call for abstracts




2024 PharmSci 360 Tracks 

Discovery and Basic Research

 

Preclinical, Clinical and Translational Sciences

 

Bioanalytics

 

Manufacturing and Analytical Characterization

Formulation and Delivery

 
 
    

IMPORTANT DATES (all dates subject to change)

Early Poster Abstract Submissions March 1 – May 1, 2024

Monday, March 1

Open for submissions
Wednesday, May 1, at 5pm ET Submission Deadline 
Friday, May 24 Abstract Accept/Reject notifications issued
Wednesday, June 12 Presenting Author Registration Deadline
Week of June 24 Schedule Notifications
Week of June 24 Poster uploading begins 


Late-Breaking Poster Abstract Submissions May 29 – July 17, 2024

There is a non-refundable, per abstract submission fee of $75 per student and $150 per non-student to submit an abstract to the Late-Breaking Poster Abstract Program. Submission fees are payable by credit card only.

Wednesday, May 29 Open for submission
Wednesday, July 17, at 5pm ET Submission Deadline
Friday, August 9 Abstract Accept/Reject notifications issued
Wednesday, September 4 Presenting Author Registration Deadline
Week of September 9 Schedule Notifications 
Week of September 9 Poster Uploads Begins
Monday, October 7 Deadline for all Poster Uploads 

POLICY


By submitting an abstract for presentation at PharmSci 360, you agree to abide by the conditions and policies provided below, as well as the decisions of the Abstract Screening Committee and AAPS staff. Direct questions about this policy to [email protected].

Permissions/Clearances

AAPS recommends the designated presenting author submit the abstract. The submitter is responsible for obtaining the necessary permissions and clearances for all research, information, and graphics used in both the abstract and the poster, and they will receive all abstract and poster-related communications, including accept/reject notifications. Once an abstract is accepted, the designated presenting author receives all abstract and poster-related communications. AAPS assumes no liability or responsibility for the publication of any material that is submitted.

Use of the AAPS logo in any abstract submission or poster presentation is STRICTLY PROHIBITED. 

Registration Requirement for Publication and Scheduling

The presenting author is required to attend the meeting to present the poster. If the presenting author is unable to attend the meeting, a coauthor is required to assume the responsibilities of the presenting author and present the poster. If no authors are able to participate in the meeting, a presenter may be appointed who is not an author of the abstract.
The presenting author or presenter is required to register either as a full-conference, one-day, exhibitor, or exhibit-hall-only attendee for the meeting by the Presenting Author Registration Deadline or AAPS will withdraw the abstract/poster. Withdrawn abstracts/posters will not be published online or included in the poster collection. 

Exhibitors who are presenting authors must complete their registrations by the Presenting Author Registration Deadline, even if they are using an exhibitor registration provided by their employer. 

Posters Must Include the Accepted Abstract

Posters that are uploaded for presentation must include the accepted abstract, including all methods used and data resulting from the research. The title of the poster must match, verbatim, the title of the accepted abstract.

Omitting data from a poster presentation that was included in the submitted abstract is unethical. Authors and organizations violating these requirements will be subject to penalties including withdrawal of their paper and their being barred from submitting to any future AAPS meeting.

Abstracts must be submitted to the submission website by 5:00 pm ET on the indicated deadline date.
Abstracts submitted after this deadline or by different means will be rejected without review.

Data supporting the conclusion the conclusion of the abstract must be developed prior to submission.
Abstracts stating that data will be developed between the time of submission and the time of the meeting will be rejected without review.

