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ESTRO 2025 Abstract Submission Guidelines

 

IMPORTANT INFORMATION

  • The abstract submission for ESTRO 2025 is open as of late September 2024. The submission deadline is on 20 November (23h59 CET). 

  • Abstracts must be submitted online via the ESTRO website at www.estro.org. 

  • We highly recommend completing your submission early to avoid technical delays due to server overload close to the deadline.

  • Abstracts structure:

    • The title must be no longer than 150 characters including spaces

    • The abstract body can have a maximum of 400 words

    • The author list can contain up to 25 co-authors

  • For questions regarding the submission process, please e-mail abstracts@estro.org.

 

REGULATIONS  

The submitting author of an abstract:  

  • Accepts responsibility for the accuracy of the abstract and ascertains that all authors are aware of the content before submission.

  • Confirms that no reference to authors contributing to the abstract or their institutional affiliations are be included in the abstract body.

  • Accepts to be the contact person for all correspondence related to the abstract and to inform the co-authors about its status.

  • Confirms that all authors contributing to the abstract are properly included in the author list. A maximum of 25 authors contributing to the abstract can be listed.

  • Accepts to disclose any financial interest in products or processes described in the abstract. This includes stock ownership, membership on any advisory boards, commercially sponsored research or any other substantial relationships.  

  • Certifies that, if the abstract is selected, the information reported is for the exclusive presentation in the scientific programme and will not be presented at any commercially-sponsored satellite symposia during the congress. 

  • Abstracts already (or likely to be) presented at another meeting or published elsewhere before ESTRO 2025 should not be submitted to the congress.

  • Abstracts are published in the abstract book and included in the online searchable programme one month prior to the congress. Should you wish for an abstract to be embargoed until the congress, please email abstracts@estro.org by 28 February 2025. 

  • Abstracts must be submitted and presented in English. The Scientific Programme Committee reserves the right to reject an abstract written in poor English. 

  • Accepts that no edits to the abstract text are possible after the submission deadline of 20 November 2024.

  • Accepts to check the abstract overview provided in the submission confirmation email and ensure all abstract details are correct.

 

TRACK & TOPIC

  • Please note that abstracts are reviewed by experts in the track and topic chosen.

  • Submitting to the wrong topic may result in your abstract receiving a lower score.

  • You can view the Abstract Topics here.

TRACK

Choose a track keeping in mind that: 

  • If the main topic of your abstract is related to brachytherapy, the abstract should be submitted under the ‘Brachytherapy’ track.

  • If the main topic of your abstract is clinical treatment and/or outcomes (e.g. tumour response/morbidity), the abstract should be submitted under the ‘Clinical’ track. Prospective clinical trials should be identified as such in the title of the abstract and include The National Clinical Trial number where applicable.

  • If the main topic of your abstract is related to medical physics, including advanced modelling/statistics etc. (and not focusing on clinical outcomes), the abstract should be submitted under the ‘Physics’ track.

  • If the main topic of your abstract is related to radiobiology/experimental radiotherapy using in vivo, in vitro or molecular technique/models, the abstract should be submitted under the ‘Radiobiology’ track.

  • If the main topic of your abstract is related to RTT activities, the abstract should be submitted under the ‘RTT’ track.

  • If your abstract does not fit in any of the above categories but is still within the topic of radiation oncology, the abstract should be submitted under the ‘Interdisciplinary” track.

TOPIC

  • Choose the topic category that refers to the main subject of the abstract. The Scientific Programme Committee reserves the right to re-categorise the abstract.

KEYWORDS

  • Authors are required to write 1 to 3 keywords (different from the topic) that best describe their work.  

 

PRESENTATION PREFERENCE

  • Authors should indicate if they want an abstract to ONLY be considered for a Digital Poster.
  • Please note that opting for “digital poster” will mean that your abstract will not be considered for presentation as a proffered paper, mini-oral or poster discussion by the Scientific Programme Committee.
  • Not selecting "digital poster only" does not guarantee selection for a live presentation and the abstract may still be assigned as a digital poster.

