Can I Submit the Same Abstract to Two Conferences

The following principles aim to comprehend the key areas relevant for submissions to any research-based conference.

Writer listings should reflect those who did the research and can have accountability for its conduct, and for the analysis and interpretation of the findings. Criteria for authorship of conference abstracts and presentations should more often than not be the same equally those for full publications, although there tin can exist occasions where local presenters may be included as authors, for example, where a conference requires a presenter to be listed as an author.
All authors should exist involved in the development, and corroborate the concluding version, of any abstruse, poster or slides that bears their names. For studies involving large numbers of researchers it may be most efficient for a subgroup of those involved in the studies to develop conference abstracts and presentations (similar to the use of a writing group to develop publications from large studies).
Posters and slides should list fundamental contributors and draw their contributions to the research and development of the presentation.
Written report registration numbers (e.grand. ClinicalTrials.gov, EudraCT, PROSPERO) should be included on abstracts, posters and slides.
All sources of funding for the research and its presentation, and whatsoever author conflicts of involvement, should be disclosed on posters and slides, on the conference submission site, and if infinite permits, on abstracts.
Any medical writing back up and associated funding should be acknowledged on posters and slides, on the conference submission site, and if space permits, on abstracts.

These recommendations are mapped against the development of an abstract and subsequent conference presentation workflow in Fig. 1, referenced by section number.

Recommendations for briefing organizers

Conference organizers should:

encourage the inclusion of correspondent lists on posters and slides;
include a field for trial registration details on abstruse forms (outside the discussion or character limit) and publish this data with the abstract;
include a field for sponsor information on abstract forms (exterior the word or character limit) and publish this information with the abstract;
include a field for disclosing medical writing support on abstract forms (outside the give-and-take or character limit) and publish this information with the abstract;
use ORCID identifiers (individual researcher identifiers [11]) to identify authors and presenters;
not fix arbitrary limits on the number of authors, and let the use of study grouping names; and
distinguish between authors (meeting the ICMJE criteria) and any additional individuals (who are non authors or contributors) included in the submission, for instance, equally a outcome of a requirement for a order member to sponsor submissions. With limited space in whatever printed book of abstracts, this information might be restricted to actualization with the online version of the abstract.

1.0 Authorship

ane.ane Authors

1.one.one The author listing on conference abstracts and presentations should reflect the people who did the enquiry or contributed essentially to the design of the study or to the interpretation of the results, and who were involved in the development of the presentation and who are willing to have responsibility for the findings. Authorship and writer order should exist agreed past all authors (run into 1.i.v for factors to consider). While the authorship criteria recommended by the ICMJE are widely used for journal articles [2], GPP3 recognizes that information technology may be necessary to prefer slightly dissimilar criteria for conference abstracts and presentations [5]. For example, while all named authors should review (at least once), approve the content of abstracts and presentations and exist willing to take responsibility for the findings, it may be impractical to await all authors to contribute to drafting and critically revising abstracts in the same way every bit for full manuscripts, because of the abstruse brevity, time constraints, etc. There is an argument for limiting the authors to a number that tin meaningfully annotate and review an abstract (see i.2.1) and using a study group to place others involved in the wider study. Our collective by experience indicates that it becomes impractical for everyone to exist involved in a grouping with more than 10 authors, which is also the maximum number suggested past GPP3 [five].

1.ane.2 Authorship criteria for all anticipated periodical manufactures and main conference presentations should, ideally, be agreed at the start of the research, and author listings for subsequent secondary abstracts and presentations should be finalized well earlier piece of work starts on the secondary material [12]. As with journal publications, whatsoever criteria are used to determine authorship should be applied equally to all authors, regardless of whether they are company employees, contractors, contained clinicians, researchers or consultants.

