Submit Abstracts

Abstract submission and Travel Awards for ASM Microbe 2018 are now open!  

Why Submit an Abstract? 

  • More than 3,500 slots for poster presentations
  • More than 500 possibilities for oral presentations
  • Connect with top research thought-leaders and experts
  • Reach your peers with Poster Talks and Rapid Fire sessions 
  • Get real-time feedback on your research in intimate Track-Hub settings

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Important Dates

November 1, 2017 Abstract Submission and Travel Awards open 
January 16, 2018, 5:00 p.m. (ET)  Abstract Submission and Travel Awards close
February 16, 2018 Late-breaker Abstract Submission opens
Late-February 2018 Abstract Dispositions sent 
Early-March 2018 Travel Awards Dispositions sent
March 15, 2018, 5:00 p.m. (ET) Late-breaker Abstract Submission closes


Abstract Guidelines and Criteria

General Abstract Guidelines

  • Abstracts must be well written and easy to understand.
  • Approval of all co-authors must be obtained before placing their names on an abstract.
  • Submission of multiple overlapping abstracts is discouraged.
  • The reason for the study or how the study came about (e.g. hypothesis, discovery or central question) should be clearly stated.
  • Methods must be included.
  • Data must be objectively gathered, analyzed and reported.
  • Data must support the stated conclusion(s).
  • It is preferred that ASM Microbe 2018 be the first major presentation of the abstract.
  • A presenter may be a presenter on more than one abstract.
  • Programming decisions are considered final.
  • All presentations dealing with the isolation, purification, structure-activity relationships, mechanisms of action, in vivo/in vitro microbioloby, PK/PD in animals and Pre-US IND or non-US early phase I studies must include meaningful data (e.g., producing organism, purification steps, physical-chemical characterization, structures, MICs, ED50s to describe new compounds and their properties, and that chemical structures of lead compunds will be included as part of the poster presentation. Please note that authors are required to disclose the chemical structure of any new small molecule antimicrobial agent if it is known and/or is being progressed as a clinical candidate. Abstracts describing biological data on an antimicrobial agent whose chemical structure has not been defined should be submitted to the HMB track.
  • Scientific presentations at ASM Microbe 2018, including speaker, oral, and poster presentations, will be expected to transparently report a study’s scientific rigor, including, but not limited to the following: 1) experimental design; 2) methodology; 3) data collection; 4) analysis; and 5) interpretation and reporting of results. Other key components of scientific rigor that should be included, if applicable, are sample size, randomization, blinding, and replication. 

Abstract FAQs

Does the presenting author have to be a member of ASM?
ASM Membership is not required to submit or present an abstract. However, membership is required to apply for and receive an ASM Award or Travel Grant.

May I submit more than one abstract? 
Yes, you may submit more than one abstract. However, if you are listed as the presenting author on more than one accepted abstract which are scheduled at the same presentation times, a co-author(s) will be required to make one or more of your presentations.

If I have more than one abstract that is accepted for presentation, how can I guarantee they will not be scheduled at the same time? 
For a meeting of this size, it is not possible to consider special scheduling requests. If two or more abstracts are scheduled at the same time, you are invited to have a co-author present one of the abstracts.

Should the presenting author be the submitter of the abstract?
Whenever possible, yes. Contact information is collected for the submitter and the presenting author. ASM prefers to correspond with the presenting author of the accepted abstract. This policy ensures that the presenter knows when and where to present the abstract.

Note: If you and a colleague are both submitting an abstract, there is no guarantee that both will be placed into the same session(s), if accepted. Due to the size of the meeting and the number of presentations, we will not accept special scheduling requests for abstract presentations.

The abstract I submitted has three authors from two different affiliations, but my on-line view of the author block of my abstract shows three different affiliations. Did I do something wrong?
Yes. If you and your co-authors come from more than one affiliation, be sure to type common affiliations in exactly the same manner. Review the author block when displayed to see if the correct numbers of affiliations are displayed.

If I am submitting through ASM’s website, how should I organize the research in my abstract?
Your abstract may be written without the use of the following bolded headers (Background, Materials, Results, Conclusion). However, follow the abstract guidelines to ensure all required information about your study is provided in your abstract.

