Abstract submission has now ended.
Please check back for more information.
|Epilepsy and Reproductive Health|
|Epilepsy in Older People|
|Epilepsy in Resource-restricted Settings|
|Terminology and Classification|
Abstract Submission Rules
1. Abstracts will not be accepted unless they are submitted online via the online abstract submission system before midnight (GMT) on the deadline date. Abstracts received after this date will NOT be accepted. Abstracts submitted by post, fax or email will NOT be considered.
2. All abstracts should be written, submitted and presented in English with a maximum word count of 300 words (not including the abstract title, authors and institutions).
3. Authors will be notified in writing as to whether or not their abstract has been accepted by the Abstract Review Committee. The decision of the committee is final and no correspondence will be entered into.
4. Once an abstract has been accepted, the presenting author must register for the congress for final acceptance. An abstract presenter may not register as a day delegate.
5. Abstracts accepted and presented at the congress will be listed on the congress website. Subject to editorial review, abstracts may be published in a supplement to Epilepsia.
6. The abstracts of authors who do not register for the congress will be excluded from publication.
7. Instructions for both platform and eposter presentations will be available on the congress website. Authors selected for oral presentations should use Microsoft PowerPoint only (PC format).
8. All correspondence will be sent to the submitting author only. It is the responsibility of the submitting author to forward any relevant correspondence to the presenting author.
Abstract Content Rules
1. Abstract submitters should ensure that the final version is submitted by the deadline; changes will not be permitted once the deadline has passed.
2. Institution information should be provided for all authors. Please include institution, city, state/ province and country but exclude department, division, laboratory, etc.
3. A topic category for each abstract must be selected during the submission process.
4. Abstracts should be structured in 4 sections as follows:
- Purpose: Should indicate the objectives of the work being presented.
- Method: Should describe study material or subjects (e.g. number and type of patients), intervention and evaluation procedures.
- Results: Should summarize the main findings. Wherever possible, give numerical values, including means with SD or SEM, and statistical significance or confidence intervals.
- Conclusion: Should state briefly the conclusions reached in the work.
5. Figures, tables and other illustrations may not be included.
6. If the work was supported by funds provided by a commercial organisation this should be stated in a short acknowledgment at the end of the abstract. Other sources of funding may be acknowledged in the same way.
7. Submission of multiple abstracts describing different components of the same study is not appropriate. All findings generated from the same study should be included in a single abstract.
8. Abstracts containing single case reports will not usually be accepted, unless the report is of outstanding scientific or clinical interest because of the uniqueness of the findings or the sophistication of the investigations.
9. Abstracts containing data considered to be insufficiently informative will not be accepted.
10. Authors should use a concise title that indicates the content of the abstract. Abbreviations should be avoided in the title.
11. For intervention studies (for example, therapeutic trials), type of design (prospective or retrospective, controlled or uncontrolled, randomized or observational, open vs. single-blind vs. double-blind), dosages, assessment methods and duration of follow-up should be specified.
12. Non-proprietary names of drugs must be used throughout. If results are considered to be specific for a given proprietary product (for example, bio-equivalence studies), the non-proprietary name must still be used, followed by the proprietary name and the name of the manufacturers in brackets.
13. Abbreviations should be used sparingly. For words that are abbreviated, use the whole term the first time, followed by the standard abbreviation in parenthesis.
14. References should be used sparingly. They should be included within the text in brackets. For journals, mention first author “et al”, followed by the name of the journal as abbreviated in the Index Medicus, year, volume number and inclusive pages (e.g. Hardus P et al. Epilepsia 2001;42:262-267.). For book chapters, give first author “et al”, editor, title, publisher, city of publication, year and inclusive pages (e.g. Levy RH et al. In: Levy RH et al, Antiepileptic Drugs. Lippincott-Raven, 1996;13-30.).
15. Submission of an abstract automatically implies acknowledgment that the work described was conducted in accordance with current ethical standards and regulations in biomedical research. Failure to adhere to these standards will result in rejection of the abstract.
How do I submit an abstract?
Abstracts will only be accepted for review if submitted via the congress abstract submission system which will open shortly.
