Abstract Submission Deadline: Sunday, October 4, 2009, 12:00 AM (EST)
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Accessing Site and Submitting Your Abstract:
To access the abstract submission site, click on the “Submit Abstract” link. The submission process will take approximately 15-30 minutes, depending on the speed of your internet connection and the time of submission. Submit early to avoid delays. If traffic on the site is heavy, you may be prompted to try later.
If you are a first time user, you will need to click on the link: "Click here to create a new user account." Provide all required information for the Presenting Author, including complete first name and email address. Should you re-enter the site to submit another abstract or revise your abstract, you will need your login information. Cut and paste any special characters (Ü, á, ñ….) from your word processor when entering author information. Please click “Continue” at the bottom of the page to save your changes.
If you have previously accessed the site within the past 2 years, then you are a “Returning User.” Simply enter your login and password. If you do not know your password, you can have it emailed to the address you used when you originally created your account. Remember to always use the same login and password each time you use the system to avoid future confusion.
Once logged into the system, please click the “Profile” icon at the top-right of the screen, to review and update your contact information. The online abstract system is not linked to the Biophysical Society membership database.
Submitting a New Abstract:
To submit a new abstract, click on the “New Submission Link.”
Affirmation and Abstract Title
You will be required to read all information and agree to each statement by clicking the checkboxes. You will be prompted to enter the title of your abstract. Please use initial caps to enter your abstract title. You may use upper caps for acronyms or other notations as necessary. The title will appear in publication exactly as you have typed it here. This is the only time you will need to enter the title of your abstract into the system.
Author Block Information
The next page displays the Presenting Author information you previously entered at the beginning of your submission. If you need to add/edit authors or change the author order on the abstract, you may do so on the subsequent page.
Be sure that you give a current email address for the presenting author. All abstract-related correspondence is done via email, so an incorrect email address could cause a delay in the receipt of important information.
Enter required information for each co-author: name, published affiliation, city, state, and country.
To help expedite data entry, the default address for each co-author will be the presenting author’s address. The co-author address may be edited.
Always type common affiliations in exactly the same way each time. Even a slight variation will cause the institution to be listed more than once in the author block, which is not correct.
Authors of submitted abstracts must complete the disclosure statement in the electronic abstract submission form. Disclosure should include any relationships that may bias one’s presentation or which, if known, could give the perception of bias. These situations include, but are not limited to:
- Stock options or bond holdings in a for-profit corporation or self-directed pension plan
- Research grants
- Employment (full or part-time)
- Ownership or partnership
- Consulting fees or other remuneration
- Non-remunerative positions of influence such as officer, board member, trustee, or
- Receipt of royalties
- Speaker's bureau
Abstracts submitted for poster, platform, or minisymposia presentations must represent scientific research that cannot be perceived as marketing a specific product or company. An individual who wishes to promote a particular product or service is encouraged to participate as an Exhibitor and present an Exhibitor Presentation.
Membership and Sponsorship
All abstract submissions require a sponsor. If you are NOT a Biophysical Society member, or if you have already sponsored another abstract, you MUST provide a sponsor who is a current (2010 dues paid) member of the Biophysical Society.
The sponsor must not have submitted his/her own abstract or be sponsoring another abstract. It is assumed the sponsor has agreed to the use of his/her name in lieu of a signature. If you are a BPS Society member, and are sponsoring your own abstract, you still MUST enter your name and complete the Sponsor information. Members may be co-authors on other abstracts, but they cannot sponsor more than one abstract. If you are NOT a Biophysical Society member, you may join at the time of submission in order to sponsor your own abstract. Please complete the required membership application before submitting the abstract.
Select the presentation preference (Poster Only, Poster or Platform, Poster or Minisymposium). If you select “Poster or Minisymposium” as your presentation preference, then you must select one of the four minisymposium topics.
Abstracts not chosen for either platform sessions or minisymposia will be programmed in the appropriate poster session.
Choose a first and second topic category preference that most clearly fits the subject of your abstract. Please check the categories to make sure they are correct. Unspecified codes will be supplied, and the abstract assigned by the Program Committee. Abstracts must be confined to scientific topics.
Chair a Platform Session
If you are willing to chair a Platform session, please complete the required information. You will be notified in late November if you have been chosen as a Platform Chair.
Subgroup or Member-Organized Session Speakers
Please indicate in which Subgroup or Member-Organized Session you have been invited to speak. If you were invited to a member-organized session, please provide the Chair’s Name and Session Title. Please note: If the member-organized session you were invited to is not approved by the Program Committee, the abstract will be programmed into another platform or poster session in which it most appropriately fits.
To apply for a particular award (SRAA, Minority Biophysicists, Student Travel, International Travel, or CPOW Travel), you MUST submit an application in order to be considered for the award. Applications can be found at the Travel Awards page. If you plan to submit your abstract for the SRAA, you MUST choose a subgroup topic category. Your abstract will not be considered for the SRAA if you do not submit a completed application or if you do not select a subgroup topic. You will be notified in late November if you have been chosen to receive a travel award. SRAA participants will be sent instructions for the poster competition in early January.