If I am submitting through ASM’s website, how can I save a copy of my abstract submission?
We recommend that you prepare and save a copy of your abstract in your personal electronic files before going to ASM’s web page. After your submission is complete, you will receive a confirmation email and may print a copy for your records.

Is there a limit on how long my abstract can be?
Yes. Your abstract may have a maximum limit of 2,200 characters which includes the body of the abstract, authors, groups, institutions, and tables/graphics (spaces not counted). 

A Times New Roman Font is recommended. Avoid use of fonts specific to the software application you use. This is particularly true for symbols as some character sets do not translate well resulting in lost information. Font size is not critical since all submissions will be similarly formatted for publication.

Note: An additional entry line has been added to the electronic submission to accommodate credits, footnotes, etc.; a character limit of 100 is applied to this field but does not count towards the character count of the abstract body.

How do I know that my abstract submission was received?
The Abstract Submission system will provide a control number as soon as you complete the affirmations and provide a title for your abstract. As you complete individual steps in the process, the system will display the results. At the end of the process, a final summary page will be immediately displayed with all information successfully received. You may edit your abstract until the submission deadline of  Monday, January 16, 2018, 5:00 p.m. ET. Thereafter, no further changes can be made.

The summary page states that my abstract is complete. Does this mean that my abstract has been accepted?
No. If your abstract is complete, it means you have completed all the steps required to be reviewed. Abstracts are assigned to the Reviewers in January. Disposition letters will be e-mailed to submitters by late February 2018.

If my abstract is rejected, can I address the reviewer’s concerns and ask for a new review?
Programming decisions are final.

What is the deadline for withdrawal without penalty?
To withdraw your abstract without incurring a penalty, you must do so by March 21, 2018. You can withdraw your abstract by sending an e-mail, fax, or letter to asmmicrobemtgprogram@asmusa.org.

If my abstract has been previously published in any journal or presented at a Meeting/Conference, will my abstract still be accepted for ASM Microbe 2018?
You may submit an abstract that has been previously published or presented at another national or international meeting but the abstract must first go through a review process and be accepted. It is preferred that ASM Microbe 2018 be the first major presentation of the abstract.

What is your Embargo Policy?
All ASM Microbe abstracts will be embargoed till Monday, May 7, 2018. Late breaker abstracts will be embargoed until Thursday, June 7, 2018. Some abstracts will be embargoed to coincide with the times they are presented at the meeting. Embargo times and dates will be clearly marked on all press releases.

Additionally, press releases and other promotional activity by third parties must coincide with the date and time of the presentation.

When asking for outside comment on press releases or news stories before the embargo has lifted, journalists are requested to ensure that the embargo is respected. ASM reserves the right to ban any journalist from the meeting who breaks the embargo or breaches the media policy in any other way.

If your research has already been published, please contact the ASM communications office to discuss how to handle promoting your abstract.

Submission Steps

ASM Membership is not required to submit an abstract. However, if you apply for an ASM Travel Award, membership is REQUIRED to receive an award.

Step One: Login
Please use your ASM Single Sign On (SSO) login credentials. If you forgot your username/password or need to confirm that you have a SSO account, click the "Password Reminder" link on the homepage of the submission site. If you do not have an ASM SSO account, you may create one by following the link on the hompage of the submission site. 

Step Two: New Submission
Click the "New Submission" button to begin the abstract submission site. 

Step Three: Affirmations
In order to proceed with the abstract submission, your agreements with the following statemembnts are required: 

ASM Membership is not required to submit an abstract. If you are requesting to be considered for a Travel Award, you must be an ASM member at the time of ASM Microbe 2018. 