Can I make changes to my abstract after submission?
You may make changes to your submitted abstract until the official submission deadline.
Once the abstract submission deadline has passed, changes are not permitted unless they relate to the results of the study. In this case only, please contact email@example.com.
Can I submit an abstract after the deadline?
Abstracts will not be accepted for review after the deadline. Please contact firstname.lastname@example.org with any queries.
Can an Encore Abstract be submitted?
Yes an encore abstract may be submitted, provided that there is no copyright issue with the original publisher.
What is the abstract word count?
Maximum word count is 300.
When will I know if my abstract has been accepted?
Authors will be notified of the outcome of the abstract review once completed.
How will I receive the information from the Secretariat?
Contact details provided at the time of submission will be used for all correspondence related to the congress. Please ensure that the correct details are entered.
All correspondence will be sent to the submitting author only. It is the responsibility of the submitting author to forward any relevant correspondence to the presenting author, if different, and any co-authors.
How will my abstract be presented at the congress?
Authors of abstracts which have been accepted for presentation will receive all details by email using the contact details provided at the time of submission.
My colleague has received confirmation of their abstract acceptance and I did not, is there something wrong?
Please contact email@example.com.
Will my accepted abstract be published?
Abstracts accepted for presentation at the EEC will be considered for publication in Epilepsia. Those judged suitable by the editorial team based on novelty and scientific impact will be published electronically. Others may be accepted for presentation at the meeting but will not be published.
ABSTRACTS - GENERAL QUERIES
Which reference number should I use when I send a query to the Secretariat?
The personal ID Reference Number that you received when you submitted your abstract should be mentioned in all correspondence.
I am not the first author; may I present the poster on behalf of my colleagues?
Presentation by a second author may be allowed. Once your registration has been completed, please contact firstname.lastname@example.org. Please note however that each author is permitted to present only once during the congress (not including invited lectures).
Can the presenting author pay one-day registration fee (for the day when the poster is displayed)?
No. Once an abstract has been approved, the presenting author must register for the entire congress for final acceptance. An abstract presenter may not register as a day delegate. Non-registered authors may be excluded from publication.
I am an invited speaker in the congress programme; do I need to submit an abstract?
Invited speakers are not required to submit abstracts to illustrate their talks.
I have been selected for a platform session but I would have preferred a poster presentation, what can I do?
During the abstract submission process you were asked if you would prefer poster or oral (platform) presentation, or if you do not have a preference.
The Abstract Review Committee (ARC) took this preference into account and did not select an abstract for platform presentation if the submitter indicated that s/he does not want a platform presentation.
However, if you indicated that you had no preference between poster and platform presentation, then the ARC has selected your work to be presented in a platform session because they felt that it was of high quality and that a large audience would be interested in knowing more about the study. It would be a shame not to use this opportunity to present your work! However if you are unable to make an oral presentation please contact the secretariat at email@example.com for alternative arrangements.
How do I find information about eposters?
All information relating to eposters will be available on the website after the abstract review is completed.
Application is now closed. Applicants will be notified within the coming weeks.
In order to encourage young researchers to participate in the congress, bursaries will be awarded to a number of applicants who have submitted an abstract to the congress that stands out for its scientific quality.
Bursary awards assist awardees with costs in order to attend the congress.
Applications for bursaries will only be accepted from those who also submit an abstract and application is made via the abstract submission system.
Please contact the ILAE Secretariat at firstname.lastname@example.org with any queries.
REQUIREMENTS AND CONDITIONS
- Applications for bursaries will only be accepted via the online abstract submission system for the congress.
- The applicant must submit an abstract and receive a score higher than 3.5 out of 5.
- At the time of application, the applicant must be 45 years of age or under. A copy of the applicant’s passport/ID document must be included with the application to verify date of birth.
- The applicant must submit a short statement explaining why attendance at the congress would be particularly relevant to his/her present appointment or activity in the field of epilepsy, making sure to indicate the reason he/she requires funding to attend the congress and why he/she feels the application should be considered.
- The applicant must submit a signed reference from a person supporting his/her application (e.g. local ILAE Chapter representative, Head of Department of hospital or institution, etc.).
