CALL FOR ABSTRACTS
(ABSTRACT SUBMISSION NOW CLOSED)
The Programme Committee invites abstract submissions for Oral, EPoster and Video Presentations.
Authors
should indicate in which format they would prefer to present their work, and
whether they are prepared to present in an alternative format. The ISHA
Programme Committee will make final decisions on the mode of presentation;
however, efforts will be made to comply with the stated preference.
Oral Presentations
Abstracts may be on any topic related to hip arthroscopy or hip preservation surgery. Abstracts should be written in English, limited to 350 words and submitted online, through the portal.
All abstracts submitted for Oral Presentation will be also be considered for EPoster Presentation.
This year there are 3 Oral Presentation formats available:
1. Long
2. Short
3. Rapid Fire
Please refer to the abstract category list below for the suggested topics invited for Oral Presentation.
EPoster Presentations
Abstracts may be on any topic related to hip arthroscopy or hip preservation surgery. Abstracts should be written in English, limited to 350 words and submitted online, through the portal.
Poster presentations will be in electronic format only.
Please refer to the abstract category list below for the suggested topics invited for EPoster Presentation.
New Research Video Presentations
Video submissions must be related to hip arthroscopy and hip preservation surgery and be related to one of the proposed categories below. Videos should be limited to 5 minutes and include commentary in English. A written abstract limited to 350 words should be submitted online, through the abstract submission portal, describing the video content and learning goals.
Depending on the format accepted for the video presentation, if for an Oral Presentation then the video can be uploaded onsite in the speaker ready room. If you are offered a Video EPoster Presentation option, the completed EPoster with video embed should be uploaded by 10th September 2023.
Please refer to the abstract category list below for the suggested topics invited for Video Presentation.
Tips and Tricks Video Submission
New for 2023 is the "Tips & Tricks Video Submission" category, which aims to help spread best practice in hip preservation surgery.If you have any tips and tricks that you would like to share, we would welcome you to submit these in video format for display in the dedicated Tips & Tricks Video Viewing Area on site in Cape Town and collation into the ISHA learning library.
Please submit a summary for consideration, selecting the "Tips & Tricks Video Submission" option in the Abstract Submission Portal.
Tips & Tricks submissions do not have to be unpublished or refer to unpublished research.
Please ensure that you have read all of the important information below before submitting your abstract.
Are you a resident or fellow with a study related to hip preservation? Don't forget to apply for The ISHA – The Hip Preservation Society Trainee Awards Programme alongside your abstract submission!
Abstract Category Themes
1. Patient Assessment and Pre-operative Planning
Why submit an abstract?
- International networking: Discuss your findings with other experts and specialists in hip preservation from around the world and meet with your colleagues who are interested in your topic.
- Visibility: Your name will be recognised in the programme, as well as within any future ISHA Content Library.
- Personal development: Develop your presentation and engagement skills - an essential competency for advancing your career. It is an added value to your resume to make you stand out among other candidates, demonstrating your wider accomplishments.
- Be creative: Submission allows you to be creative in visually sharing your presentation as either an EPoster, video or oral presentation.
- Opportunity for oral presentation: Authors of outstanding abstracts will have the opportunity to present their work in varied podium sessions at the ISHA 2023 Annual Scientific Meeting.
- Sharing advanced knowledge: Sharing your research improves the treatment of individuals with hip disorders requiring surgery around the globe.
Abstract Review
Will be based on the following criteria:
1. Scientific Merit (0 – 6)
Is the problem clearly stated?
Are the statistics sound?
Are there adequate numbers of subjects?
How is the methodology (are there controls, is this prospective vs. retrospective)?
Is the abstract clear / well written and are the results clear?
Are the conclusions supported by the results?
2. Originality of Project (0-2)
3. Clinical Usefulness (0-2)
4. Level of Interest to ISHA Members (0-2)
ABSTRACT SUBMISSION
Information required for abstract submission
Authors
need to have the following information readily available when submitting an
abstract or video abstract summary:
1. Complete contact information for the presenting author, including the research institution.
2. The abstract/video title in full for publishing.
3. Submit the abstract text as plain text into a text box located in the online application.
4. Please note, graphics and tables are not accepted.
5. For video submissions – a summary of your video content should be submitted for review purposes.
6. Completed Financial Disclosure Statement and Copyright Licence Agreement on behalf of all authors. These should be completed and uploaded as attachments to your abstract.
Author warranty: Authors must read and abide by the guidelines provided to be considered for presentation.
General Guidelines
1. The same First Author may submit a maximum of 4 abstracts and 3 videos for consideration for inclusion at the ISHA Annual Scientific Meeting 2023*.
