Abstract Formatting and Submission

Important Abstract Submission Deadlines:

April 20, 2020Abstract Submission Opens.
July 10, 2020 at 5:00 pm EDTPrimary Abstract Submission Deadline for both oral and poster presentations.
• The following presenters must submit abstracts before this deadline:
– Students submitting abstracts for CRWAD Presentation Awards or that are applying for CRWAD Travel Awards.
– Presenters submitting abstracts as a requirement for Project Directors Meeting of USDA funded research.
– Presenters submitting abstracts considered for inclusion in Satellite Meetings.
NOTE: Blocks for oral presentations are limited, and submissions meeting this primary deadline will be given priority when scheduling oral presentations.
September 15, 2020 at 5:00 pm EDTDeadline for submission of Late-Breaking Research Abstracts for Oral Presentations.
October 10, 2020 at 5:00 pm EDTDeadline for requesting change from Onsite to Remote presentation abstracts
October 15, 2020 at 5:00 pm EDTDeadline for submission of Late-Breaking Research Abstracts for Poster Presentations
November 15, 2020 at 5:00 pm EDTDeadline for submission of abstracts for Remote Presentation

NEW FOR 2020:

  • CRWAD 2020 and Partner Organization meeting are using single, coordinated abstract submission and registration. You must indicate at the time of abstract submission whether you would like to have your abstract considered for presentation (oral or poster) as part of:
    • The CRWAD 2020 main program* (Dec 6th to 8th, including onsite and remote presentation programs),
    • NE1748 – Mastitis Research Workers (Dec 4th to 6th)
    • NA PRRS/NC229 – PRRS and Emerging Diseases of Swine Research (Dec 5th to 6th),
    • NC1180 – Poultry Disease Research (Dec 5th)
    • Animal Vaccinology Research (Dec 8th)
    • NOTE: Abstracts will only be accepted for one presentation opportunity (i.e., you cannot present the same abstract in both the CRWAD program and a Partner Organization meeting).
  • NEW FOR 2020: We are introducing a new option for remote presentation of abstracts and remote participation in CRWAD 2020 — visit the CRWAD website (https://crwad.org/remote) for more information.
  • Presenters can give no more than two oral presentations, in addition to making other poster presentations. There is no limit to the number of abstracts on which a person can be listed as an author. Oral abstracts cannot be presented for both CRWAD 2020 and CRWAD Partner Organization meetings.
  • Presenters must register for the CRWAD 2020 conference at the time that abstracts are submitted. Abstracts will not be scheduled for presentation unless the presenter has paid registration fees. Registration for the Conference can be completed HERE.  Authors submitting abstracts should be aware that CRWAD has a high rate of abstract acceptance, and should plan to register for CRWAD and/or Partner Organization meetings in order to present a submitted abstract. However, if you register for the CRWAD 2020 and your abstract is not accepted, your registration fees will be refunded upon request, subject to the Conference Refund Policy. Please contact us at CRWADinfo@gmail.com if you would like to submit an abstract but logistical or financial difficulties prevent you from registering at the time of abstract submission.Please see the CRWAD COVID-19 Statement (https://crwad.org/2020-crwad-conference/statement-on-covid-19/) and the description for Remote Participation (https://crwad.org/remote) options for CRWAD 2020 if you are concerned about your ability to present on-site.
  • Instructions for formatting and submission of abstracts for CRWAD 2020 can be found below.

Student Travel Award Deadline

  • All abstracts must be submitted by July 10, 2020 at 5:00 pm EDT to be considered for the student awards program and student travel awards.  Student travel award information can be found HERE.

 Acceptance Deadlines

  • Notification of acceptance for all oral presentation abstracts and poster presentation abstracts submitted by July 10 will be sent to submitters by August 1st.
  • Notifications of acceptance for late breaking oral presentation abstracts will be sent to submitters by October 15th.  Notifications for late breaking poster presentation abstracts will be sent to submitters by November 1st.