1.1.3 Authors and contributors should take access to all relevant study materials and information to permit them to sympathise the research findings. Abstracts may need to be developed soon afterwards results are analysed and before a final clinical study study is available. In such cases, authors should ever have access to the protocol, statistical tables and any other information necessary to discuss and develop the planned abstract and presentation.

i.1.iv If individuals are authors on abstracts and presentations written in languages in which they are not practiced, companies should work with them and offer whatever reasonable assistance is required to permit them to discuss and review material effectively (e.g. to provide translations for the authors, or a give-and-take with an interpreter or local investigator/presenter who can read and explain the text). Authors may too choose not to be listed for such a conference abstract and presentation (see also 1.one.6).

ane.1.five Whatsoever convention is (or will be) used to determine the order of authors on the related full publications in journals should generally also be used to decide the guild of listing on briefing abstracts and presentations. The final order should be agreed by all authors; however, conference requirements (east.chiliad. listing the presenting author first) must be respected. In cases where first or last co-authorship is requested, the conference organizers should be contacted for guidance.

i.1.6 While the authorship of briefing abstracts and presentations should accurately reverberate those who were involved in the inquiry, individuals who meet the ICMJE authorship criteria (and may exist listed on a subsequent full publication) may choose not to exist listed for a conference abstract and presentation (e.chiliad. if they are unable to review and/or approve the material inside the borderline). While this individual choice should be respected, pregnant contributions to the inquiry should be best-selling where possible; that is, in a contributor list included on the presentation.

ane.ane.seven Conference organizers should encourage the use of ORCID identifiers to place authors on abstracts and presentations, to avert ambivalence between authors with similar or identical names. (Note: many journals and institutions now require authors to include their ORCID identifier at manuscript submission.)

1.two Contributors/written report groups

1.2.1 We encourage conferences (and visitor sponsors) not to limit the number of authors (or contributors) who may be listed on an abstract or presentation, considering this practice may prevent the author list from accurately reflecting who did the work. Still, named authors should be limited to those who have actively participated in the development of the abstruse (meet 1.1.1). GPP3 recommends an author group of fewer than x [five]; above this number, naming a study group may be a more applied approach. Likewise, if the source data come up from a study, and the authors involved in that study meet authorship criteria, and so the utilize of a study group proper name is strongly recommended.

1.2.ii Study grouping names may be helpful to acknowledge contributions to projects involving a large number of people, in add-on to named authors who have contributed both to the enquiry and to developing the presentation. Inclusion of a report proper noun, either in the title or by including a report group in the author listing, will facilitate linkage of conference abstracts and presentations with journal publications. However, this should not be a substitute for including a unique written report identifier such as a registration number for clinical trials (east.g. ClinTrials.gov or EudraCT numbers), which is a more than reliable linkage method because these tin be used as search terms in relevant databases. Provision should be fabricated for study group membership details to be added during abstruse submission and fabricated available via the conference website once an abstract has been accustomed.

1.3 Presenters and guild sponsors

ane.3.i While the ICMJE criteria are a useful starting betoken for determining authorship, they were non designed for conference abstracts and presentations. Therefore, in certain circumstances, and if all authors hold, it is permissible for somebody who does not (or will not) come across the ICMJE authorship criteria for a periodical commodity to present findings at a conference. For example, a local presenter may be included (preferably in a correspondent list and not as an author) if the authors of the conference presentation will not attend a particular meeting, do not speak the language required or are not members of the bookish society hosting the meeting. This local presenter, for case, could exist an investigator who recruited patients merely did non contribute to the study design or interpretation of data and will not be involved in developing journal articles. In the contributor listing, this person should be designated as 'presenter' to clarify their role. All the same, if the conference requires that only authors can nowadays, then the new presenter will need to exist added to the author list.