2. Authors do not have to be ISHA members to submit an abstract or a video summary.
3. Abstracts and video summaries are only accepted for consideration via the online abstract application form.
4. Abstracts and videos submitted to the ISHA Programme Office in any other fashion will not be considered for presentation.
5. The deadline for submission is 16th April 2023 at 11:59 P.M. British Summer Time (BST). Abstracts and video summaries will not be accepted after this date.
6. If the abstract is accepted for podium presentation, all presenters must present in English, and be prepared to answer questions from the audience in English.
7. There will be a maximum number of three oral free paper slots awarded to any one presenter, and no more than two representatives from the same institute presenting in the same session. Please consider this when making submissions from your institute, and who will represent your organisation in person at the Annual Meeting.
8. Please indicate the preference of presentation method for the submitted abstract: podium, EPoster or video presentation. The ISHA Programme Committee will make final decisions on the mode of presentation; however, efforts will be made to comply with the stated preference.
9. All presenters, co-authors, faculty members, etc. who will attend ISHA 2023 are expected to register for the meeting and pay all registration and travel costs. No exceptions are made. If attendance depends on outside funding, please secure financial assistance before submitting an abstract.
10. All accepted papers, whether accepted as an EPoster, oral or video presentation, must have at least one of the authors registered to attend the meeting in person to have the paper accepted.
11. Persons submitting an abstract or a video to ISHA must complete a Financial Disclosure Statement.
12. Although ISHA is an international society, it receives continuing medical education accreditation and is planned and implemented with the essential areas and policies of the EACCME. ISHA does not view the existence of disclosed interest or investments as necessarily implying bias or decreasing the value of the presentation. These disclosures will not be seen or taken into consideration when the abstract or the video is considered for presentation.
13. Persons submitting an abstract or a video to ISHA must complete a Copyright Licence Agreement so the chosen abstracts can be published in the ISHA Annual Scientific Meeting 2023 abstract book, on the ISHA website and in any subsequent report.
*Institutes may opt to upload all their institute’s research submissions in one portal and determine the presenting author once acceptance notifications are given. The ISHA Secretariat will facilitate this, but please note that clause 7 still applies. This is to ensure diversity and broad representation within the programme.
Technical Advice
If you are having difficulties uploading the Copyright and Financial Disclosure statements, please check that these are saved in PDF format.
If you submit your abstract and a red warning sign appears next to your submission, not to worry, this is indicating that the abstract deadline is imminent. If you are concerned, email abstract@ishaconference.com and we can confirm receipt.
If you are having difficulties with entering author names or affiliations, please check in the first instance that there are not any illegal characters being used.
Abstract Submission Terms & Conditions
1. General Guidelines
Only electronically submitted abstracts are accepted.
Abstracts must not exceed 350 words in length.
Abstracts must be written in English. We highly recommend that the abstract is proof read for spelling and grammar errors by a fluent English speaker before submission. Abstracts written in poor English have less chance of being accepted.
Authors’ first and last names must be spelled out in full. Please do not use any initials.
Do NOT use all upper-case letters when entering your abstract.
The abstract's title or authors' names/institutions must NOT be inserted in the 'Content' field.
No graphs, tables, photographs, or slide presentations are accepted.
The material submitted must not have been published or presented at any national or international meetings before this one.
Abstracts must be written in good and clear English.
The presenting author must be registered for and attend the Annual Scientific Meeting to present the abstract.
Certificates of Presentation will not be issued to presenters who do not attend the event and give their presentation.
You do not need to be an ISHA member to submit an abstract or have an abstract accepted.
A single presenting author will be allocated a maximum of 3 free paper oral presentations, and no more than 2 presenters in one session will represent the same institute/organisation.
2. ISHA Embargo Policy
The media, companies and institutions issuing news releases, and others are required to abide by the embargo policies governing the meeting. The abstracts selected for presentation at the ISHA Annual Scientific Meeting 2023 will be available online on the first day of the meeting.
The information contained in the abstracts is embargoed until the abstracts are available online on the first day of the event.
Coverage of information that goes beyond that (e.g., additional analysis, commentary, or updated
information from those individuals and companies involved in the study) is embargoed according to the following criteria:
For oral and video presentations: the embargo time is the start time of the session in which the presentation is being made.
For EPosters: the embargo lifts when the poster session containing the EPosters opens for viewing in the morning (i.e., when the EPoster exhibition hall opens that day).
3. Withdrawal Policy
If abstract authors wish to withdraw their abstracts from presentation or publication, they are requested to notify ISHA via email to abstract@ishaconference.com. They must do so at least 6 weeks before the conference dates. After this date, the Conference Secretariat cannot guarantee that the abstract will be removed from the Conference Abstract Book.