ABSTRACT FORMAT

Abstracts must contain the following elements:

  • DATA: Including all research information either in paragraph format or in charts and graphs. AAPS rejects any abstract that is not based on data.
  • TITLE: In headline style: 200-character limit with no period at the end
  • AUTHORS: Limit of 13 authors
  • AFFILIATIONS: One affiliation per author
  • PURPOSE: In paragraph format
  • METHODS: In paragraph format
  • RESULTS: In paragraph format
  • CONCLUSIONS: In paragraph format
  • REFERENCES: Reference any research previously published in a journal and used in the abstract’s research.
  • IMAGES: In jpg format, no more than three (3). Do not include images in the Purpose, Methods, Results, or Conclusions sections.
  • TABLES, CHARTS, AND/OR BULLETED/NUMBERED LISTS: No more than 3. Convert each to a jpg and upload into the Images section. Do not include tables, charts, bulleted lists, or numbered lists in the Purpose, Methods, Results, or Conclusions sections.
  • ACKNOWLEDGEMENTS, DISCLAIMERS, FUNDING, AND OTHER DISCLOSURE OR CONFLICT OF INTEREST STATEMENTS: This area should include any disclaimers, acknowledgements, funding, and other disclosure or conflict of interest statements, such as ethics approvals for animal use or human participation, which would prevent a blind review. This information will not be available to reviewers during the review process.

ABSTRACT LENGTH AND IMAGES:


  1. Abstracts may contain a maximum of 800 words in the Purpose, Methods, Results, and Conclusion sections.
  2. 1 to 3 images in jpg format may be included.
  3. Data tables must be uploaded as one of three possible images and not included in the abstract text boxes.

Abstract Format Checklist

Acceptance Criteria

Acceptance of the abstract for presentation will be based on the concise, accurate presentation of new data. It is imperative that data is presented in the Results section so that AAPS scientific screeners can judge the scientific value of an abstract. Include all research information, data, charts, and graphs in the submission so that it can be screened in its entirety. Abstracts will be reviewed and scored based on the following:

  • Is the CONCLUSION of the research data driven?
  • How EXCITING/NOVEL will viewers find this research?
  • How well does the RESEARCH incrementally advance its field?
  • How well does the author’s selected strategy for evaluating the HYPOTHESIS suit the project? 
    

Common causes for Rejection

AAPS reviews each abstract to ensure it is qualified for consideration. Abstracts that do not meet the requirements outlined above are rejected. Causes for rejection include:

  • Lack of data
  • Acknowledgements were included in the abstract, preventing a blind review.
  • Affiliation or company name(s) were included in the abstract or in images, preventing a blind review (product names are permitted)
  • Commerciality
  • Inconsistent or ambiguous data
  • Reviews of literature
  • Lack of novelty or innovation
  • Stating that data or information will be included in the poster presentation instead of including it in the abstract
  • Previously published research
  • Including previously published information in your research without referencing the information in the abstract submission.
  • Failure to follow format guidelines (Purpose, Methods, Results, Conclusion, References, Acknowledgements, and Images).
  • Failure to upload tables or charts as images as directed (tables and/or charts are not to be included in the text box for the Purpose, Methods, Results, or Conclusion. Tables and/or charts must be uploaded as images—refer to the Abstract Format section).
  • Failure to submit one strong abstract instead of several abstracts presenting the same work. The submission of multiple abstracts covering the same or similar work is discouraged and may be rejected by the committee.

Encore Presentations

AAPS accepts encore presentations, which are unpublished abstracts and posters that have been presented elsewhere. No abstract or resulting poster may be displayed at the meeting without the review and approval of the Abstract Screening Committee, regardless of prior presentation elsewhere.

Abstract Revisions

  • Revisions can be made at any time before the poster abstract submission deadline listed above under Important Dates.
  • When revising an abstract submission, authors must save changes and resubmit. Failure to complete all the steps will result in an incomplete submission and the abstract will not be sent to the Abstract Screening Committee. Revisions cannot be made after the poster abstract submission deadline.
  • Author names and affiliation or company names will be published as submitted. Authors must ensure they have the correct and current author information.
  • Proofread, spell-check, and make sure all authors are listed on the abstract before submitting. Abstracts will be presented in conference materials exactly as they appear at the time of submission. 

