The poster and platform abstract submission period was August 15–October 19, 2018. Late-breaking poster abstracts can be submitted from December 5, 2018–January 14, 2019. All accepted late-breaking poster abstracts will be presented during Poster Sessions on Thursday, March 14.
By presenting at the 2019 SOT Annual Meeting and ToxExpo, you will:
Poster Sessions will occur from 9:15 AM to 4:30 PM Monday through Wednesday, corresponding with ToxExpo hours. All-day Poster Sessions do not affect the number of poster presentations, as the same number of abstracts are expected to be accepted as in previous years. 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 in early December; please keep your email information up-to-date within the abstract submission system to ensure receipt of acceptance. Once poster and platform presentations have been scheduled, 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. For assistance with preparing your poster or platform presentations, please visit the Poster Sessions and Platform Sessions pages.
Acceptance of the abstract obligates the author to pay the meeting registration fee and present the abstract in the assigned poster or platform session. Written notification of withdrawal of an abstract must be received by SOT Headquarters by October 23 if the abstract cannot be printed in the Annual Meeting materials. Any withdrawal requests after October 23 will be honored by SOT Headquarters, however based on the date of the request, the abstract may be printed in the materials, and a “withdrawn by author” sign will appear on the poster board.
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 which 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 the option for “Platform or Poster” on the “Presentation Preference” screen. 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 October/November and will subsequently make an announcement and provide information (through the Annual Meeting website and other communication channels) on how to make a late-breaking submission.
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 completed in adherence with 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 which 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, the Arsenic Toxicity, Toxicity of Metal Mixtures, and Metal Toxicity Poster Sessions would occur on the same day with the same author-attended time block .
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. Therefore, ensuring that all Poster Sessions begin and end in the same poster board cluster is extremely difficult.
To resolve this issue, the SOT Scientific Program Committee would need to 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, which would limit the number of poster abstracts accepted. The current policy is to assign no more than 40 posters to a Poster Session, while the minimum is five to posters for a Poster Session.
To help attendees identify the correct Poster Sessions, signs are used throughout the poster board areas to help attendees and poster presenters locate sessions and specific poster presentations. Poster board clusters also are color coded (blue, green, orange, purple) to assist attendees with locating the clusters on the maps located in the ToxExpo Exhibit Hall.
Why are the poster board clusters scattered throughout the ToxExpo Exhibit Hall instead of all together?
Poster boards are strategically placed throughout the ToxExpo Exhibit Hall 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 the SOT Abstract Submission Instructions .
How much time do I have to enter my abstract in the abstract system?
The 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. Please note that Internet Explorer is the preferred browser for the SOT abstract system (OASIS); however, the website will work with all major browsers.
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.
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 did SOT change 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 on 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., neurotoxicology, metals, etc.) will be assigned to the same author-attended time block so attendees interested in that topic have access to all presenting authors at the same time. In addition, the Scientific Program Committee will make every effort to 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.
If authors are not standing by their posters all day, how can photography be monitored?
SOT policy is to not allow any photography of posters unless permission is granted by the author. SOT staff and security staff will be enforcing the “no photography” policy on-site to curtail concerns about the all-day format. “No Photography” signs will be displayed on all poster boards. Attendees who violate the no photography policy risk ejection from the Annual Meeting.
How will the four different author-attended time blocks be defined in the SOT Mobile Event App and digital publications related to the meeting?
As in previous years, the 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 Exhibit Hall 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. Please do not remove your poster prior to 4:15 pm.
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 Exhibit Hall 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. Up to four Poster Chairs will be assigned to each Poster Session to monitor the sessions (including monitoring for photography, which is not allowed 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 to 11:30 am.