- The applicant must declare if he/she has sourced any other funding to attend the congress and disclose the nature of the funding.
Application is now closed. Applicants will be notified within the coming weeks.
The ILAE Mentor-Mentee programme involves the allocation of a mentor to a trainee.
Applications for the mentor-mentee programme are only available through the congress abstract submission system and applicants must submit an abstract to the congress in order to be eligible to apply for the programme.
If selected, the trainee will be allocated a mentor, an experienced individual in the research/clinical area in which the trainee demonstrates an interest, and will have the opportunity to meet with their mentor, as well as to listen to further individuals established in their careers in different regions of the world. The mentor will arrange to attend the trainee’s presentation/poster and also to further consultation.
Participants in the ILAE Mentor-Mentee Programme do not receive any support to attend the congress.
*Please note that the applicant must submit an abstract to the congress in order to be eligible to apply for the programme.
Please contact the ILAE Secretariat at email@example.com with any queries.
CRITERIA & SELECTION
- Applications for the ILAE Mentor-Mentee Programme will only be accepted via the online abstract submission system for the congress.
- At the time of application, the applicant must be aged 40 years of age or under. A copy of the applicant’s passport/ID document must be included with the application to verify date of birth.
- At time of application, the applicant must be a trainee:
for MDs: within 2 years of start of fellowship
for non-MDs: being enrolled in a graduate student programme (Masters or PhD)
- The applicant must submit a signed letter from a supervisor indicating the applicant fulfils the criteria, including that the work in the abstract submitted is mostly the work of the applicant
How will posters be displayed during the congress?
Posters will be displayed virtually on the congress app as well as on eposter terminals located in the congress venue.
How do I upload my poster? What is the format?
You will receive login details for the poster platform along with instructions on how to upload your poster as a single PDF or single slide in PPT/PPTX format. Your poster must be in landscape orientation, with a screen ratio of 16:9, no larger that 10 Megabytes, and must be in English.
Who can upload my poster?
Only the presenting author can upload the poster. All correspondence will be sent to the presenting author.
This congress is being presented in a hybrid format, both in-person and online. Can I attend the congress virtually?
No, all abstract presenters must attend the congress in-person.
I am not the first author; may I present the poster on behalf of my colleagues?
Presentation by a second author may be allowed. Once the presenting author’s registration has been completed, please contact firstname.lastname@example.org to identify the name and email address of the presenting author. Please note however that each author is permitted to present only once during the congress (not including invited lectures).
Will I be able to upload audio and/or video content to my poster?
Yes, however you must upload this content separately. You will upload your poster in the poster section of the platform, and just below that you will see the audio and video section of the platform.
You can upload your audio and video files there. You may upload a maximum on ONE audio file and ONE video file. The file size limit is 100MB. You can upload only the following file types for audio and video: .mp3, .mp4, .wav, .m4a. Each upload may not exceed 3 minutes.
You will not be able to embed audio or video files in your poster section upload.
Can I edit my poster after submitting my poster?
Yes, you can continue to edit your poster until 15 June 2022. You cannot edit your poster in the platform, you must upload an edited version. Any changes made after this date will not be visible in the platform during the congress or reflected in the published abstract in Epilepsia.
Can congress delegates download my poster during the congress?
Yes. Delegates can download your poster in PDF format throughout the congress and during the on-demand period ending 13 September.
Will I be able to engage with virtual delegates during the congress?
Yes, delegates can comment on the poster in the poster platform and you can respond. Additionally, there is similar function on the congress platform to comment virtually in real time.
Preparing your Presentation
- Presentations must be written and given in English, the official language of the congress. No translation will be available.
- Presentations should be planned carefully and each phase of the lecture should be co-ordinated to match the PowerPoint presentation.
- The length of time allotted for each presentation depends on the overall length of the session and the number of speakers in the session. Please consider your timing carefully. Session Chairs are instructed to terminate lectures which exceed their time allotment.
- Ensure that your slides are in ratio 16:9.
