the Vascular 2023 event app and/or the Vascular event platform.
  • No change in abstract title, content, and names or order of authors will be accepted after the submission deadline, May 2, 12:00 noon EDT.
  • A submitter should not “split” data to create several abstracts from one. If splitting is judged to have occurred, scores of related abstracts will be reduced.
  • Abstracts containing identical or nearly identical data submitted from the same institution and/or individuals may be disqualified.
  • Submission of an abstract constitutes a commitment by the author(s) as to the integrity of the data and that they agree with the submission.
  • If the research presented in the abstract has been funded or supported, in whole or in part, by a grant, please indicate so during the submission process. Accepted abstracts with funding will be highlighted in the publication(s). Responses provided to this question will not affect the acceptance of the abstract.
  • Abstracts should be written and submitted by physicians, researchers, trainees, healthcare professionals or patient partners. Research funded by industry that has been approved by a Research Ethics Board, and for which the principal investigator/principal author is not an employee of the funding company, will be accepted for review. Abstracts submitted by pharmaceutical companies, or device companies, with employees as principal investigators/principal authors WILL NOT be accepted.
  • If submitting a related abstract to multiple national and/or international meetings, please ensure that you are fully aware of the submission guidelines and regulations for all meetings.
 

Character Count and Writing Standards

The word limit for a submission is a maximum of 400 words. Tables, graphs, and images must be added under the "Supporting images, graphs or tables" task during the submission process, and are not included in the word limit. Please limit to a maximum of two tables and/or images. Graphs and tables must be simple and easily interpreted. They also must be of high resolution.

Abstracts are published as submitted. Please proofread your work carefully to avoid errors.

All abstracts must be written in English with accurate grammar and spelling. Abstracts WILL NOT be edited by conference staff. Typographical and grammatical errors will appear as submitted. Revisions or corrections to abstracts will not be permitted once abstracts are accepted.

Using the following section titles in your submission will help direct the focus of the abstract:
  1. BACKGROUND: A brief statement of the purpose.
  2. METHODS/RESULTS: A statement of the method(s) of investigation and a summary of the results presented in sufficient detail to support conclusions.
  3. CONCLUSION: A brief statement of results reached – Statements such as “results to be discussed” or “data will be presented” are not sufficient and will result in rejection of the abstract.
Abstracts must adhere to the following format:
  • All abstract titles must be capitalized.
  • Author(s) first name and last name should be listed in all caps.
  • If an author’s name appears on more than one abstract, their names must appear the same way on all abstracts, as that author would enter it. This consistency will streamline the process of facilitating proper indexing in both the Vascular App and all publications. Do not list authors with initials only.
  • The use of standard abbreviations is required. Examples include kg, g, mg, mL, L, meq, m, mmol/L, and %. Abbreviated terms should be expanded at first mention with the abbreviation in parentheses. The abbreviation can then be used throughout the rest of the abstract. Use numerals to indicate numbers, except when beginning sentences.
  • Following the National Standard of Support for Accredited CPD Activities, it is required that any description of therapeutic options utilize generic names and not reflect exclusivity and branding.
  • Special symbols may be included in the abstract body, however, conference staff will not be responsible for any symbols, graphics, fonts or special characters which do not appear or are lost in translation due to software or hardware incompatibilities with the file submitted.
  • Language can have a profound impact on the lives of people. Inappropriate language has a negative impact on self-efficacy, well-being, and confidence which can seriously undermine experiences with health-care providers and, more broadly, can contribute to stigma. We encourage you to use language that promotes and guides the use of inclusive, equitable, and value-based language in clinical practice, health-care, and research settings. We hope that greater attention to the language used will contribute to enhancing public understanding, decreasing the stigma, stereotypes, and associated prejudices.

Authorship Requirements and Conflict of Interest Disclosure Statement

There is no limit to the number of abstracts an author may submit; however, an author may only serve as a presenting author on two submissions. It is the author’s responsibility to designate a separate presenter for scheduling conflicts that arise due to multiple submissions.

If accepted, the presenter must be a co-author listed on the abstract at the time of submission. The author listed first in the author block is referred to as the first author and does not have to serve as the presenting author. The corresponding author will receive notification of abstract status. Should the corresponding author prefer, a different email address may be submitted for abstract correspondence and notification of abstract status. An author can be the first, corresponding, and presenting author. Please check off all that apply during abstract submission.

When deciding on authorship and other contributors, consideration on equity, diversity and inclusion is encouraged.

All author(s) must complete the conflict disclosure form included as a task within the submission site.

For each abstract submitted, a conflict-of-interest disclosure form identifying commercial relationships must be completed online for each author (prompted by the online submission system). The submitting author is to ensure all conflicts are identified for all authors and can complete the disclosure on behalf of all authors, but must be done so in consultation with each individual listed. By disclosing any direct or indirect conflicts of interest, the submitter authorizes the host organization to disclose conflict. Disclosure information for accepted abstracts will be made available upon request.
 