1.3.2 Abstract authors (including company authors) attending a conference should e'er be preferred as presenters over non-author presenters. In cases where an writer is not available to present, and the conference acquiesces to a non-author covering the presentation, the non-author presenter should exist familiar with the research design and findings and have a good cognition of the subject field in order to respond to questions virtually the presentation even if, unlike the authors, they cannot take direct responsibility for the inquiry. An appropriately qualified individual from the sponsoring company (e.m. Medical Manager) could present study findings if authors are non available; however, individuals with a commercial role in the sponsoring company (i.due east. sales or marketing) should not act every bit non-author presenters.

one.iii.3 All those listed as authors on an abstract or presentation must be able to take accountability for the inquiry (following the spirit of the ICMJE recommendations). Therefore, if conferences require a society member to sponsor a submission, and none of the authors or study investigators is a member, this sponsorship part should be distinguished from that of the study authors if the sponsor/fellow member was not involved with the inquiry. If an existing author happened to be a society fellow member, then no such distinction would exist necessary. If the conference wishes to list the society sponsor, and so this role should exist indicated on the abstract (due east.g. by an asterisk) and in a contributor listing (not the writer list) on the presentation.

Effigy two illustrates some scenarios to differentiate between authors and not-author presenters.

two.0 Briefing abstracts

two.1 To facilitate linkage between briefing abstracts and presentations, and subsequent publications, abstracts should include a study identifier such as a registration number (for clinical trials), study name, protocol number or grant number. To encourage this, conference organizers should require this information in a specific field on the submission course and publish it with the abstract.

2.2 Abstracts describing company-sponsored inquiry should always name the sponsor and all funding sources (if more than than the sponsor).

2.3 Authors or sponsoring companies may involve professional medical writers to support authors in the drafting of abstracts. All authors should concur to these arrangements and work closely with whatsoever writers and corroborate the final version. Space limitations on abstract submission sites usually preclude writing support acknowledgement. Conference organizers should consider requesting this information and publishing it with the abstract.

two.four We encourage conference organizers to consider the requirements of reporting guidelines when setting limits on the length of abstracts. For instance, CONSORT for Abstracts suggests that around 300 words may be needed to adequately report randomized clinical trials [7].

two.5 We also encourage conference organizers to maximize the available space for content in abstracts past non counting authors, affiliations, trial registration numbers and sponsor acknowledgments towards the discussion or character limit.

2.half-dozen Most conferences volition not consider reports of findings that have already been published in full (i.e. in a peer-reviewed journal). This requirement must be respected and, fifty-fifty if permitted, presenting findings subsequently their full publication should exist avoided. However, abstracts presenting findings or novel analyses that are not included in a full publication may be submitted if the conference permits this. In situations where a journal commodity is in preparation at the same time every bit abstract submission, subsequent submission of the article may overtake the abstract in acceptance, at which point the conference needs to exist advised, and the periodical also, to avoid issues of prior data release. It may exist necessary to withdraw the abstract, or it might be possible for the periodical and briefing to come to a mutually adequate organisation regarding either delay of the article or amendment to the intended presentation. Posting summary results on a trial annals (e.g. ClinicalTrials.gov, EudraCT) or a clinical report report to meet regulatory requirements is non regarded equally full publication by the ICMJE [2] and should not prevent subsequent presentation at conferences.

2.7 As conference submission requirements become more detailed (and therefore labour-intensive), conference organizers should admit that information technology is acceptable for the abstract submission procedure to be completed by a third party (east.chiliad. a medical communications company) on behalf of the submitting writer, with that author'southward permission. Where feasible, the submission might be checked by the submitting writer prior to the actual submission; yet, there are some sites where submission has to exist completed in 1 sitting, and on other occasions, time differences (and time pressures) may brand this impractical.

3.0 Conference presentations (posters and slides)

3.1 Full general considerations

iii.1.1 Report identifiers (e.yard., trial registration numbers) should exist included on presentations to better linkage between conference presentations and subsequent publications (see also Section iv).

iii.1.2 All funding sources for the research, any assistance with the presentation (eastward.g. medical writing support, editorial assistance or design) or support for conference attendance and authors' conflicts of interest should be conspicuously disclosed on posters and slides. For posters and slides, such disclosures should be clearly legible (i.e. not significantly smaller or lighter-coloured than the chief text).