  • All authors are aware that their names appear on this abstract.
  • If accepted for poster presentation, the presenting author agrees to place this poster on the assigned poster board for the entire time allotted for viewing and it will be removed at the time specified.
  • If accepted for oral presentation, the presenting author agrees to present the abstract during the scheduled time/date.
  • The presenting author will keep ASM informed of any changes to the contact information provided.
  • I understand that if this abstract is accepted, I will comply with the rule (if applicable) that all presentations dealing with the isolation, purification, structure-activity relationships, mechanisms of action, in vivo/in vitro microbiology, PK/PD in animals and Pre-US IND or non-US early phase I studies must include meaningful data (e.g., producing organism, purification steps, physical-chemical characterization, structures, MICs, ED50s) to describe new compounds and their properties and that chemical structures of lead compounds will be included as part of my poster presentation. Please note that authors are required to disclose the chemical structure of any new small molecule antimicrobial agent if it is known and/or is being progressed as a clinical candidate. Abstracts describing biological data for an antimicrobial agent whose chemical structure has not been defined should be submitted to the HMB track.
  • I understand that if this abstract is accepted, ASM will own the rights to any electronic or print compilation of conference abstracts, as outlined in ASM’s copyright policy.

Step Four: Title
Please use a short and concise title that indicates the content of the abstract. 

  • Capitalize the first letter of each word, except prepositions, articles, and species names. 
  • Title is not included in the total character count of 2200. 
  • Do not place a period at the end of your title. 
  • Do not place hard returns in your title. 
  • Italicize scientific names of organisms by highlighting the term and clicking the online format tool bar for italics (example: "Staphylococcus aureus" will appear as Staphylococcus aureus). For therapeutics agents, only generic names may be used (NO trade names are permitted in abstract titles). 
    • Examples of a properly formatted title: 
      • Cryptococcus neoformans in Black, White and Color
      • Real Time PCR Assay for G. destructans Identification in Fungal Cultures and in Bat Tissues
      • In Vitro and In Vivo Characterization of Orf6, a Putative Thioesterase

Step Five: Primary Author
Authors, groups, and institutions are not included in the 2200 character limit – spaces are not counted. 

Author's names will be displayed using first initial(s) and full last last name. Presenting authors will be displayed in bold type (e.g. J.Smith, WW.S. Brow, and R.A. Jones). 

Each institution and author will be reference with superscript numbers and include the institutions's city, two-letter state/province abbreviation and country. 

Please note that ASM will correspond with the presenting author only. Changes in the presenting author must be communicated to ASM. It is the responsibility of the presenting author to contact all co-authors with the dispostion and scheduling of the abstract. The complete address of the presenting author is required in order to assure that correspondence arrives promptly and easily. 

Special note: Any communication about your abstract will come from asmmicrobemtgprogram@asmusa.org. Please add asmmicrobemtgprogram@asmusa.org to your "safesenders" list in your email program to alleviate bounce backs or your notification being sent to a junk mail folder. 

CME/CE Disclosure of Relevant Financial Relationships: 

The Accreditation Council for Continuing Medical Education (ACCME) requires The France Foundation (TFF) to identify relevant financial relationships and resolve applicable conflicts of interest for all individuals responsible for the planning, development, management, presentation, review, and/or evaluation of a CME/CE activity. In order to fulfill this requirement, TFF can only approve a CME/CE activity when all involved individuals have completed the following disclosure form.

Criteria for Disclosure of Financial Relationships with Commercial Interests in Continuing Education (CME/CE):

  1. Relative to this activity, instructors, planners, content reviewers and managers who affect the content of a CME/CE activity are required to disclose relevant financial relationships they have with commercial interests (i.e., any entity producing, marketing, re-selling, or distributing health care goods or services consumed by, or used on, patients).
  2. Disclose financial relationships with a commercial interest relevant to the activity.
  3. You are to disclose financial relationships that fit item # 2 above, that have been received over the past 12 months only.
  4. Financial relationships with governmental agencies (e.g., the NIH) and organizations that do not fit the above definition do not have to be disclosed.
  5. You do not have to disclose honoraria or fees received from another CME provider, even if those funds were provided through an educational grant from a commercial interest.
  6. If you are a principal investigator for a drug study, you must report that research relationship below under "Research Contractor" even if those funds came to an institution (but do not report research done through your institution, if you are NOT a principal investigator).
  7. If your spouse or life partner has a relevant financial relationship with an applicable commercial interest (e.g., is employed as VP of Marketing or any other employed relationship), or receives compensation for any of the categories shown below, you must include that disclosure below.
  8. In accordance with ACCME and ACPE requirements, failure to provide disclosure information in a timely manner will result in the disqualification of the potential planner, moderator, faculty, presenter, author or reviewer from this activity.