Encore Presentations

Abstracts accepted for presentation at other national and international conferences in 2023 may be submitted to Vascular 2023. You must:
  • Indicate the submission as an Encore presentation.
  • Include the name of the meeting and date on which the paper was originally presented.
  • If published, include the publication journal name, publication date and a link to the original abstract publication
Please note, encore presentation submissions will be screened under the same criteria as other contributed papers.

*Note: Abstracts not indicated as Encore Abstracts must not have been published as a journal manuscript or an abstract prior to Vascular 2023 (October 25-29, 2023).


Presentation Types

During the submission process submitters will be asked their presentation preference; oral presentation or poster presentation.

The selection of oral or poster preference will neither prejudice acceptance nor guarantee oral or poster presentation, as abstracts must be arranged to fit into a thematic group for presentation. However, the Program Committee will make every effort to accommodate your presentation request.
 

Abstract Award Criteria

For CCS Submissions:

During the submission process submitters may apply for the following awards. For more information and award eligibility criteria please click on the award name.

For Diabetes Canada/CSEM Submissions:

During the submission process submitters may apply for the following awards. To review the Award Eligibility Criteria please click here.

Diabetes Canada/CSEM Professional Conference Abstract Travel Award:
The Diabetes Canada/CSEM Professional Conference Abstract Travel Award encourages outstanding research conducted in Canada by diabetes educators and scientific trainees in the field of diabetes and other endocrine disorders. Awards consist of a Travel Voucher up to a maximum of CAD $500, to be provided upon receipt of original receipts for travel, accommodation, and registration expenses. Awards will be based on highest abstract rating scores.

CSEM Abstract Trainee Awards:
Every year, the CSEM offers a number of awards to honor the contributions of their members to research, leadership, teaching, and service to the Canadian endocrine community. Accepted abstracts to the 2022 Diabetes Canada/CSEM Professional Conference are eligible for the following awards:
  • Quality Improvement Award:  One $500 honorarium and certificate will be awarded to the trainee who presents the highest ranked oral or poster quality improvement project at the Diabetes Canada/CSEM Professional Conference.
  • Dr. John Dupré Award:  Two $500 honoraria and certificates will be awarded to the trainees who present the two highest ranked oral or poster clinical research projects at the Diabetes Canada/CSEM Professional Conference.
  • Dr. Charles Hollenberg Award:  One $500 honorarium and certificate will be awarded to the trainee who presents the highest ranked oral or poster basic science/translational research project at the Diabetes Canada/CSEM Professional Conference
  • Dr. Sonia Salisbury Resident Clinical Vignette Award: Two $500 honoraria and certificates are awarded to the clinical trainees who have presented the two highest ranked oral resident clinical vignettes in conjunction with the CSEM Annual Professional Conference.


CanVECTOR Submissions:
During the submission process submitters may apply for the following award:
  • Student/Trainee presentation award
Submissions must include a scientific abstract and a lay abstract to be considered complete submissions for the competition.

 

Abstract Review

Abstracts submitted under the host organization Canadian Cardiovascular Society will be reviewed in the following tracks:
  • BSCI: Basic and translational Science
  • CAD General: Chronic Coronary Artery Disease, Cardio-oncology
  • CAD ACS & AMI: ACS, AMI, Critical care for cardiovascular diseases, Mechanical circulatory support
  • CSI: Coronary and Structural Intervention, PCI, Interventional procedures.
  • CONG: Pediatrics and Congenital Heart Disease.
  • EP: Electrophysiology, Sudden Cardiac Death, Arrhythmia.
  • EDU: The process of educational learning and dissemination of knowledge or skills relevant to cardiovascular sciences.
  • HF: Heart Failure, Heart Function, Cardiomyopathy, Transplant, Cardio-oncology, Mechanical circulatory support.
  • IMAG: Imaging Techniques, Nuclear Cardiology, MRI, Echo, Cardio-oncology.
  • NURSING: The specialty of Cardiovascular nursing.
  • PREV: Prevention, Rehabilitation, Hypertension, Diabetes, Lipids
  • PLCY: Quality improvement, healthcare policy and administration related to cardiovascular sciences.
  • SURG: Cardiac Surgery and Anesthesia.
  • VASC: Vascular disease and vascular complications, specifically impacting non-coronary vasculature, such as the cerebral arteries, lower extremity arteries, aorta, or pulmonary arteries.

Abstracts submitted under the host organization Diabetes Canada/CSEM will be reviewed from two streams. Submitters should choose which stream is more appropriate, Diabetes Canada OR CSEM.