iii.one.three Author listing and order on posters and slides should exist the same as that on the abstract. Authors should not exist added to a presentation later the abstruse is accepted. Nonetheless, if an writer is unavailable to work on a presentation after abstract acceptance, their name may be removed from the writer list merely their contribution (to the written report and/or publication) should exist acknowledged. If an writer other than the starting time-named author is to present, this should exist indicated without changing the writer social club. The principle is to retain the same information nearly authors every bit on the abstract for ease of identifying the related presentation. Similarly, the title of the presentation should not be changed later submission; thus, the titles of the abstruse and poster or slides should be identical. [If someone non on the writer listing is to present, and this is known in time for poster preparation, the relevant proper noun could be added as a footnote, or shut to the writer listing thus: (Presenter: J. Doe, ABC Constitute, City, Country).]

three.1.4 All named authors should contribute to the development of, and approve, the presentation (see 1.ane.ane). Authors should be given sufficient fourth dimension for presentation development and review. Making pregnant changes to posters or slides after all-writer approving should exist avoided. If changes must be fabricated afterwards approval, the actual concluding version must be sent to all authors. Equally with journal articles, for big studies, information technology may be about efficient for a subgroup to coordinate the development of a presentation (similar to a writing grouping for an article). This should exist considered when deciding authorship.

3.1.5 Each author'due south contributions to the report and to the development of the presentation should be listed.

3.1.six Conference presentations should include a list of contributors who have fabricated a significant contribution to the research or the presentation, regardless of whether they are listed as authors or attending the coming together. Ideally, permission for such acknowledgment should exist sought in writing.

3.i.7 Because abstracts are usually submitted several months earlier a conference, they may contain interim or preliminary findings. Therefore, by the time of the conference presentation, some details may accept changed. If research findings change substantially between abstract submission and briefing presentation and affect the conclusions of the research, we recommend that authors alarm the briefing to this discrepancy. This is specially pertinent in the case of oral presentations (considering abstracts are typically selected for oral presentations based on the impact of the findings). Regardless of whether the new data modify the conclusions of the enquiry, nosotros recommend indicating (due east.g. in a footnote) any data that are unlike from those on the accustomed abstract.

3.ane.viii Authors or sponsoring companies may involve professional medical writers in the product of posters and slides. Authors should concord to these arrangements and piece of work closely with any writers, editors and/or designers throughout the evolution of the presentation. Such back up should be disclosed on the presentation, along with source(s) of funding (see also 3.1.2).

3.2 Posters

3.2.1 While at that place are platforms where posters tin be made permanently bachelor (e.one thousand. on conference websites or platforms such as F1000 Research), some journals regard this as prior publication which may jeopardize full publication. Authors should therefore check the policies of their target journal(s) and of the sponsor or funder earlier agreeing to a poster being publicly posted.

3.ii.ii Posters are non peer-reviewed by conferences and may not describe all aspects of the research. Posters should therefore not be viewed equally a substitute for a full commodity in a peer-reviewed periodical. However, if a poster is publicly available (and, ideally, searchable via an indexing system or DOI), it may be cited until the full publication is available, although some journals consider commendation of posters as unpublished information rather than full citations. Run across Department half dozen for citation best practise.

3.2.3 The lead author should be given the kickoff option to nourish the affiche session(due south), merely this office may be taken by other authors or a local presenter (if no author can attend or if no authors can present in the language of the conference). The poster presenter should ideally exist agreed before the abstract is submitted, although it is understood that circumstances may change by the time of the bodily conference (see ane.3.1).

3.ii.four While disclosures, funding sources, acknowledgements and contributions should be conspicuously noted on the main affiche, supplementary sources tin can be used to expand on these if there is not enough room for detailed information, and may be accessed via a QR code (or like link). Such content should ordinarily be bachelor until the research is published, in total, in a journal (at which point the link should exist deactivated). If QR codes (or similar technology) are used to provide copies of the affiche or to link to other scientific content, these should merely be available to briefing attendees, unless the conference elects to make the posters freely available after the conference. Links for the QR codes may exist fourth dimension-limited to shut in one case the briefing is finished. Supplementary materials may include translations. Supplementary material should exist provided under the same usage conditions as the poster and indicate who is the copyright holder or licensee.

