Abstracts for Poster and Platform Sessions during the 2018 Annual Meeting were accepted from August 15 to October 9, 2017.
The abstract site will re-open for Late Breaking abstracts on December 5, 2017. Late Breaking abstracts will be accepted until January 12, 2018.
All abstract submissions must be made electronically. The system is designed for those who will be paying their abstract fee by credit card and who have access to the internet. A confirmation/receipt page is provided online; please print a copy for your records. NOTE: Abstract confirmations are not emailed to you by the abstract system.
By presenting at the 2018 SOT Annual Meeting and ToxExpo, you will:
In response to requests from meeting attendees, Poster Sessions will last all day (corresponding with ToxExpo hours) instead of being split between morning and afternoon sessions. This change will not affect the number of poster presentations, as the same number of abstracts are expected to be accepted as in previous years.
Similar to the previous morning and afternoon format, presenting authors are not required to stand by their posters for the duration of the all-day session. Authors will be assigned one of four 90-minute blocks to be present at their poster. Please consult the all-day poster FAQs for further information.
You will receive your acceptance notice and session timing/instructions by email (please keep your email information up-to-date within the abstract submission system) in early December. The complexity of the program planning process prevents any changes in the type of session, time, or location of any presentation. There are no exceptions. PowerPoint presentations that are PC compatible are required for Platform Session presentations.
Written notification of withdrawal of an abstract must be received at SOT Headquarters by October 10. Abstracts may not be changed or withdrawn once accepted by the Scientific Program Committee, which begins reviewing abstracts on October 11. If circumstances prevent attendance, the author must arrange for the presentation to be made by a substitute. Acceptance of the abstract obligates the author to present the paper and pay the meeting registration fee.
Authors are permitted as presenting author on only one abstract for the meeting, which includes presentations for Scientific Sessions. There is no restriction to the number of co-authorships. The SOT Scientific Program Committee reserves the right to require consolidation of multiple abstracts submitted from a single study. Each abstract selected for the program must be presented by the presenting author.
If none of the authors is an SOT member, sponsorship by a full or associate member is required. By sponsoring the abstract, the sponsor acknowledges that the research has been done according to the SOT Code of Ethics. SOT members may sponsor an unlimited number of abstracts.
The Scientific Program Committee reviews each abstract that is submitted. The scientific quality of the abstracts presented contributes substantially towards making the SOT Annual Meeting the leading international forum for new toxicologic research. As such, there is a standard for abstract acceptance. The following guidelines apply to each abstract:
For acceptance, abstracts describing the results of experimental studies must answer two questions (“What was done?” and “What was found?”) and must contain the following:
Additionally, authors should consider the following when developing the abstract:
In the case of studies that do not describe laboratory or field experiments, such as reports on educational, ethics, legal, or social initiatives, authors should:
In addition, abstracts describing new initiatives or science policy in the regulatory community must clearly describe the impact on the practice of toxicology and/or risk assessment. Care should be taken to clearly distinguish between statements based on documented facts vs. opinions. Literature surveys or reviews and background materials are insufficient in and of themselves.
What are the topic submission categories used for programming Poster and Platform Sessions?
I would like to submit an abstract for an oral presentation. How do I do that?
Abstracts that are selected to be presented orally, as opposed to as a poster, are scheduled into Platform Sessions, where each speaker has 16–20 minutes to deliver a PowerPoint presentation of his/her abstract. You may indicate your interest in this type of presentation at the beginning of the submission process by selecting “Platform or Poster.” NOTE: The programming of your abstract into a particular session type will be at the discretion of the Scientific Program Committee.
Will SOT accept late-breaking abstracts?
Traditionally, the SOT Annual Meeting and ToxExpo features late-breaking abstracts. The SOT Scientific Program Committee makes the decision to feature a late-breaking session in the late fall and will send the appropriate information to the membership, in addition to posting information on the SOT website, if it has determined that late-breaking abstracts will be accepted for the upcoming meeting.
The Scientific Program Committee reviews late-breaking abstracts as thoroughly as it reviews regular abstracts. Late-breaking abstracts should contain truly late-breaking data in order to be accepted into the program. The late-breaking abstract period should not be considered as a “grace period” or “late abstract submission” period.
Traditionally, the submission period for late-breaking abstracts is in December and January, and the submission fee for late-breaking abstracts is $75.
Keep in mind that late-breaking abstracts are programmed for Thursday morning during the Annual Meeting (no exceptions).
Because I am not a member of SOT, how can I submit an abstract for consideration for the SOT Annual Meeting?
If none of the authors on your abstract is a member of the SOT, sponsorship by a full or associate member is required. By sponsoring the abstract, the sponsor acknowledges that the research has been done according to the SOT Code of Ethics.
Can I, or my company, be invoiced for abstract submission(s)?
At this time, SOT can only accept payment by credit card. Accepted credit cards include Visa, MasterCard, Discover, and American Express.
How can I obtain a receipt for my abstract submission?
A print receipt option will appear in the abstract submission system once the abstract fee payment has been approved. NOTE: Abstract confirmations/receipts are not emailed to you through the abstract submission system.
If I am unable to attend the SOT Annual Meeting, can I receive a refund for my abstract submission?
Refunds are not offered for any abstracts that have been submitted for the SOT Annual Meeting. The submission fee covers the costs associated with processing and reviewing the abstracts.
What rationale goes into programming poster sessions in a particular order?
The SOT Scientific Program Committee traditionally groups Poster Sessions into daily slots based on topic. For example, “Arsenic Toxicity,” “Toxicity of Metal Mixtures,” and “Metal Toxicity” would occur in the same Poster Session timeframe.
