Submission Guidelines

Before submitting your abstract, please carefully read the submission instructions below!

IMPORTANT GENERAL INFORMATION / ABSTRACT FORMAT

With the submission of an abstract to ITOC11, the first author (presenting author):

Accepts responsibility for the accuracy of the submitted abstract.
Confirms that all authors are aware of and agree to the content of the abstract and support the data presented.
Warrants that the abstract is original and has not been already published elsewhere, or is under consideration for publication elsewhere.
Identifies any financial interest in products or processes described in the abstract. This information is to be forwarded to the Scientific Committee together with the abstract.
States that, for studies involving human or animal subjects, permission has been obtained from the relevant regulatory authority and properly informed consent given where appropriate.
Is agreeing to the terms and conditions of the BMJ’s standard licence to publish for abstracts which is to be found here. This is an exclusive license.

In order to be considered, an abstract should respect the following guidelines:

Only abstracts submitted online can be accepted. Abstracts submitted on paper or by e-mail attachment will not be considered.
The abstract must be submitted in good English. The Scientific Committee reserves the right to reject those abstracts, which are presented in poor English, or may request an immediate revision by the presenter.
Abstract titles should be brief and should reflect the content of the abstract.
Commercial names may not be used in the abstract title.
No more than 20 authors and cities can be listed. Only institutional affiliations, cities and countries should follow. DO NOT write authors family names and cities in capital letters, institutions only where absolutely necessary. Please check also with co-authors on the preferred use, or not, of accents and diacritical marks in the spelling of the author names.
Abstracts should be organised under the headings: Background - Material and methods - Results - Conclusion.
The online abstract submission procedure will not accept abstracts that exceed 2900 characters (body of the abstract).
Abbreviations may be used if standard or if spelled out and defined at the first use. Compounds should be mentioned with the generic name, in lower cases. Commercial names are admitted in the text, with an ®, and if in brackets following the generic name, i.e. “generic (Commercial ®)”.
Supplementary data or appendices will not be accepted.
Figures or photographs are not allowed. Symbols and structures of drugs are allowed and should be drawn in black.

Before you get started......

IMPORTANT: For information concerning formal issues please see the SAMPLE ABSTRACT.

Type your abstract in a common Word Processor (e.g. MS Word). Please save a copy of the file with the abstract text only (no title or authors). We strongly recommend to make a print-out of the abstract in Word to carefully check before the abstract is submitted online, in particular the punctuation, eg missing, or redundant spaces and the line breaks. Special characters are widely supported. Please copy and paste your content, using the "Enter Abstract Text" - button.

First Time Users:

When entering the portal of the submission page, hit "Create a new account.". Note: Since ITOC is using a new platform this year, it is obligatory to create a new account for all submitters and step 2 does not apply.
In case you have submitted an abstract at a previous meeting using OASIS, your login data are still valid. In this case, please login with your login and password in the center of the page ("returning users"). In case you cannot retrieve your access data, please use the "Forgot password" option.
In the welcome area, locate "Abstract" and click on "+ New". Follow the step by step instructions for submission.
Eventually, you will see a summary of your submission in the last step ("Review my work"), which you may print. Your abstract should now be shown as complete in the portal area.

Returning users, continuing an aborted submission or editing an abstract already submitted:

Log in with the username and password that you received when creating the account.
Locate the abstract in "Abstracts" and click on the displayed abstract title to make changes or complete the abstract.
Continue your submission or click on the desired menu item on the left side of the page.
Changes can be made until the submission deadline.

Returning users, submitting another abstract:

Log in with the username and password that you received when creating the account.
Locate "Abstract" and click on "+ New".
Carefully follow the step-by-step instructions.