3.3 Slides for oral presentations

3.3.ane While the lead author is normally expected to nowadays study findings at conferences (and is given the first pick to do so), this may not be possible due to local language requirements, availability to travel, or personal circumstances, etc. If the lead author chooses not to present study findings, another author may requite the oral presentation. If none of the named authors is available or able to give the presentation, a non-author presenter may nowadays the findings if all authors concur to this and the conference permits information technology (see also one.3.1 and 1.3.2). The presenter should exist agreed before the abstract is submitted (and just changed if that person becomes unavailable). The atomic number 82 author should talk over the contents of the presentation and the estimation of the findings with the presenter (and co-authors, if possible) earlier the conference to ensure the authors' views are correctly represented.

3.3.2 If a non-author presenter gives a presentation on behalf of the named authors (or written report group), this should be indicated at the beginning of the presentation. The presenter'south conflicts of interest should exist noted on the disclosure slide.

3.3.3 Recordings of oral presentations may exist posted online by briefing organizers but, as with posters, intendance should be taken to ensure this does not jeopardize full publication in a peer-reviewed journal. Slides alone (without the accompanying talk or speaker notes) may be hard to interpret and non provide total context, so care should be taken if these are fabricated publicly available. Every bit with posters (run into 3.2.four), online sources may also be considered to host supplementary materials for presentations if they are fabricated available afterward the presentation. If slides are made publicly available, this should not occur until after the presentation has been given and should just occur with the agreement of all authors and sponsors, who will need to consider any restrictions around the posting of the data and possible 'prior publication' concerns for later utilise (see 6.1.2).

3.3.4 Some scientific meetings offer Continuing Medical Education (CME) credit for attendance at oral presentations. Local regulations and requirements of the accreditation body for this must be respected.

four.0 Encore abstracts and presentations

4.i. It is permissible to present the same research findings at more than than one conference if both the get-go and subsequent conferences allow this. This practise may be referred to as an 'encore' (or more than specifically an encore abstract or encore presentation). However, presentations of the same findings to the same audition should be avoided.

4.2 Although encore abstracts are non considered to exist redundant publications (dissimilar publication of the same findings in more than one journal), some conferences elect only to take findings that have not been presented at other conferences, and such requirements must be respected.

4.3 When considering encore abstracts, the authors and sponsoring company should decide whether it is about appropriate to submit identical abstracts to multiple conferences or whether it is better to emphasize different aspects of a trial (e.chiliad. those of interest to different audiences). Employ of written report identifiers can help identify that multiple conference abstracts and presentations are from a single written report. However, to avoid any confusion, we recommend that encores should exist specifically identified every bit such (east.g. past stating that the presentation is an 'encore' and listing where previous abstracts of all or some of the findings were presented) (see also 4.iv and 4.6). Nosotros also recommend that previous presentations should exist listed on the presentation, if accepted.

iv.4 Conference organizers should consider including a means of identifying encore abstracts (e.g. including details of prior presentations) on the abstract submission form. This data should not be included in the abstract word or character count.

iv.5 Addition of new data to a previously accepted abstract may not necessarily establish a new abstract: briefing guidelines should exist consulted to confirm if this is adequate. If no specific guidelines are provided, so equally a general guide, if the new iteration adds whatsoever new information other than an update on analyses already contained in a previous abstract, then the new iteration should be regarded as a new abstruse.

4.vi Where encore abstracts, or updated abstracts that include previously presented information, are accepted, their presentations should indicate that this is not the first time of presentation, for instance, past a statement on the poster or slides such as "Data/some data outset presented at [conference name and engagement]".

4.7 Encore checklist: When deciding whether to submit an encore abstruse to a conference to reach unlike audiences, authors and report sponsors should consider the following points.