Diabetes Canada: Diabetes related topics in:
  • Clinical Practice
  • Research (e.g. basic science, clinical, etc.)
  • Diabetes Education (e.g. pregnancy, education, health-care delivery, and case series etc.)
CSEM (all endocrinology and metabolism topics, excluding diabetes mellitus)
  • completed clinical research projects
  • completed basic science/translational research projects
  • completed quality improvement projects or clinical series
During the submission of Diabetes Canada/CSEM abstracts a submitter may select which category to have the abstract reviewed. Submitters may choose all that apply (to a maximum of 3):
  • Basic Research: basic physiological or molecular biological research, e.g. using cell cultures or animal models
  • Clinical Research: endocrine/diabetes research focused on specific disease states, e.g. evaluation of diagnostic techniques or therapies
  • Case Series*: interesting, challenging, new or informative clinical cases in endocrinology/diabetes care
  • Quality Improvement: systematic analysis of practice and performance improvements related to endocrine/diabetes care and management
  • Education: new or improved approaches and techniques for teaching and learning on endocrine/diabetes topics
  • Health-Care Delivery: innovative methods or approaches for improving health-care of patients with diabetes/endocrine conditions
The Diabetes Canada/CSEM Professional Conference Program Committee reserves the right to move an abstract that has been inappropriately categorized without notifying the author(s).

*Case Series: Case series may be submitted for consideration. The chosen submissions for the case series will be presented as an oral session at the conference.

Case Series will be selected based on the following:  Originality of report, adequacy of data, and clarity of exposition are the determinants in the selection of case series. These should be as informative as possible using the following format:
  • Introduction: This consists of one or two sentences to describe the context of the case.
  • Case presentation: Several sentences to describe the history and results.
  • Management and Outcome: Simply describe the course of the patient’s journey. Where possible, refer to any outcome measures you used to objectively demonstrate how the patient’s condition evolved through the management. Include any strategies used to facilitate self-management education and support.
*NB: For CSEM residents only (later submission deadline August 20, 2023):
Resident research projects that have been completed should preferably be submitted to the general CSEM stream of the Diabetes Canada/CSEM Professional Conference for oral or poster presentation. Submissions are accepted from researchers, endocrinologists and trainees.

Abstracts submitted under the host organization CanVECTOR will be reviewed in the following categories;
  • Eligible research areas include all thrombosis research – i.e. new information on venous thrombosis and anticoagulants to advance science and clinical care
  • Research work, which can be completed or still in progress, must represent new scientific information to disseminate at the time of presentation
At least one co-author on the abstract must be a CanVECTOR member by the abstract submission deadline. Submissions must include a scientific abstract and a lay abstract to be considered complete submissions.
 

Abstract Selection Criteria

Abstract grading is performed by blinded review by a group of experts within a particular field. The review committee is responsible for grouping the abstracts appropriately for a particular specialty or association. Abstracts are selected based on scientific criteria of merit, originality of work, adequacy of data, and clarity of exposition.

 

Abstract Rejection Criteria

Abstract will be rejected if:
  • Abstract did not conform to instructions.
  • Abstract lacks data or includes inconsistent/ambiguous data.
  • Abstract is not well-organized, information is dated, the importance of the topic is not clear, discussion of study results is vague, or conclusion is not supportable based on the data presented.
  • Clinical research did not abide by the Tri-Council Policy Statement: Ethical Conduct for Research Involving Humans
The final decision with respect to selection, programming, and/or publication of any abstract will be made by the Program Committee.


Abstract Status

All abstracts submitted must comply with these guidelines to be considered for acceptance. The final decision with respect to selection, programming, and/or publication of any abstract will be made by the Program Committees.

Notification of acceptance or rejection of abstracts will be emailed in July. Submitters can also check the status of their submission online through the online submission system in July. All appropriate accompanying materials, including guidelines for oral or poster presentations, will be sent by email to the presenting author in July.
 

Abstract Withdrawal

Accepted Abstract Withdrawal - Withdrawal of accepted abstracts must be received at abstracts@ccs.ca, no later than August 4, 2023 to avoid publication.

Embargo Policy

The embargo policy for submitted abstracts:
  • Accepted abstracts may not be published, broadcasted, posted online or placed in the public domain before the embargo date and time. All accepted abstracts are embargoed until the posted embargo date and time.
  • Abstract authors can present the findings of their submitted papers with experts for comment and at professional meetings to colleagues, but should be clearly identified as embargoed and include the embargo date and time. It is the responsibility of the authors to ensure embargo policies are honoured by third parties. Should an author be planning to make such a presentation, we ask the author to inform the submitting organization of those intentions.
  • The press may not distribute embargoed materials in the public domain before the embargo date. However, embargoed materials may be distributed to the media by press officers up to seven days before the embargo date. Press releases must be clearly identified as embargoed and must include the embargo date and time. It is the press officer’s responsibility to ensure embargo policies are honoured by third parties.
  • Participation in news conferences is open after the posted embargo date and time.
Should you have any questions about the embargo policy, please contact abstracts@ccs.ca

 

Technical Support
If you have questions about completing the abstract form, please contact the submitting organization.

Canadian Cardiovascular Society (CCS):
 Email: abstracts@ccs.ca

Canadian Venous Thromboembolism Research Network (CanVECTOR):
 Email: info@canvector.ca

Canadian Society of Endocrinology and Metabolism (CSEM):
 Email:info@endo-metab.ca

Diabetes Canada:
 Email: gareth.willowstribe@diabetes.ca