- In compliance with CME requirements, all speakers must include a slide disclosing conflicts of interest at the beginning of their presentation. If you have nothing to disclose, this slide must be included indicating “nothing to disclose”.
- Please ensure that the following requirements ensuring independence, balance and scientific rigour are met as you prepare and carry out your presentation:
- All speakers are required to uphold the highest standards of professionalism and ethical conduct.
- Content must provide objective information based on scientific methods generally accepted in the medical community, and be free of commercial bias.
- Data presented should be up-to-date.
- Use of generic names will contribute to impartiality. If the presentation requires trade names, trade names from several companies should be used where available. It is not permitted to use industry logos or brand names in your presentation.
- All presentations are held in Microsoft PowerPoint on a PC running Windows. Only PowerPoint (*.ppt or *.pptx) presentations with standard video formats will be accepted. Presentations in Acrobat PDF format or Word format will not be accepted.
- If you are using software other than PowerPoint on a Windows PC (e.g. OpenOffice, PowerPoint for MAC, Keynote) please make sure your presentation is converted to Microsoft PowerPoint for Windows PCs.
- Make sure that all fonts, images, animations and sounds appear as expected in your PowerPoint presentation.
- Save the pictures, graphics or spreadsheets (Excel) used in your presentation on a USB drive.
- Save the fonts used in your Try to avoid the use of non-Standard Windows fonts. If you are using specific, non-Standard Windows fonts then include the fonts you have used on your USB drive.
- If your presentation uses digital video files, bring your videos to the Speakers’ Room on DVD or USB drive and please ensure that you leave adequate time ahead of your session to discuss and confirm with the technicians that the files are in working MPG (MPEG), WMV or AVI are the only acceptable video formats.
- If you use hyperlinks to websites in your presentation, please download the website to your USB drive. Try to avoid too many different folders on the medium.
- Special notes for Apple users:
- Please give your filename an extension “.PPT”.
- Try out your presentation on a PC before bringing it to the congress.
- Use a common font, such as Arial, Times New Roman, Verdana, etc. (special fonts might be changed to a default font on a Windows PC).
- Insert pictures as JPG files.
- When using videos in (Apple) QuickTime: convert them to MPG or AVI before inserting the video in your presentation.
- Do not use timer-controlled transitions (transitions that switch to the next slide after a pre-set amount of time).
- In presentation mode, your text should be large enough to be easily readable. The slides should not include multiple rows of text in small font.
- Media to use to provide your presentation:
- Please bring a USB memory stick (flash drive) for PC.
- If you wish to compress your files, use Winzip.
- We strongly recommend that you bring a copy of your presentation on a USB memory stick (flash drive), even if your presentation exists on your laptop.
- You must go to the Speakers’ Room to check in and save your presentation on the network.
- It is recommended to go to the Speakers’ Room the day before your Please note that all presentations must be placed on the network at least 3 hours before the session. Speakers at early morning sessions are required to submit their material no later than 17.00 on the evening before their session is scheduled.
- Computers are available in the Speakers’ Room for any last-minute changes and to review presentations. Presentations may not be edited in the session room.
- In the Speakers’ Room, a technician helps you to transfer your presentation onto the network and then performs a quick run-through with you to check that the presentation runs correctly.
- Please make sure to arrive in the session room at least 10 minutes before the start of the session to meet the Chair(s) and to discuss general session arrangements. Session Chairs have been encouraged to contact speakers prior to the congress to prepare their sessions and to request a short bio from each speaker.
- Remember, the three rules of effective presentation are:
- Introduce your topic and inform your audience about what your intended topic
- Deliver your talk, including the methods, results and conclusions
- Summarise the most important points of your lecture for the audience
Please explain any acronyms used in your presentation as well as your visuals for the benefit of all attendees.
- To avoid breaks between speakers, presentations from speakers’ own laptops are not permitted in session rooms.
Permissions, Copyright, and the Use of Your Files
- It is the responsibility of each speaker to ensure that s/he has the necessary permissions for any third-party material included in the presentation. You must have obtained all of the necessary rights and permission to use all third-party content in the recording and materials (e.g. music, video clips, photographs, texts, images) and to grant the ILAE the permission to record this content.