GENERAL INFORMATION ON ABSTRACT SUBMISSION AND FAQ

Browser Issues

For optimum results when using the Online Submission System, it is recommended that you use Internet Explorer 7.0 or higher for Windows. For Macintosh users we recommend Safari 3.0 or higher for Mac OS 10.4. or higher.
Submission is perfectly possible with other browsers as well, but some advanced functions are possible only with the above.
Please note that you must also have JavaScript and Cookies enabled in your browser preferences in order for the system to function properly. Instructions to enable cookies are given on the login page.
A list of compatible browsers is given on the login page.

Account management - Personal Information - Password

Please create only one account per submitting author. The system stores your information. If you choose to submit more than one abstract you will not need to create another account. See "Returning users".
After you created the account, the system will display a password and username that will allow you to return and edit, delete or withdraw your abstract at a later stage.
Personal information can be edited if necessary by clicking on "Profile" (e.g. in case of an address change).
Attention: All correspondence regarding the acceptance of your abstract will be emailed to the email-address given by you in the "author section". Please provide a working email address.

Corrections - Amendments

The title of your abstract is displayed in the Welcome Area, together with the information on whether the submission is complete or incomplete. To edit the abstract, simply click on the title step.
Changes and editing can be made until the deadline of Tuesday, January 7, 2025, 23:59hrs CET. In case of a mistake during the submission, it is not necessary to submit a "new abstract". Click on the step to be amended and make the correction.
Aborted submissions can be picked up and completed at a later stage. Authors are able to login and to select the incomplete abstract in order to continue the submission until the deadline.
The submission system stores the information in "real time". The moment you reach the summary within the submission process and the system tells you "This submission is complete" your abstract is completed and has been received. However you will still be able to come back and make modifications until the deadline.
Please make sure you print the summary page for your records. The system also has an e-mail confirmation feature. Simply click the appropriate link on the summary page and fill in your e-mail address(es) in the appropriate box.

Support
For support during the submission process, please send an e-mail to itoc@wma.co.at.

DETAILED INFORMATION - FORMATTING OF ABSTRACTS:

Submission Step 1: Title
The title should be in sentence case with no full stop at the end and no underlining. Please use capital letters ONLY where necessary (e.g. 'Detection of two novel large mutations in SLC7A9 by semi-quantitative fluorescent multiplex PCR'). Please DO NOT format the title in bold, DO NOT underline and use italics only where necessary. The title is limited to 25 words! Abstract titles should be brief and should reflect the content of the abstract. Commercial names may not be used in the abstract title.

Submission Step 2: Topic
One topic must be selected from the following:

Tumor Immunology
Mode of action of Immune Therapies
New Targets and New Leads
Polyspecific Antibody Derivatives
Immune Monitoring – Omics Technology
Cancer Vaccines
Young Researcher Session (CV-upload mandatory within abstract submission)
Cellular Therapies (including combinations)

Submission Step 3: Keywords

Please enter a maximum of 3 (1 required) keywords representing your work.

Submission Step 4: Authors

A maximum of 20 authors is allowed. DON´T write authors and cities in capital letters, institutions only where absolutely necessary.
A maximum of 3 institutions per author is allowed.
The order as well as the name of the presenting author can be edited during the submission process.
Disclosure Information: In order to help readers form their own judgments of potential bias in published abstracts, authors are asked to declare any conflict of interest and in particular competing financial interests. Payments by the industry of up to EUR 10.000.- (or equivalent value in kind) per year per entity are considered "modest". Payments above EUR 10.000.- per year are considered "significant". If you have nothing to disclose, check the adequate box. If you have a disclosure to make, first select the relationship in the grid, then click on "Add Company" in the respective column (modest or significant) to enter the name of the entity. See sample slide HERE