Why do poster sessions begin in one cluster of poster boards on the ToxExpo floor and then continue in another cluster several feet away?
Not all poster board clusters on the ToxExpo floor contain the same number of boards and not all Poster Sessions contain the same number of posters. Ensuring that all poster sessions begin and end in the same poster board cluster is extremely difficult.
To resolve this issue, SOT Scientific Program Committee could set a minimum and maximum number of poster abstracts accepted per Poster Session so the sessions would contain an equal number of boards within the same cluster, but that would put limits on the number of poster abstracts accepted. The current policy is to assign no more than 40 posters to a Poster Session. The minimum is 5 to 7 posters for a poster session.
To help attendees identify the correct Poster Sessions, signs are used throughout the poster board areas with multiple signs indicating a particular session when necessary.
Why are the poster board clusters scattered throughout the ToxExpo instead of all together?
Poster boards are strategically placed throughout ToxExpo to optimize the experience of attendees and exhibitors by creating an ease of movement throughout the hall.
For step-by-step information on using the SOT Abstract Submission System, please reference SOT Abstract Submission Instructions .
How much time do I have to enter my abstract in the abstract system?
This system has a 120-minute time-out feature. After 120 minutes of inactivity, the system will automatically log you out. If this happens, your entries up to that point WILL BE SAVED and you will be returned to the place where you left off when you log back in. If you get a “Page Cannot Be Displayed” error, you have probably been logged out.
How can I get special characters to copy over if I am using a word processing application to type my abstract?
This depends on your browser. For most browsers, you may copy and paste your full title and abstract into the appropriate fields in the abstract system from an MS Word document, and the special characters will be preserved in the abstract system. A special character tool also is available in the abstract system.
If I have a conflict of interest to disclose with my abstract, how do I indicate that?
If you have any conflicts of interest that you need to disclose, please indicate them in the Author step. If your abstract is accepted, you must include those conflicts on a disclosure slide in your platform presentation or make the disclosure on your poster.
Why I am required to select keyword(s)?
Up to three keywords should be selected, but you are required to select at least one keyword or your abstract will not be considered complete and will not be reviewed by the Scientific Program Committee. The keyword selection is used in the Program, The Toxicologist, and the SOT Mobile Event App to help participants and interested parties peruse abstracts by specific areas of interest. the capability to return as many abstracts related to the keyword selected.
I am logged into the SOT website using my membership information, but the submission site reveals the following message: Unknown username/password. Why?
The submission site does not recognize your SOT membership login information and requires a separate login. However, when you create your abstract submission system login, you may use your SOT credentials.
If I have to contact SOT Headquarters or the Tech Support team, what information should I have on hand?
Upon starting the process to submit an abstract you will be assigned a control ID number automatically. Once you have completed the abstract submission process, please keep a copy of the submission confirmation for your records including your control ID number. You will need your control ID number to communicate with SOT Headquarters and/or the Tech Support team about a specific abstract.
Why is SOT changing from the previous format (morning and afternoon Poster Sessions) to an all-day format?
Based on attendee comments in the Annual Meeting surveys, many attendees were often unable to attend Poster Sessions due to busy schedules. SOT leadership agreed to follow other scientific society models and offer all-day Poster Sessions to maximize the experience of all attendees.
Will authors be asked to attend their posters all day?
No. Presenting authors will be assigned one of four 90-minute time blocks to attend their posters, but the poster will remain displayed for the entire day.
The four 90-minute time blocks:
Block A: 9:15 to 10:45 AM
Block B: 10:45 AM to 12:15 PM
Block C: 1:30 to 3:00 PM
Block D: 3:00 to 4:30 PM
The presenting authors are encouraged to include an email address or other contact information in their poster so attendees who view the poster when the author is not in attendance can contact the authors with questions or other information.
All authors in a single Poster Session as defined by topic (e.g., Carcinogenesis, Metals, etc.) will be assigned to the same time block so that attendees interested in that topic have access to the authors at the same time. In addition, the Scientific Program Committee will ensure that no Scientific Sessions, including Platform Sessions, related to a specific topic are occurring during the same time period as the author-attended block for that topic.
How will the four different author-attended time blocks be defined in the printed materials and in the SOT Mobile Event App?
As in previous years, the Program, SOT Mobile Event App, and other materials will include annotations and keys to indicate the author-attended time periods. In addition, signs will be placed on the ToxExpo floor to explain and define the time blocks.
What time in the morning should authors mount their posters?
Authors may enter the ToxExpo as early as 7:30 AM to mount their posters. As always, pushpins will be provided.
What time in the afternoon should authors remove their posters?
Poster “tear down” will occur between 4:15 and 5:00 PM Monday through Wednesday.
What if an author forgets to remove his or her poster in the afternoon?
On Monday and Tuesday, posters that are left on the boards after 5:00 pm will be placed in a poster retrieval area near that Poster Session’s presentation area and can be picked up by the author the following morning. Any posters in the retrieval area that are unclaimed by 10:00 am the day following the poster presentation will be destroyed.
On Wednesday, posters left on the boards after 5:00 pm will be removed and placed on tables outside the ToxExpo entrance. Any posters unclaimed by 10:00 am on Thursday will be destroyed.
How will author compliance to the all-day poster policy be monitored?
Authors are required to have their poster mounted on the board for the entirety of the all-day Poster Session. Four Poster Chairs will be assigned to each Poster Session (one per time slot) to monitor the sessions (including monitoring for photography, which is not allowed of posters without the express permission of the author) and to note any empty boards.
What if my poster is programmed for presentation on Thursday?
Only late-breaking posters will be programmed for Thursday from 8:30 am to 11:45 am.