- Sessions will be recorded and made available to registered delegates. In addition, recordings may be made publicly available for other educational purposes. To that end, it is essential that both you and the ILAE have the necessary rights and protections to continue to benefit from your presentation.
- If you do not have the necessary right to use any third-party material, you must not include it in the presentation and in the materials.
- The ILAE will hold the copyright to the recording and will have the option to continue to use the recording and materials. In addition to creating an archive copy for educational purposes, possible uses of the recording include, but are not limited to, inclusion in ILAE websites, social media, the creation of CDs or DVDs, and delivery to the public via distribution partners. The recording and materials may be captured and delivered in any media, format, and form of distribution, including, without limitation, broadcasting and live streaming.
- The ILAE does not own the copyright for your presentation or abstract. The ILAE owns the copyright for all its publications, the congress website, the congress platform, the congress app.
- Please understand that there is nothing in these Guidelines requiring you to give your ideas or copyright to the ILAE. You will retain all of your intellectual property rights to the presentation, material or content presented by you that are captured in the recording.
The use of your files:
- A single file with your presentation is created on the server in the speakers’ room; no copy is made except for technical back-ups. At the end of the congress, these files are destroyed. Your original materials used in the speakers’ room are immediately returned to you.
- All sessions will be recorded and made available as on-demand content for registered delegates.
- In addition, the ILAE may broadcast, display, reproduce, edit, exhibit and/or distribute the recording of your presentation, in audio and/or video format, and/or any derivative works created from or with it, for other educational purposes, and the ILAE retains the discretion to choose whether to archive the footage, and whether to use it for any other purpose.
Requirements for Consent for the Use of Images and Recordings
- Give patients the information they want or need to know about the purpose of the recording
- Make/use recordings only where you have appropriate consent or other valid reason for doing so
- Ensure that patients are under no pressure to give their consent for the recording to be made
- Stop the recording if the patient asks, or if it is having an adverse effect on the consultation/ treatment
- Ensure that the recording does not compromise patients' privacy or dignity
- Make appropriate secure arrangements for storing recordings
A patient's implied consent is sufficient when collecting, using or disclosing an individual's personal health information to provide healthcare within the circle of care, for example to monitor disease, etc. However, a patient's express consent must generally be obtained when you share their personal information for purposes other than providing healthcare, such as at a medical congress.
What should be included in the informed consent discussion for the use of photographs, video and audio for educational purposes?
If you intend to use clinical recordings of a patient, particularly for educational reasons, you should consider discussing the following with the patient:
- the reasons for taking the photographs or video
- what will be photographed or recorded, for example, what anatomy or aspect of the disease
- whether the patient will be identifiable
- the possible purposes or applications
- who may be authorised to access the photographs or video, and in what context
- the patient's right to refuse, withdraw, or modify consent
Patients should not feel pressured, and the discussion should be documented in their medical records.
Does public access to the educational programme affect the need for express consent?
It is important to advise patients who will likely have authorised access to the photographs, videos, or audio, and where they may be published. For example, patients should be advised if these will be published on the internet.
Be alert to any personal identifiers
When patients consent to the use of their anonymous photograph or video for educational purposes, you should remove any personal identifiers to protect patient confidentiality. You should remove the patient's name (including any identifying data attached to the digital photograph, video or audio, such as the name on the electronic file) and other identifying information (such as age, gender, patient history, etc.).
Physicians practising in a hospital or institution should be aware of the organisation's policies or procedures for taking photographs, video and audio.
Patients' photographs, videos and audio should be treated as their personal health information. This is especially so if these depict sensitive or private parts of the body or include items that could identify the patient, such as a birthmark, a ring, the face, or a unique anatomical feature.
If you have any questions on your presentation, please contact email@example.com
The Scientific and Organising Committee would like to extend its gratitude for the assistance of the following people with the review of the abstracts.
Regular Registration Deadline27 May, 2022
Congress Begins9 July, 2022
Subscribe to the ILAE Newsletter
To subscribe, please click on the button below.
Please send me information about ILAE activities and other
information of interest to the epilepsy community