 

ABSTRACT

TITLE

  • Abstract titles should be brief and reflect the content of the abstract
  • The title (maximum 150 characters) is important since it focuses attention (it is the “showcase” for the presentation).
  • Do not use capital letters in the title except for words that are always capitalised and do not use non-standard abbreviations.
  • Prospective clinical trials should be identified as such in the title of the abstract (include The National Clinical Trial number when applicable) 

ABSTRACT BODY

  • Abstracts are limited to 400 words.
  • Abstracts should be structured in such a way as to include:
  1. Purpose/Objective
  2. Material/Methods
  3. Results
  4. Conclusion
  5. References (not included in word count but limited to 750 characters including spaces)
  • Up to two images may be uploaded in an abstract in JPG or PNG formats. These uploads are not included in the word count. The maximum pixel size of an image is 600(w) x 800(h) pixel. Larger images will not be properly visible in the abstract and reveiwers will not be abe to assess the content appropriately. Please ensure the content of the image is readable at this size.
    • A single image can contain a data table or a set (2-3) of related figures but must not contain multiple items.
    • Abstracts with excessive image content or outsized images will be penalised during the review process.
  • Data tables can be uploaded as images.
  • Equations can be inserted in the text as images.  

 

ABSTRACT CONTENT

  • The use of standard abbreviations is desirable. A special or unusual abbreviation must be placed (in round brackets) after the first appearance of the word for which it stands.  
  • Abstracts on research obviously not yet performed and results not yet obtained will be rejected.
  • Case studies will not be considered (unless if first-in-human).
  • Systematic reviews are accepted but literature reviews are not.
  • Papers already presented at another meeting will not be considered, unless the previous audience is distinct from the ESTRO 2025 congress audience (e.g. national meetings).  
  • Abstracts should include new information and not solely include materials already published. 
  • If very similar abstracts are submitted by the same authors, the Scientific Programme Committee reserves the right to select only one of the abstracts and reject any others. 

 

ONLINE ABSTRACT SUBMISSION PROCEDURE

  • The abstract submission button can be found on the right-hand menu of the congress webpage or in the abstract submission section.
  • If you are not signed in to your MyESTRO account yet, you will be asked to do so. If you do not have an account yet, you will be asked to create one.
  • Once you have submitted an abstract, you will receive a confirmation email. Please ensure that all required sections are filled out and that the word count is not exceeded, so that your abstract is complete before the deadline.
  • Only completed abstracts will be considered by the Committee for inclusion in the scientific programme.

 

ABSTRACT EDITING

  • Abstracts can be edited until the submission deadline of 20 November 2024. Any changes to the abstract body are not accepted after this date.

  • You may edit an incomplete or complete abstract as much as needed before the submission deadline by clicking the link to the abstract that you can find in your abstract submission confirmation email.

  • The author list can be edited until 5 January 2025. Please ensure all authors are included in the list and appear correctly in the abstract overview.
  • Only completed abstracts will be considered by the Committee for inclusion in the scientific programme.

 

ABSTRACT SELECTION PROCESS  

  • Abstracts submitted for presentation will be peer-reviewed by an international panel of experts in the field of the subject.  
  • Abstract review criteria are based on clarity, supporting data, scientific rigour, potential significance, interest in the topic chosen and innovation or usefulness.
  • Abstract scores will guide the Scientific Programme Committee in selecting the abstracts for the different presentation formats.
  • Notifications of abstract selection will be sent by mid-February 2025.
  • Please note that acceptance of an abstract does not entitle the authors to a complimentary registration. Presenting authors should register for the congress by 15 March 2025. Presenting authors will have access to the early registration rate until this date. Please note, that this extension to the early rate only applies to authors listed as presenting in the abstract, other authors will be able to register at the applicable rates.

 

PRESENTATION FORMATS

  • Abstracts selected for Proffered Paper comprise a PowerPoint presentation of 7 minutes with 3 minutes for discussion.
  • Abstracts selected for Mini-Oral comprise a 4-slide PowerPoint presentation of 4 minutes with 3 minutes for discussion.
  • Abstracts selected for Poster Discussion comprise a 2-minute presentation of a digital poster with 2 minutes for discussion.
  • Abstracts selected for Digital Poster are included in the digital poster gallery where they are grouped by topic and are displayed onsite and in the online platform.

 

ABSTRACT WITHDRAWAL

  • Submitted abstracts can be withdrawn until 15 January 2025.
  • To withdraw your abstract, you should send an email to abstracts@estro.org.
  • After this date, withdrawal of abstracts may no longer possible.
  • If the presenting author cannot attend the congress, they should nominate a co-author and inform the ESTRO office as soon as possible.