To register for a luncheon, you MUST submit a registration form along with the registration fee. The luncheons will address issues of interest for biophysicists at various stages in their career. Society scientists and leaders with extensive experience in these areas will moderate these informal roundtable discussions. Pre-registration is required and the fee will include lunch. Registration forms can be found at the Career Programs page.
Abstract title and abstract body combined should not exceed 300 words. If your abstract contains a figure, each graphic your abstract contains will reduce the total allowable word count by 100 words.
There are two options to submit your abstract:
1. Enter your abstract manually (text only)
2. Upload your abstract from a prepared file (preferred for special characters, figures, graphics, etc.)
To upload your abstract, prepare your abstract in MS Word (.doc) (preferred), Rich Text Format (.rtf), Plain Text (.txt), or WordPerfect (.wpd) prior to accessing the submission site. Please use font Times New Roman, size 12.
You may include special characters (Greek letters, superscript, subscript), as needed in your prepared file.
You may embed black and white graphics, charts, or equations into the body of your abstract. Remember, each graphic reduces the total allowable word count by 100 words. Be sure to set the word wrap of your word processor so text flows around any embedded images. All abstracts will be printed in black and white. Convert your color images to black and white prior to inserting them in your abstract.
The file you upload should include only the abstract body. The file you save and upload will be accepted as uploaded (e.g., headers and footers will appear if saved to file.) You will have the opportunity to preview your abstract, correct any mistakes in your word processor, and re-upload the changes or edit it online before completing the submission.
The abstract processing fee must be paid by credit card at the time of submission. Your credit card will be charged immediately for the $55 abstract processing fee and any combination registration made at that time. You will receive a confirmation of your abstract submission and a separate paid receipt for the abstract processing fee and any combination registration.
Please note: The confirmation and receipt will be sent to the e-mail address specified for the Presenting Author at the beginning of the submission.
Combination Abstract/Registration Fee
If the Combination Abstract and Registration fee is selected, it is ONLY available to the Presenting Author on the paper. This is a one-time offer, at the time of initial submission, and it is non-transferable under any circumstances.
IMPORTANT: Please make sure the Presenting Author on the abstract is correct PRIOR to processing your Combination Abstract and Registration fee. This is the author who will receive the registration for the meeting. If you need to change the presenting author, do so PRIOR to processing your payment. No registration transfers will be allowed after the payment has been processed. Although, you may still change the Presenting Author on your abstract after the Combination Abstract and Registration fee has been processed, the registration cannot be transferred to the new Presenting Author. A refund of the registration fee minus the $30 cancellation fee must be requested by the original Presenting Author, and the new Presenting Author will have to register at the full registration fee.
Review My Work
The final summary page will allow you to review the information you input during the submission process. Review it carefully.
To make changes and corrections, select the appropriate section on the left-hand margin to return to that portion of the submission site. A message will appear that states, “This submission is complete” if all the steps have been completed. Print/Save the summary page as a record of your submission. If you would also like an email confirmation sent to you, click on the email link at the bottom of the summary page.
Revisions must be received by Friday, October 9, 2009, 12:00 AM (EST). Click on the “Submit Abstract” link and enter your Login and Password. Next, click on the “Title” link of the abstract you wish to edit. DO NOT submit revisions by clicking the "New Submission" link or you will be charged for a new abstract (abstract processing fee is not refundable under any circumstances).
You can make changes and corrections by selecting the appropriate link on the left-hand margin to return to that particular area of the submission site. Although, you may still change the Presenting Author on your abstract, after the Combination Abstract and Registration fee has been processed, the registration cannot be transferred to the new Presenting Author. A refund of the registration fee, minus the $30 cancellation fee, must be requested by the original Presenting Author, and the new Presenting Author will have to register at the full registration fee.
Withdrawals must be submitted by Friday, October 9, 2009, 12:00 AM (EST).
Requests for abstract withdrawal must be received in writing by the Biophysical Society, 9650 Rockville Pike, Bethesda, MD 20814; fax: (301) 634-7133; or via email from the presenting author’s email address: firstname.lastname@example.org. Include the presenting author's full name and abstract number.
Minisymposia and Platform Sessions
Presenting authors will be notified in November if their abstract has been selected for presentation in a minisymposium or platform session. Data projectors will be provided in all session rooms in the Convention Center. The data projectors will be compatible with both IBM and Macintosh laptops. Presenters MUST bring their own laptop computer. Please arrive at the session room 30 minutes before the session begins to connect your laptop to the projector. Speakers will be allotted 15 minutes to present their abstract and take questions from the audience.
Presenting authors will be notified in November if their abstract has been selected for a poster session. Poster presentations will take place from 1:45–3:45 PM, Sunday through Tuesday, and from 10:30 AM-12:30 PM on Wednesday. Abstracts submitted after October 4 will be programmed in a special late poster session, running concurrently with regular posters on Wednesday.