4. Terms and Conditions
By submitting an abstract to a meeting organised by ISHA – The Hip Preservation Society (ISHA), the abstract submitter hereby agrees to the following terms and conditions.
a) Errors
ISHA cannot be held responsible for any typing, spelling, or language errors in the submitted abstract(s).
b) Abstract topic / theme
The Scientific Programme Committee may decide to categorise the submitted abstract to a different theme than the theme for which it was submitted.
c) Abstract author consent
By submitting an abstract, the submitter / presenting author agrees that they have received the consent of their co-authors to do so.
d) Abstract author attendance
At least one listed author of each accepted abstract must register (paying the relevant registration fee) and attend the meeting to present the abstract.
e) Final decision on abstract status
The Scientific Programme Chair’s decision on the abstract is final and no further correspondence on the status of the abstract will be entered into.
f) Annual Meeting Abstract Book
The author’s abstract will be printed in the digital conference abstract book and accessible via the conference app. Abstracts or selected abstracts may be selected to include within a post event supplement to the Journal of Hip Preservation Surgery (JHPS). The terms ‘conference abstract book’, ‘abstract book’, and ‘journal supplement’ will be used interchangeably.
g) Copyright and Financial Disclosure
Completed and signed financial declarations and copyright agreements must be uploaded with the submitted abstract and the terms and conditions outlined therein constitute part of the overall abstract submission terms and conditions.
i) Communications
All communications regarding this abstract will be directed to the abstract submitter. It is the responsibility of the abstract submitter to inform the presenting author (if different) and co-authors of the abstract acceptance status.
j) Indemnification
Authors agree to indemnify and hold harmless ISHA, their agents and representatives should the material presented or provided for publication be determined to defame, libel, or slander an individual or organisation, violate the confidentiality of any individual or organisation, or infringe on another's copyright.
Personal Data Protection
By submitting an abstract you are consenting to ISHA, to storing your data. The personal data provided in the submission process will be used to engage and correspond with you and corresponding authors regarding your ISHA 2023 abstract submission, Annual Scientific Meeting registration and information regarding ISHA activities.
You also consent to ISHA passing your personal data to UEMS-EACCME® for the processing by the UEMS-EACCME® of your personal data, in accordance with the UEMS EACCME® Privacy Policy and any applicable privacy regulation.
In accordance with UK Data Protection Act 1998, we guarantee the confidentiality of the personal data. Therefore, the collected personal data in the present document (name, academic titles, email, address, phone/skype/social media contacts) will be used only for the purposes that are specified above.
You can exercise the right of access, modification, cancellation or opposition by a written request to the ISHA 2023 Organiser by email to: info@ishaconference.com.
Abstract Submission FAQs
S U B M I S S I O N
Q: Can I submit an abstract if it was previously submitted/presented at another conference?
A: Abstracts are not eligible for consideration if the manuscript of the abstract or video has been presented and/or published previously.
Q: How many abstracts can I submit?
A: There is a limit of 4 abstracts for podium or EPoster submissions, and a maximum of 3 abstract submissions for video presentation, an investigator may submit*.
Moreover, please make sure if authors’ names appear on more than one abstract, their names and their affiliations must appear and be spelled identically on each abstract in order to facilitate proper indexing. Wherever possible, do not list authors with initials only.
Q: Can I open an account if I am not the presenting author?
A: YES, you can submit an abstract on behalf of the presenting author. We ask that you use the details of the corresponding author so they are notified about the status of the abstract. The corresponding author is responsible for informing the co-authors about the status of the abstract. Once accepted, the abstract submission will be moved to an account of the presenting author.
You may open a central account for your institution and exceed the number of abstract submissions indicated in question 2, as long as the same presenting author is not proposed in more than 3 of the abstracts*.
Q: May I amend the submitted abstract?
A: YES, you may log in and amend the abstract any time before the submission deadline (Submission deadline: 16th April 2023). After the deadline you will not be able to modify your abstract, other than by contacting the ISHA Secretariat.
In case you spot a typo mistake after the submission deadline, please contact abstract@ishaconference.com.
Please note that the content cannot be adjusted after the submission has been distributed to reviewers.
Q: Can you please clarify, should the Financial and Interest Disclosures be limited to the past 1 year?
A: All disclosures should be listed if relevant to the abstract content and all others within the last year. Older disclosures are not required.
Q: Can I use abbreviations in my abstract?
A: All abbreviations must be defined the first time they appear in your text (but do not define in the title).
Q: Who do I contact for technical assistance while submitting an abstract?
A: Please contact abstract@ishaconference.com by email, describing the problem, or contact the ISHA Secretariat Office at Tel: +44 (0)203 519 9427.
Q: Will my abstract be processed if I leave it in an incomplete/draft status?