Detailed Formatting Instructions for Abstracts (instructions are also provided in the Abstract Submission Portal):

Please carefully read and edit your abstract, adhering to all formatting instructions, before you submit your abstract.

General Instructions:

  • GENERAL INSTRUCTIONS:
    • Please carefully proofread your submission for accuracy; All content is expected to be free of spelling and grammatical errors; use American English standards for spelling.  Abstracts will not be accepted if major spelling and grammatical errors are identified. Please remember that your abstract entry will be printed in the CRWAD Schedule and Conference Proceedings exactly as it is submitted if it is accepted by the program committee; there will not be other opportunities for editing or correcting.
    • NOTE: Only abstracts of completed work with distinct results and conclusions will be considered for oral presentations. Abstracts which report work in progress that is to be completed in the near future should be presented in poster format. In those situations, with work in progress at the time of abstract submission, the authors should provide as much information as possible and any credible assurances about expectations of final results and conclusions
    • Text can be copied from a word processing program and pasted into entry boxes, but authors should carefully review after pasting, as some codes from word processing programs alter text content and appearance when pasted into the web form.  One way to ensure that hidden formatting codes are not a problem is to paste from a text editor such as Notebook or WordPad instead of Word.
    • All of the abstract sections must be completed prior to final submission of your abstract.
    • Formatting: Do not underline or use bold for any text, nor capitalize entire words other than abbreviations or acronyms. Only use italics for genus and species names.
    • Authors submitting abstracts that do not meet stated formatting guidelines will be required to correct and resubmit abstracts before acceptance.
  • AUTHORS, PRESENTERS, and AFFILIATIONS
    • Please provide information for the presenting author and any additional authors. 
      • NOTE: only one presenting author is permitted, but there is no limit to the number of additional authors.
    • Author and Presenter Names:
      • Last name and initials for first (given) and middle names will be listed in the Abstract Proceedings (e.g., J.P. Jones) , and the Author Index will list the last name, and with first name and middle initial (e.g., Jones, John P), unless you prefer to provide and initial for your first name and spell out your full middle name (e.g., Jones, J Paul). Click HERE to see examples in the Abstract Index from CRWAD 2018.
      • Capitalize the first letter for each name and all initials;
        • DO NOT use all capitals or all lower case
        • DO NOT enter periods after initials (periods will be automatically inserted by abstract management software where appropriate during formatting).
      • EXAMPLE: Rosalind Elsie Franklin is submitting 3 abstracts on DNA crystallography and she prefers to use her full middle name rather than her first in the Abstract Index. 
        • She should enter ‘R’ (without a trailing space or period) in the ‘First Name’ block, ‘Elsie’ in the middle name block, and ‘Franklin’ in the last name block.
        • The Abstract Index will list all 4 of Dr. Franklin’s using the following entry formatting:
          Franklin, Elsie R…….2,5,9″ (Click HERE to see examples in the Abstract Index from CRWAD 2019).
        • The Abstract Proceedings will list Dr. Franklin’s last name and initials in the title block:
          “E.R. Franklin, J.D. Watson, F. Crick”. (Click HERE to see examples in the Abstract Proceedings from CRWAD 2019).
      • A single author must be designated as the Presenter.
        • The presenter can be listed in any position in the list of authors.
        • It is required that the presenting author provide a cell phone number that can be used by organizers for emergency contact during the CRWAD conference; this information will not be shared.
        • It is also required to provide a full mailing address for the presenter.
      • Author order can be changed by clicking and dragging a name into a new position in the list of authors.
    • Author Affiliations:
      • Affiliations are provided as a drop-down list for organizations previously entered by authors. If applicable, select from this previous list.
      • If your affiliation is not included in this list, enter affiliations succinctly, including only 2 levels of organization at maximum (e.g., “Dept of Microbiology, Nowhere University”).
      • Multiple affiliations can be selected for any author using this tool.
  • TITLE:
    • Titles should be succinct (115 characters maximum, including spaces), informative, and accurately reflect the content of your poster/presentation.
    • Formatting: 
      • Text should be in sentence case (i.e., capitalize only the first word, proper nouns and abbreviations). 
      • DO NOT CAPITALIZE ENTIRE WORDS unless they are accepted abbreviations (EXAMPLE: it is not acceptable to capitalize the word PROTEIN, but it is acceptable capitalize the abbreviation DNA). 