Submission Step 5: Abstract Text

The text cannot exceed 2900 characters, excluding title and authors. A minimum of 500 characters is required.
Abstracts should be organised under the headings: Background, Materials and methods, Results, Conclusions. These structure is pre-set in the system.
Greek and other special characters may be included - if you are unable to reproduce a particular special character, please type out the name of the symbol in full. SI units should be used throughout (litre and molar are permitted, however). Abbreviations should be used as sparingly as possible and should be defined when first used.
Tables may be included. They can easily be copied and pasted in the abstract body field (i.e. from a Word document). Do not submit a table in an image (eg jpg) format, but in the original format. Tables should be numbered (e.g. Table 1) with an optional title and legend, and should be included in the document where they are to appear. Tables must be cited/called out in the text.
They should be formatted using the "Table function" in a word processing program to ensure that columns of data are kept aligned when the file is sent electronically. Tables should not be created with tabs or submitted as graphical items or embedded images.
Figures or photographs are not allowed. Symbols and structures of drugs are allowed and should be drawn in black. Please use the "Add an Image"-button.
The abstract text may be typed in or copy/pasted from an existing word processor document, eg Word. Please do not copy/paste from a PDF. We strongly recommend to print-out of the abstract in Word to carefully check before the abstract is submitted online, in particular the punctuation, eg missing or redundant spaces, correct use of decimal commas (not periods) and the line breaks.
Special characters are widely supported.
Support: Enter the source(s) of contributed support and/or grant numbers at the end of the abstract text section.
Abbreviations may be used if standard or if spelled out and defined at the first use. Compounds should be mentioned with the generic name, in lower cases. Commercial names are admitted in the text, with an ®, and if in brackets following the generic name, i.e. “generic (Commercial ®)”
Web links (URLs) should be provided in full, including both the title of the site and the URL, in the following format:
Mouse Tumour Biology Database [http://tumor.informatics.jax.org/cancer_links.html]
Supplementary data or appendices will not be accepted.
References: All references should be cited/called out consecutively in the text, using numbers in square brackets. Only papers that have been published, or are in press, or are available through public e-print/preprint servers should be included in the reference list.
Journal abbreviations should follow MEDLINE standards.
References should be laid out at the end of the abstract in Vancouver style and preceded by the relevant reference number. An example of a reference for a journal article follows. The full reference style guide can be found at the journal’s website. 1. Chomczynski P, Sacchi N. Single-step method of RNA isolation by acid guanidinium thiocyanate-phenol-chloroform extraction. Anal Biochem. 1987; 162:156-159.
Consent to publish: If the abstract contains details relating to individual participants (for example a case report), written informed consent for the publication of these details must be obtained from the participants and a statement to this effect should appear at the end of the abstract. Our guidelines for consent statements can be found HERE
If the patient is deceased consent for publication should be obtained from the next of kin and if the patient is under 16 consent should be obtained from the parent or guardian.

Submission Step 6: Presentation Format
All accepted submissions will either be presented as posters presentations.

Submission Step 7: Review my Work
The summary page will display all information related to your abstract. Please make sure you print the summary page for your records. In case you want a confirmation email sent to you or your co-author(s) as, simply click the appropriate link on the summary page and fill in the email address(es) in the appropriate box. This confirmation of abstract receipt is NOT a notice of acceptance. If you choose to delete the submission, this can be made here. Please note that you will be able to retrieve deleted submissions.

Acceptance and Selection of Abstracts / Presentation Format
The Scientific Committee will make the selection of abstracts in due course after the submission deadline. The presenting author exclusively will receive an e-mail with the result of the review and the Scientific Committee’s decision on the abstract.

Please note that if the abstract is accepted for oral or poster presentation, the abstract will only be published in the Abstract Book if one of the authors is a registered participant and full payment has been received by the advised deadline.

If a selected author cannot attend, the presenting author should assign a replacement.

The following presentation formats are applicable for ITOC11:

1. Poster: abstracts that have been selected for presentation in poster format. Posters are grouped by topic and will be displayed during specific Poster Sessions.

2. Oral presentation: some selected abstracts may be considered for oral presentation in a main programme symposium

Submitting an abstract for ITOC11 does not constitute registration for the congress. Abstract presenters must register to attend ITOC11 by following the instructions on the Registration Page.

For questions regarding the on-line submission process, contact itoc@wma.co.at.

Click to Access Abstract Submission