AsMA 85th Annual Scientific Meeting
Exploring the Frontiers of Aerospace Medicine and Human Performance
Hilton San Diego Bayfront
San Diego, California
May 11-15, 2014
Instructions to Submitters
|•||Please ensure all email addresses for all authors are correct.|
|•||Submitters may revisit the site as often as necessary to edit their submissions.|
|•||For technical assistance, please click on the 'Tech Support' icon located on the top right hand of each page for support. Support requests are answered within a 24 hour period.|
|•||Abstract submission is not complete until the abstract has been 'finalized'. Submitters may finalize an abstract by clicking on "Finalize Submission" on the submission preview page.|
|•||Inactivity of more than 90 minutes on system pages will result in a session time out. Please save your pages intermittently to avoid loss of data.|
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Abstract Limit: Only one Slide or Poster presentation per presenter without express permission from the program chair. (You may, however, participate in panels in addition to the slide or poster session.)
Title and Body: The title should be entered in UPPER case, no quotes. You may copy and paste your submission body into the appropriate sections.
Disclosures: You will be asked to complete specific disclosures in order to finalize your submission.
Presentation Type and Category: You will be asked to select the appropriate presentation type, category (track), and subcategory (topic) for your submission. Select the appropriate option from the drop-down menus provided.
Authors: Enter all authors. If you (the Contact Author) are not the Presenter for a given abstract, you will need to provide contact information for the Presenter of that abstract. Use the order feature (up and down arrows) to organize the authors by order to appear on the abstract. A submitter who is not an author can be a contact on an abstract. To edit Author Information, click on the person with pencil icon. Check the initial screen of information and click 'submit'; then go through the other screens to make edits and click 'submit'; you will need to enter a state.
Details/Declarations: Authors are required to confirm:
a) Agreement with the AsMA copyright policy;
b) That all authors are aware that they are listed on the abstract;
c) That the specific material presented has not been presented elsewhere (under most circumstances, previously presented material is NOT acceptable);
d) Agreement with AsMA's PowerPoint retention policy;
e) Agreement to register for the meeting; and
f) Experience level of the authors.
Abstract Proof: Carefully check the proof of your abstract. Make sure all special characters and formatting are displaying properly. If you find errors, return to the appropriate page by clicking on the edit link to make your corrections.
Completing your Submission: If you have not completed all required sections and details, you will not be able to finalize your abstract. When all required information is completed, click on ‘Finalize Submission’ on the preview page.
Permissions and Clearances: It is the author's responsibility to obtain all necessary permissions and clearances prior to submission of the abstract. AsMA assumes no liability or responsibility for the publication of any submitted material.
Panel/Workshop Submissions: Panels/Workshops Overviews describing the purpose of the panel must be submitted by the chair first. The Chair may or may not add up to two co-chairs. The Chair invites the speakers to submit to the panel by finalizing the overview abstract. A special code is automatically sent with the invitation email. This is a one-time only code to use when linking the abstract to the overview. Each participant must then submit a separate individual panel abstract. The organizer (chair) of the panel is responsible for ensuring that all abstracts within the panel are properly submitted.
Reviewing Abstracts Later: All abstracts can be viewed and edited as often as necessary up until the October 31, 2013 deadline date. After October 31, you may review your abstract online but not edit it. Please contact Pam Day, 703-739-2240, ext.101, for information on editing after the deadline. After the deadline, any incomplete abstracts will be removed from the database and will not be considered by the Scientific Program Committee.
Notifications: Notifications will be sent in December 2013.
Technical Support: If you have any difficulty with the submission process, Technical Support can be reached by clicking on the "Tech Support” link located on the top right hand corner of each page of submission. Support requests will receive a response within 24 hours.
Providing PowerPointTM Presentations to AsMA
AsMA attendees frequently comment that they missed an excellent session because of schedule conflicts, parallel sessions, mandatory meetings, etc. To address this issue and expand our meeting impact and outreach, the Aerospace Medical Association intends to make presentations from its Annual Scientific Meeting available to members and attendees after the meeting. Therefore, presenting authors are required to provide a digital copy of their presentation to AsMA for this educational purpose. This can be PowerPointTM or PDF file of the material presented in the oral or poster sessions. Presenters will be asked to upload their PowerPointTM or PDF presentation to a web site in advance of the meeting. If this is not possible presenters must bring a copy of the presentation to the meeting on a CD to be left in the care of the Scientific Program Committee. Presenters still must bring an electronic copy of their presentation(s) to load on to the computer to be used in the session for the actual presentation.
If presenters are uncomfortable with releasing their complete presentations, it is sufficient to provide an edited version at the time of presentation that is acceptable for AsMA distribution or download. Providing AsMA a copy of presented material is in the spirit of scientific endeavor. Authors are reminded that the Annual Scientific Meeting is a public forum and all presented information should be suitable and acceptable for public release.
Please use the following convention when naming your presentation, both for the upload site and for the meeting:
DO NOT NAME YOUR PRESENTATION “SAN DIEGO 2014” OR “ASMA 2014” OR “MY PRESENTATION”!
Abstract Withdrawal and Meeting Participation
The Scientific Program Committee STRONGLY DISCOURAGES withdrawing abstracts after they have been accepted. Abstract withdrawal creates unbalanced sessions. If you find you are unable to attend the meeting, first try to find a qualified coauthor to present in your place.
If this is not possible, the request to withdraw must be sent to: Daniel Weaver at firstname.lastname@example.org and Pam Day at email@example.com and must include the abstract title, authors, and confirmation number, reason for withdrawal, as well as the contact's name, address, telephone, and email. Due to publishing deadlines, withdrawal notification MUST be received by January 15, 2014.
All abstracts accepted for presentation will be published in the journal, Aviation, Space and Environmental Medicine before the meeting. A list of those abstracts withdrawn or not presented for any reason will be printed in the journal following the Annual Meeting. Authors or institutions repeatedly withdrawing or canceling abstracts or presentations may be restricted from presenting at future AsMA scientific meetings. Any author who does not notify the Scientific Program Committee of a withdrawn abstract in advance of the Scientific meeting, will not be allowed to resubmit the abstract for a later meeting.
All presenters (including panelists) are required to register for the meeting. (Registration limited to the day of presentation is available during onsite registration.) Registration forms will be available online in January at http://www.asma.org, and will be emailed in a brochure to the contact author for each accepted abstract.
First check the FAQs! These FAQ's are available on all pages of submission under the Submitter Instructions icon at the top of the page. If you have other questions regarding the submission criteria or questions about the meeting, please contact:
Tel: 703-739-2240, ext.101