        • Use standard convention for capitalization of taxonomic names (EXAMPLE: capitalize genus names, but not species names).  Only genus and species names should be italicized.
        • For viruses, it is acceptable to capitalize common virus names (EXAMPLE: ‘Rabies Virus’ or ‘Bovine Diarrhea Virus’).
      • DO NOT capitalize disease names (EXAMPLE: ‘salmonellosis’ should not be capitalized).
      • DO NOT underline or use bold for any text. 
      • DO NOT use quotation marks in the title. 
      • DO NOT add a period or space after the last word in the title.
      • EXAMPLE: Multiple Clostridium perfringens toxin types detected by multiplex PCR from a single clinical specimen
    • Ensure that the title block does not contain any identifying information regarding the author(s) or organization; this information is entered in the Author/Affiliation section.
  • ABSTRACT BODY (maximum of 2,100 total characters, including spaces):
    • Your abstract should be succinct and informative, containing a maximum of 2,100 total characters (including spaces, but excluding section names [Objective, Methods, Results, Conclusions]).
    • Text will be entered and formatted in 4 separate blocks: (1) a short statement of the study’s specific objective, (2) a brief statement of methods, (3) a summary of the results, and (4) a statement of the conclusions. 
    • DO NOT enter section names (Objective, Methods, Results, Conclusions) in text blocks, these will be added prior to printing.
    • Ensure that the abstract body does not contain any identifying information regarding the author(s) or organization; this information is entered in the Author/Affiliation section.
  • KEYWORDS:
    • Using the drop-down lists provided, please select a minimum of 4 Keywords that best describe the focus of your presentation.  These keywords are used in organizing abstracts of similar types in in the program, but are not listed in the Abstract Proceedings.
    • Authors can also provide an optional 5th Keyword.
  • GRADUATE STUDENT AWARDS (optional):
    • Students are regularly awarded thousands of dollars in award money for outstanding research presentations at CRWAD.
    • Detailed information about each competition and the mandatory eligibility requirements can be found at CRWAD Student Research Awards.
    • Students wishing to enter the student competition must meet the July 10, 2020, deadline for abstract submission, and select the competition they wish to enter at the time of submission.
    • Students may enter ONLY ONE ABSTRACT (one oral OR one poster) for competition in ONE award competition.
      • Students and other presenting authors are welcome to submit more than one abstract through the MyAbstract Online Submission Program.  However, students may only enter one presentation in a student competition.
    • Students may enter one of the following award competitions (by making a selection, you are certifying that you meet all eligibility requirements and will meet expectations regarding participation requirements):
      • American Association of Veterinary Immunologists (AAVI)
      • American Association of Veterinary Parasitologists (AAVP)
      • American College of Veterinary Microbiologists Awards (ACVM)
      • Association for Veterinary Epidemiology and Preventive Medicine Awards (AVEPM)
      • Biosafety and Biosecurity Awards (Animal Health Institute and Joseph J. Garbarino Foundation
      • NC1202 Enteric Diseases of Food Animals Awards
      • Society of Tropical Veterinary Medicine
    • Student presenters must be a registered CRWAD onsite attendee on the day of presentation; Failure to register will eliminate your abstract from competition. Students presenting posters must attend with their competition entry posters during the poster sessions for judges’ interviews.  Students must also respond to all communication requests and adhere to all deadlines for submission of presentations; failure to meet these responsibilities will eliminate your abstract from competition.
    • For students entering the AAVI or AVEPM award competitions, at least one author must be an active member of those organizations
      • You will be asked to provide the name and email of this person for verification by the sponsoring organization.
    • Applicants will be asked to specify whether they will be actively enrolled in a training program at the time of their presentation.  See competition requirements for questions about whether this applies to your situation.
  • TERMS AND CONDITIONS
    • By submitting an abstract for CRWAD, all authors understand and agree to the TERMS and CONDITIONS elaborated on the abstract submission page.
    • Please read these carefully.
  • OBLIGATIONS: By submitting an abstract for presentation, authors agree:
    • To register for the Conference at the time that abstracts are submitted.
    • To promptly respond to all communication from CRWAD organizers.
    • To meet all deadlines for uploading presentations to the Preseria Presentation Management system.
    • To promptly communicate with CRWAD organizers if any question arises about the ability to present abstracts as scheduled.
    • To adhere to all requirements and guidelines for presentations at CRWAD. To register and attend CRWAD as required.