Instructions:

If you have nothing to disclose, please mark the box to the left of "I do not have any relevant commercial relationships to disclose."

If you have any relevant financial relationship(s) to disclose, type the company's name in the "Commercial Entity" box below and complete the additional information regarding the relationship and spouse or life partner relationships as shown in the list of potential relationships below. Click on either "Save and Continue" when complete.

Please review your entry after you have saved your data to ensure accuracy. You may return only at this point to make changes to your disclosures.

You should add at least one disclosure or explicitly specify that YOU HAVE NO disclosures.

Step Six: Co-Authors and Groups

(The authors, groups, and institutions are not included in the 2200 character limit – spaces are not counted.

Click "Add a Group" or "Add an Author" for each co-author or group. Institution and email address should be entered for each author. For proper abbreviations of institutions; please refer to the Abbreviations List [please hyperlink -]. Each institution and author will be referenced with superscript numbers and include the institution's, city, two-letter state abbreviation and country (DO NOT enter department, division, zip code, etc.).

Click the "Continue" button.

Step Seven:Track and Sub-track

For purposes of review and programming, abstracts are divided into tracks. Selection of the most appropriate track is important as it determines who reviews your abstract.

Please carefully review all sub-tracks to ensure that your abstract fits the track you select. The Review Committee reserves the right to reassign your abstract to a more appropriate track/sub-track.

Step Eight: Keywords
Keywords are completely independent of each other and should be able to stand alone in the index. Words should be lowercase, except for genus names and proper nouns. For Greek characters, please spell out names. Organisms will be italicized in final products. Enter up to three keywords.

Click the "Continue" button.

Step Nine: Abstract Text (not included in the 22000 character limit – spaces are not counted)

Your abstract may have up to 2200 characters, which does not include title, authors, and affiliations. Tables and graphics (maximum of 500 characters) are included in the character count. Spaces are not counted. Do NOT include abstract title, authors or keywords in abstract text. Abstract text may be submitted using either of the following methods: Copy/paste, direct entry keystrokes, or file upload. Your abstract may be written without the use of the following bolded headers (Background, Methods, Results, Conclusion). However, follow the abstract guidelines to ensure all required information about your study is provided in your abstract.

Please note: Apple Macintosh Users Only
To preserve formatting, scientific characters, and tables embedded in your abstract text, please use the Upload a File Containing Your Abstract.

Tables:

  • Once your abstract text is saved, you will be given the opportunity to add a graphic or table.
  • The recommended table size is 5 columns by 8 rows.
  • Table Generator: Limit of 5 columns and 8 rows. Use tab to move between cells. Online instructions are available as you proceed.
  • You may also upload your table as a graphic.
  • Tables will not be adapted for publication.

Graphics: 

  • The recommended graphic size, to optimize resolution, is 2 inches wide by 3 inches tall and 300 DPI.
  • The graphics count as 500 characters which are included in the 2200 character limit.
  • The graphics are submitted separately, subsequent to abstract text.
  • Graphics will appear large on the screen, but will be adapted for publication

Step Ten: Acknowledgements and References

You can use this step to:

  1. cite referenced journal articles noted in your abstract
  2. insert acknowledgements of financial support for the research
  3. insert required disclaimers from government agencies about the research

Note: Acknowledgement Block below has limit of 300 characters

Step Eleven: Presentation Preference

You will be asked to select presentation preference of poster or poster and oral.

If you select poster and oral, you will be required to indicate your interest in 3 oral presentation options you would like to be considered for.
Please note: All 3 oral abstract presentation preferences will only apply to the following tracks:

  • AAR – Antimicrobial Agents and Resistance
  • AES - Applied and Environmental Science
  • CIV – Clinical Infections and Vaccines
  • CPHM - Clinical and Public Health Microbiology
  • HMB - Host-Microbe Biology
  • MBP - Molecular Biology and Physiology
  • MEE – Microbial Ecology and Evolution

Please note: If you are not considered for an afternoon symposium session, you may be considered for other oral opportunities (this does not apply to the Professional of Microbiology Track). This includes Poster Talk presentations and Rapid Fire presentations

Afternoon Symposium Oral Presentation:

You are invited to submit an abstract for consideration as a 15-minute oral presentation during one of the sessions.