Notification of Receipt and Verification of Submission

  • Authors will receive an immediate email confirmation of completion when they have successfully submitted the abstract. This notification only confirms receipt of the submission and is not a notification of acceptance.
  • Authors who do not receive an immediate email confirmation have not completed their submission. Return to the submission site to complete the submission process.
  • Authors returning to the submission site to review or make changes to an abstract for any reason must complete all submission steps again to ensure the abstract is successfully submitted.

SCREENING PROCESS

Qualified abstracts are reviewed by a blind panel of at least 3 scientists who score each abstract based on these questions:

  1. Is the CONCLUSION of the research data driven?
  2. How EXCITING/NOVEL will viewers find this research?
  3. How well does the RESEARCH incrementally advance its field?
  4. How well does the author’s selected strategy for evaluating the HYPOTHESIS suit the project?

Abstracts are screened with a blind review process. No author or affiliation names may be included in the abstract Title, Purpose, Methods, Results, or Conclusion sections. Including this information in these areas will result in an automatic rejection of the abstract because a blind review would not be possible.

Authors of accepted abstracts and posters will abide by the decisions and instructions of AAPS. In the event that authors fail to follow AAPS policies and instructions, their abstract(s) and/or poster(s) will be removed from AAPS’ web-based and in-person displays. Authors may also have their acceptance rescinded and, in extreme cases, may see themselves and the organizations they represent barred from future meetings.


TOP 4 REASONS ABSTRACTS ARE REJECTED
Each year, AAPS rejects a few dozen abstracts—many “without review,” which means the abstracts were not qualified for consideration and were never shown to a panel of scientific screeners. 

  1. The abstract does not contain any data. AAPS will not accept an abstract that is not based on data that has already been developed.
  2. The abstract is too commercial. AAPS welcomes research conducted by any scientist, but it does not permit sales pitches.
  3. The abstract does not follow the formatting and guidelines outlined in this document.
  4. The abstract contained author name, company name, or affiliation, preventing a blind review process.
    

Notification of Acceptance/Rejection

Notification of accept/reject and other pre-submission deadline correspondence will be sent to the submitting author. Once a poster abstract is accepted, additional communications will be sent to the designated presenting author.

Appeals.

Appeals based on proposed additions or changes to an abstract or poster that has already been submitted will be rejected without consideration by AAPS as these changes constitute a new abstract or poster. 

To appeal the rejection of an abstract or poster, the submitting author must email the following to [email protected] within 5 business days of AAPS issuing the rejection: 

  1. Email Subject Line: Appeal (Abstract Submission ID Number)
  2. Abstract title
  3. Contact information for the submitter
  4. Statement explaining on what grounds the author feels AAPS should reverse its decision

Appeals submitted by someone other than the submitter of the abstract, or by any means other than stated above, do not constitute an appeal and will be rejected without review.
Upon receiving a request for an appeal, the Abstract Screening Committee Chair will seat a Review Committee of three members. The Review Committee will: 

  1. Consider the policies and requirements for abstracts as described in AAPS’ materials
  2. Review the abstract as submitted
  3. Review the reasoning behind the rejection
  4. Review the argument provided by the submitting author

The Review Committee will not consider any proposed changes to the abstract as submitted.

The final decision will be communicated to the author by email.


REGISTRATION REQUIREMENT

 If selected for presentation, authors presenting posters must:
  • Register as a full-conference, one-day, exhibitor, or exhibit-hall-only attendee for PharmSci 360 by midnight ET on the day of the Presenting Author Registration Deadline listed above under Important Dates.
  • Present the poster in person at the time and location scheduled by AAPS.
  • The abstracts and posters of authors who fail to register by the deadline will be withdrawn from AAPS’ collection of posters.
  • Coauthors may present in place of the presenting author if notification is made to AAPS at [email protected]. The presenting coauthor must complete and pay for their registration before the change in presenting author can be made.
  • A presenter who is not an author or coauthor of the abstract may present the poster if no authors are able to participate. Changes in the presenter or presenting author must be sent to AAPS at [email protected].
  • Authors working in an exhibitor’s booth may register as an exhibitor, but their registration must be completed by midnight ET on the Presenting Author Registration Deadline indicated under important dates.