Failure to adhere to these requirements provides grounds for CRWAD organizers to withdraw abstracts for the current year and can also embargo authors from presenting in future years.

Abstract Selection Process:

There are a limited number of spots available for oral presentations and posters. Abstracts will be evaluated considering the following criteria (all aspects are not required, per se, but these factors will be considered):

  • Originality of idea and demonstrated innovation.
  • Degree of practical knowledge transferability or practical implications: Abstract clearly demonstrates a high degree of practical application to rehabilitation practice, research, or policy.
  • Evidence and objectivity: Abstract builds on existing knowledge base, is based on sound methodology, and/or has a clear evaluation component. Results can be generalized to a range of populations.
  • Clarity and cohesiveness: Abstract reflects a sound argument and logical flow. The abstract thoroughly explains the study or initiative’s elements, outcomes and importance. Key messages are clearly articulated. Information is clearly presented in a style which is appropriate for a broad audience. The abstract is free of spelling and grammatical errors.

Notification of Acceptance

  • Authors will be notified by email of the acceptance of abstracts within the submission notification deadlines.  If you have not received notification by the stated notification deadlines, please check your email Spam/Junk folders, and contact CRWAD organizers if you cannot find this email.
  • Scheduling of presentations will not be made available at the time that acceptance notifications are sent.  Scheduling will be available according to notification deadlines.
  • At the time that authors are notified of acceptance, they will be asked to confirm that they will wish to participate in the CRWAD meeting as a presenter, and that the abstract will be presented at CRWAD as scheduled.
  • After this confirmation has been provided, it is strongly discouraged that authors make requests to withdraw abstracts. A different author can be nominated to make the presentation, but CRWAD requests that authors plan for all accepted abstracts to be presented at the CRWAD Conference as scheduled.  No refunds of conference registration fees will be made to authors who withdrawn an abstract after the notification deadlines.
  • Authors that confirmation intent to participate, and then later fail to attend or that make notifications of withdrawal after the presentation schedule has been published will be prohibited from making presentations at CRWAD in the future (except in the case of medical or other reasonable emergency situations).

Presentation Formats:

  • Click through for more information about Poster and Oral Presentations.
  • Standard oral presentations are 15 minutes long (in total). This includes 10–12 minutes to present their research, and 3–5 minutes for interactive discussion.
  • Keynote presentations are 45 minutes long (in total, unless otherwise specified), including 35–40 minutes for formal presentation, and 5–10 minutes for interactive discussion.
  • Slide presentations for oral abstracts must uploaded to the Preseria Presentation Management system AT LEAST 48 HRS PRIOR TO THE DAY OF THEIR PRESENTATION. Acceptable file formats are as PowerPoint or Adobe PDF files.
  • Boards for mounting poster presentations will be provided by CRWAD. The maximum size for a poster will be 3′ wide by 4′ high. DO NOT MAKE POSTERS LARGER THAN THIS SIZE.  CRWAD does not specify a poster presentation format, but optional templates are available on the PosterPresentation.com website. Tacks are NOT provided. There will be two poster sessions (Sunday and Monday). Presenters entered in graduate student competitions must be available at their posters so that they can be interviewed by judges.