There are up to three (3) oral abstracts in the symposium listed below. Symposia are scheduled from 1:30 p.m. – 4:00 p.m. on Friday, June 8,and Saturday, June 9, and 3:00 p.m. – 5:30 p.m. on Sunday, June 10, and 11 a.m. – 1:30 p.m. on Monday, June 11. 

Step Twelve: ASM Travel Awards

The application deadline for all of the below ASM travel awards is January 16, 2018 at 5:00 p.m. ET.

To obtain detailed information about the travel awards, as well as to apply to any of them, please visit our website for more information. You will be taken to an external site to review and/or submit your application form and supporting documentation. Please return to the abstract submission site to complete your abstract submission process.

Step Thirteen: Review Your Work

It is very important that you review you work to proof accuracy of all elements of the submitted abstract including spelling and figures. Ensure that the character count is within the 2200 character limit and that all submitted tables and graphics are completely submitted and appear in the abstract text to guarantee that the abstract submission process is complete.

Technical Support

If you have any questions regarding use of the abstract submission site please contact technical support:

Email: support@abstractsonline.com | Phone: (217) 398-1792 

Examples of Abstracts that may be Rejected

  • Abstracts that are general descriptions of a new product.
  • Abstracts that read like advertisements.
  • Abstracts that a general description of a managerial innovation.
  • Case reports (unless truly remarkable).

How to Write a Scientific Abstract

Click here to view the slides. 

Copyright

In consideration of ASM’s acceptance of the abstract and any other materials that attendee may submit to ASM in connection with an ASM meeting or conference (the “Presentation Materials”), attendee grants ASM a royalty-free, nonexclusive worldwide license to use, modify, publish, reproduce, prepare derivative works, distribute, publicly display, and archive the Presentation Materials, in whole or in part, in all forms of print and electronic media, for commercial or noncommercial use. Under this license, attendee also grants ASM permission to sublicense to others any or all of the aforementioned rights.

Attendee understands that he/she retains ownership of the Presentation Materials; however, attendee further understands that ASM shall own and retain all intellectual property rights in any printed or electronic collection or compilation of Presentation Materials in whole or in part.

By submitting the Presentation Materials, attendee represents and warrants that the Presentation Materials are original to attendee or that he/she has the right to use such Presentation Materials, and that the Presentation Materials do not contain any material that will violate the copyright or any personal, proprietary, or other right of any person or entity. Attendee is responsible for obtaining any necessary permission required to grant rights to ASM prior to submission.

ASM acknowledges that no copyright protection attaches to Presentation Materials that were authored by U.S. Government Employees, so the abstract license does not apply in those situations. However, all other provisions that attendee is required to agree to during the abstract submission process remain in effect.

Embargo Policy

All ASM Microbe abstracts will be embargoed till Monday, May 7, 2018. Late breaker abstracts will be embargoed until Thursday, June 7, 2018. Some abstracts will be embargoed to coincide with the times they are presented at the meeting. Embargo times and dates will be clearly marked on all press releases.

Additionally, press releases and other promotional activity by third parties must coincide with the date and time of the presentation.

When asking for outside comment on press releases or news stories before the embargo has lifted, journalists are requested to ensure that the embargo is respected. ASM reserves the right to ban any journalist from the meeting who breaks the embargo or breaches the media policy in any other way.

If your research has already been published, please contact the ASM communications office to discuss how to handle promoting your abstract.

Plagiarism

Plagiarism will not be tolerated in submitted abstracts. All submitted abstracts identified with plagiarism will be sent to the Program Committee for review and handling.

The NIH ORI publication Avoiding Plagiarism, Self-plagiarism, and Other Questionable Writing Practices: A Guide to Ethical Writing can help authors identify questionable writing practices.

 

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