What is the overlap, if any, with the audience of the earlier conference (e.g. in terms of region, specialism or profession)?
Are there any differences in the licensing status of any products mentioned in the presentation betwixt the get-go and subsequent conference locations? For example, if the first presentation occurred in a region where a product is licensed, merely later presentation(s) volition take identify in a region where it is not yet licensed, this fact may need to be reflected. For international meetings, recall that participants volition nourish from several regions, so the licensing status in different countries should exist antiseptic.
Presentation at multiple meetings might delay and/or potentially jeopardize the full publication of research in a peer-reviewed journal. Companies should consider whether resources would therefore be better spent on ensuring a timely submission to a journal rather than preparing several encore abstracts and presentations.

5.0 Copyright considerations

5.ane Copyright transfer or publishing licence agreements that are executed during the abstruse submission process are mutual when abstracts are to exist formally published (e.chiliad. in a conference-specific journal outcome). These agreements relate only to the abstract, non to any subsequent presentation, unless explicitly agreed otherwise.

v.2 Copyright in a presentation is usually held past the authors, unless they take assigned it either to the conference or the sponsoring company. Re-use of a poster (at a subsequent meeting or in another format, such as a poster book or handout) normally requires permission from the copyright holder(s). It may therefore be simplest for authors to assign usage rights to the sponsor company if encore presentations or other types of re-use are planned. If a company author is included, and then the copyright for that individual'due south contribution rests with the visitor (non the employee).

5.3 If a conference wishes to acquire usage rights for abstracts, slides, or posters, nosotros recommend that the conference offers an open access pick under a Creative Commons (CC) licence. We encourage the use of the least restrictive CC-BY licence, which will allow authors and sponsoring companies the usage rights for subsequent presentations, as well every bit future publications. If presentations contain tertiary-party cloth to which the authors do non concur copyright, it should be the responsibility of the conference organizers to clear rights for any further usage. The authors cannot be expected to anticipate the future apply of materials by the conference organizers.

5.4 Every bit for any publication, permission must exist sought for use of third-party copyrighted cloth (e.g. a figure) in a presentation (and over again for whatsoever encore presentations). Textile should not be altered simply to avoid having to obtain permission from the copyright holder.

5.5 Peer-to-peer presentation at a scholarly conference by a researcher is generally considered to exist fair dealing (United kingdom) [13] or off-white use (The states) [14], which does not crave copyright permission. Whatever other employ of a presentation by a company exterior the conference will most likely be considered commercial use, for which permission from the rights holder(s) will be necessary.

vi.0 Citing briefing material

vi.1 References (or citations) in scientific texts provide readers with source or background textile and are used to justify or support statements. To be useable, the referenced fabric must be both permanently accessible and reliable; therefore, citations to total publications in journals that utilize rigorous peer review are the ideal. Notwithstanding, if citations are needed for research that has non yet been fully published in a peer-reviewed periodical, abstracts that have undergone scientific review (and on the basis of that take been accustomed for presentation by a conference) may be cited, especially if they have too been published in a journal and are therefore permanently accessible and discoverable. Abstracts should not be cited after the full (primary) publication has been accustomed past a journal.

6.2 Posters and slides are not peer-reviewed by conferences and are often not permanently or widely accessible or discoverable. Citations to posters or slides should therefore be avoided (come across 6.one). However, if a poster or slide gear up is publicly available (and, ideally, discoverable via an indexing system or DOI), it may exist cited until the total publication is available (although some journals consider citation of posters or slides as unpublished information rather than full citations). Authors and sponsor companies should ensure that publishing posters or slides online does not jeopardize full publication in a peer-reviewed journal.

6.3 To avert citing conference posters or slides, companies should consider other dissemination routes such as listing findings as 'Information on File' (i.e. an unpublished data bundle held by the pharmaceutical company, which then should be supplied to anyone requesting those data).

6.4 If specific findings that were presented at a conference are omitted from a journal commodity (e.g. because of space constraints), they could be made accessible as supplementary material.

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Source: https://researchintegrityjournal.biomedcentral.com/articles/10.1186/s41073-019-0070-x