AsMA 84th Annual Scientific Meeting
Transforming Today’s Challenges into Tomorrow’s Opportunities
Chicago Sheraton 
Chicago, Illinois 
May 12-16, 2013

*SUBMISSION DEADLINE EXTENDED UNTIL NOVEMBER 7, 2012,  MIDNIGHT EST*
 

Guidelines

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.

• Character Limit: 2250 characters including spaces (approximately 300 words) for the text of your submission (does not include title and authors). Current character counter for the abstract text boxes updates as you type.
• Tables And Figures: No tables or figures are allowed in abstracts.

 Disclosures: You will be asked to complete specific disclosures in order to finalize your submission.

• Conflicts of Interest: All conflicts of interest for authors must be disclosed. Advertising material, trade name, or product-group messages must NOT be included in slides, abstracts, or handouts. The content of presentations must promote improvements or quality in aerospace medicine and NOT a specific proprietary business or commercial interest.
• Human Use and Animal Use Research Statements: Authors are required to reveal any use of humans or animals in experimentation described in submitted abstracts or presentations given at the AsMA Scientific Meeting. Prior review by an appropriate committee ensuring adherence to ethical standards is required; documentation of such review may be requested by AsMA.

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.

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.

Reviewing Abstracts Later: All abstracts can be viewed and edited as often as necessary up until the October 31, 2012 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 2012.

Technical Support: If you have any difficulty with the submission process, Technical Support can also be reached from anywhere on the site by clicking on the "support form link”, located on the top right hand corner of each page of submission.  Emails will receive a response within 24 hours.

Providing PowerPoint^TM 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 PowerPoint^TM or PDF file of the material presented in the oral or poster sessions. Presenters will be asked to upload their PowerPoint^TM 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.

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: Valerie Martindale at sciprog@asma.org and Pam Day at pday@asma.org and must include the abstract title, authors, and confirmation number, reason for withdrawal, as well as the contact's name, address, telephone, and e-mail. Due to publishing deadlines, withdrawal notification MUST be received by January 10, 2013.

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.

Registration
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 e-mailed in a brochure to the contact author for each accepted abstract.

Questions?
First check the FAQs!

If you have questions regarding the submission criteria or questions about the meeting, please contact:

Pam Day
Society Administrator
pday@asma.org
Tel: 703-739-2240, ext.101