AAPS will not change the presentation schedule to accommodate a presenting author’s personal schedule. 

Change in Presenting Author

If there is a change in presenting author after the final submission deadline, the submitting author must contact AAPS at [email protected] and include the Submission ID Number as well as the name and email address of the new presenting author or presenter. 

Poster Scheduling

AAPS will notify presenting authors of the scheduled day, time, location, and assigned poster number by email by the date indicated under Important Dates. 
Authors who do not receive notification at that time should contact AAPS at [email protected] for an update on the scheduling of their abstract. 
Schedule notifications will be sent only to the designated presenting author or presenter.
AAPS will not change the presentation schedule to accommodate a presenting author’s personal schedule.

    

Policy for Cancellations & Substitute Presenters

  • All requests for refunds and/or substitutions must be submitted in writing and emailed to [email protected].
  • Authors who cancel their registration on/before September 24, 2024, will be refunded their registration fee minus an administration fee of $100 for members/nonmembers, or $50 for students/postdocs.
  • No refunds will be given for “no shows” or for cancellations received on or after September 25, 2024.
  • Refunds will be credited back to the original credit card used for payment.
  • Substitutions from the same company may be submitted in writing at any time without penalty. If the membership status of the substitute differs from that of the original registrant, a refund or additional charge at the current rate may apply.
  • Membership cancellation requests must be sent in writing by email to [email protected] within 30 days of the membership start date. AAPS membership is non-transferrable and this offer is not valid if the individual has taken advantage of discounted member pricing during their current membership term.

Abstract/Poster Withdrawal

The submitting author may withdraw their abstract or poster at any time. 

To withdraw, send written notification to [email protected], and include:

  1. Submission ID Number (Assigned Poster Number if withdrawing after Poster Schedule is issued)
  2. Abstract title
  3. Names of authors
  4. Contact information for the submitter

AAPS will acknowledge all withdrawal notifications by email.
Withdrawal is not complete until AAPS issues notification of withdrawal to the submitting author. 

POSTER REQUIREMENTS

All posters are presented in a digital format. No paper posters are allowed. 

  1. Authors must format their posters using one of the PowerPoint templates provided by AAPS. Templates include instructions and format policies that must be followed in order to have a poster accepted for presentation.
  2. The poster title must match the accepted abstract word-for-word/verbatim. No edits or changes are permitted.
  3. The poster must describe all the methods used and data generated by the research. Omitting data from a poster that was described in the abstract is an ethical violation that may result in the poster being removed and the author, and the organization represented by the author, being barred from future meetings.
  4. Authors of accepted abstracts and posters will abide by the decisions and instructions of AAPS. In the event that authors fail to follow AAPS’ policies and instructions, their posters will be removed from AAPS’ web-based and in-person displays. Authors may also have their acceptance rescinded and, in extreme cases, may see themselves, and the organizations they represent, barred from future meetings.
  5. Posters must be uploaded by October 8, 2024. AAPS recommends uploading posters as soon as they are complete. All posters are reviewed before display by AAPS to ensure proper formatting. 

AWARDS—ABSTRACT/POSTER-BASED
 

The following information is excerpted from the AAPS Awards Guide, available at www.aaps.org/awards.

Only Early Poster Abstract Submissions are eligible for these awards. Authors of accepted early poster abstract submissions are automatically considered.

Best Abstract Award

AAPS selects the best abstracts from hundreds of submissions for display at PharmSci 360 each year! The Best Abstract Award brings attention to the most exciting research found in the posters, based on abstracts that are submitted and screened before the event. 