A: NO. The abstract must be in a submitted status before it can be processed, otherwise will not be submitted for reviewing. Please make sure that your abstract’s status is submitted and not left in draft ahead of the deadline.
Q: May I submit a case report?
A: Case reports may be submitted for consideration. Submit these via the same platform.
Q: Are you planning to have late breaking submissions?
A: NO, all abstract submissions for consideration for EPoster or podium presentation or video submissions should be submitted by the deadline of 16th April 2023, 23:59 British Summer Time (BST).
*Institutes may opt to upload all their institute’s research submissions in one portal and determine the presenting author once acceptance notifications are given. The ISHA Secretariat will facilitate this, but please note that clause 7 still applies. This is to ensure diversity and broad representation within the programme.
A F T E R S U B M I S S I O N
Q: How will I know if my abstract or video has been accepted?
A: Notifications will be sent to the corresponding author w/c 3rd July 2023 by email.
Q: Will all co-authors be notified?
A: NO, only the corresponding/presenting author will be notified. It is up to the corresponding/presenting author to notify the co-authors. Please ensure the ISHA Secretariat is notified of any changes to the presenting author or co-authors; the information submitted with the abstract will be used in printed and digital programme material.
Q: Will I only be notified if my abstract or video is accepted?
A: No, each abstract or video submission will receive a notification, whether accepted or rejected. All presenting authors will be notified. As such, please make sure that the contact information for the presenting author is up to date.
Q: When will I know the day and time of my presentation?
A: The notification email will include the day and time of the presentation, moreover the instructions for the preparation.
Q: Can I make changes/additions to my abstract or video after the submission deadline?
A: No, changes cannot be made to the abstract once the submission deadline has passed. In case you spot a typo mistake after the submission deadline, please contact abstract@ishaconference.com. Please note that the content cannot be adjusted after the submission deadline.
Q: How do I withdraw my abstract?
A: In order to withdraw your abstract, send an email to abstract@ishaconference.com indicating your intent to do so. Within the email text, kindly include: the abstract reference number and the complete title of the abstract.
Q: What happens in case of change of corresponding/presenting author?
A: In case of change of corresponding/presenting author, a co-author can substitute for the presenting author. Any co-authors wishing to attend the meeting must register in their appropriate category.
In case you would like to change the presenting author, please send an email to abstract@ishaconference.com.
Within the email text, kindly include: the abstract or video reference number and the complete title of the abstract or video. Furthermore, please include the name of the new corresponding/presenting author and his/her email address and phone number.
T E C H N I C A L Q U E S T I O N S
Q: When and where are you going publish the abstracts?
A: All accepted regular abstracts will be available to access via the ISHA 2023 meeting website, as well as in the ISHA 2023 Conference App 7 days before the start of the ISHA 2023 Annual Scientific Meeting.
Q: How do I submit a Video, Copyright License and Financial Disclosure?
A: You are able to upload these items as attachments with your abstract / video summary within the abstract submission portal.
Q: If my abstract is accepted for presentation, do I have to register for the Annual Scientific Meeting?
A: Presenters of accepted abstracts must register for ISHA 2023; this is applicable for all presentation formats.
Q: Are authors eligible for the reduced registration rate?
A: There is no special registration rate for abstract or video authors. Discounted rates are available only for ISHA Members in Good Standing. There are different rates of membership depending whether you are a resident/fellow/trainee or PT.
Q: Will travel grants be offered this year?
A: There will be two trainee awards and three physiotherapist awards available to qualifying participants at ISHA 2023 in Cape Town. There will also be a limited travel bursary scheme available for registrants from the African continent. Further information about how to apply will be detailed on the ISHA website during March 2023 when registration opens. Please refer to the Awards section of the website for more information on how to apply.
Q: Who owns the copyright of the published abstracts?
A: The copyright is automatically owned by the abstract’s author(s). In case you would like to use the data, you must have the permission of the authors. By completing the copyright agreement, the authors are giving consent for ISHA to publish the submitted abstracts or videos, to reference them in any promotional material and to include them within any ISHA content library.
Q: Whom should I contact if I need a certificate of my EPoster, podium or video presentation?
A: Please send an email to abstract@ishaconference.com indicating your name and the abstract title.
Q: What format will EPosters take?
A: Authors of abstracts accepted as EPosters will be sent preparation instructions along with presentation templates to enable you to prepare your EPoster. It is a formatted PowerPoint slide. It is possible to embed video and add narration to your EPoster. Information on how to do this will be included in the upload instructions.
Questions?
If you need any assistance with the abstract submission or any other matters relating to abstracts, please contact abstract@ishaconference.com or speak to the team on Tel. Hotline: + 44 (0) 20 3519 9427 (Mon – Fri during BST (British Summer Time) business hours).
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