The highest ranked abstracts, as determined by screeners during AAPS’ blinded abstract screening process, that have been authored by qualified candidates, are automatically forwarded for consideration to the AAPS Awards Committee. Candidates are not required to complete an application form. Presenting authors must meet the following requirements:

  • Must be an AAPS member at time of abstract submission
  • Must be the single lead author of the abstract
  • Abstract must be ranked by screeners in the top 10% of abstracts for one of the following groups:
    • Graduate students
    • Postdoctoral candidates
    • Young academic scientists with fewer than 3 years in academia
    • Young industrial scientists with fewer than 3 years in industry
    • AAPS members who do not meet the criteria for one of the above categories

Recipients will receive an award ribbon to wear throughout the meeting, as well as recognition in the form of signs or other visuals in the Solution Center (Exhibit Hall) directing attention to the winning posters during the meeting.

    

Best Poster Award

The top posters presented at PharmSci 360 are selected for recognition because of the importance scientifically impactful posters have in advancing the pharmaceutical sciences. Abstracts that are selected for poster presentation at PharmSci 360 offer a key mechanism for scientists to share the recent results of their research with the scientific community. Timely communication of research can have a significant impact on the thoughts and actions of other researchers. 
AAPS will automatically identify candidates from the AAPS Best Abstract Award recipients. Candidates do not complete an application form.

  • Must be an AAPS member at time of poster submission.
  • Must be the presenting author of the poster.
  • Poster must be submitted by deadline according to the submission process AAPS requires for poster authors.

Recipients will receive an award ribbon and recognition in the form of signs or other visuals in the Solution Center (Exhibit Hall) directing attention to the winning posters (abstracts) during the meeting.

For more information about these and other awards, visit www.aaps.org/awards


FREQUENTLY ASKED QUESTIONS

Q: Do I have to be a member of the AAPS to submit an abstract? 
A: No. Membership is not required. 
Q: Can a paper previously presented be submitted? 
A: Encore presentations are acceptable and do not need to be referenced as an Encore presentation. Previously published research is not allowed.
Q: Who owns the copyright on the abstract and poster? 
A: The author(s) maintains copyright of the abstract and poster, including all proprietary rights other than copyrights, such as patent rights. The submitting author is responsible for all authors knowing that their names appear in the abstract. 
Q: How will AAPS use my abstract?
A: If the abstract is accepted for poster presentation at the meeting, the abstract will be displayed on the meeting website/mobile app before, during, and after the meeting for a limited amount of time; on various display terminals during the conference; and on the AAPS member website after the conference.
Q: How will AAPS use my poster?
A: If your abstract is accepted for poster presentation at the conference, your poster, which will include the abstract text plus other relevant information and graphics, will be available for display during the author(s) presentation period and throughout the conference through all digital poster monitors. It will also be accessible to attendees through the online poster collection. After the meeting, AAPS will make all posters available to registrants and AAPS members for a limited time.
Q: Will my poster be electronically available?
A: Posters, including the abstract text, data, and graphics, will be available to all meeting registrants on-site throughout the meeting, and online to registrants and AAPS members for a limited time after the meeting.
Q: Who can record my poster presentation?
A: Poster presentations cannot be audio- or video-recorded in the exhibit hall without prior written permission from AAPS. To get permission to record your poster presentation, contact [email protected]
Q: I am an international attendee waiting on a visa. What if I do not receive my visa by the Presenting Author Registration Deadline?
A: International attendees waiting on their visas should register for the meeting for at least one day of the conference by the Presenting Author Registration Deadline. With a valid registration, your abstract will be scheduled for poster presentation. When you receive your visa, your registration can be updated to Full Conference by contacting [email protected]. If you do not receive your visa, you will need to supply documentation to [email protected] to receive a full refund of registration fees. Membership fees are only refundable within the first 30 days after purchase.