Abstract Submission & Guidelines

Abstract Submission & Guidelines

ABSTRACT SUBMISSION IS NOW OPEN

Submission Deadline: Tuesday, 5 November 2024 – 23:59 EST (Eastern Standard Time)

5 November 2024

Abstract Submission Deadline

19 December 2024*

Abstract Notifications

21 January 2025

Presenters' Registration Deadline

KEY DATES

Regular Abstract Submission

Abstract Submission Opens March 2024
Abstract Submission Deadline 5 November 2024 (23:59 EST)
Abstract Notifications* 19 December 2024
Registration Deadline for Regular Submission Abstract Presenters 21 January 2025

Late-Breaking Abstract Submission

Late-Breaking Abstract Submission Opens 6 January 2025
Late-Breaking Abstract Submission Deadline 4 February 2025
Late-Breaking Abstract Notifications* 20 February 2025
Registration Deadline for Late-Breaking Abstract Presenters 11 March 2025

*Please note that all efforts are made to send the abstract notifications by the announced dates. In case of any delays, an updated timeline will be poster here. We thank you in advance for your understanding and cooperation!

ABSTRACT SUBMISSION GUIDELINES

To view the full abstract submission guidelines, please click on the purple buttons below for each category.

RULES FOR SUBMISSION

  • All abstracts must be submitted via the official LUPUS 2025 abstract submission portal (URL available during the submission period). Please note that the Congress Organizers are not able to accept abstracts submitted via e-mail.
  • Abstracts must be received by the announced deadline. Abstracts received after the deadline will not be considered.
  • Abstracts must be original. While the LUPUS 2025 Congress accepts encore abstracts presented at other conferences previously, it is advisable when possible to include updated research or analysis data to highlight the progress of your research and keep the information in the abstract up-to-date. If some of the data in the abstract is previously published in a journal or other congress proceedings, it is the author’s responsibility to confirm with the publisher whether the submission of the abstract for the LUPUS 2025 Congress will breach any copyright policies of the publisher. Please note that accepted abstracts of participants registered for the LUPUS 2025 Congress are scheduled for publication in The Journal of Rheumatology (JRheum).
  • All abstracts must be submitted in English. Please use US spelling (Merriam-Webster dictionary).
  • Each abstract should not exceed 550 words.
  • The abstract title should not exceed 25 words and should be UPPER CASE.
  • Each author can submit a maximum of five (5) abstracts and each person can be assigned as the presenter of a maximum of five (5) abstracts.

 

Presentation Type

Please choose the format or your abstract from the below two types.

  • Original Abstract: To be considered for oral or e-poster
  • Case Report Abstract: To be considered for e-poster only

Please note that the Congress Organizers will determine the final presentation format based on content and program time limitations and your abstract will be assigned to one of the following presentation types.

  • Oral Abstract: The presenting author will be assigned 10 minutes in a scientific session using PPT slides – 7 minutes for oral presentation & 3 minutes for Q&A.
  • E-Poster Tour: The presenting author will be assigned 6 minutes in an E-Poster Tour session using an E-Poster – 4 minutes for short oral presentation & 2 minutes for Q&A.
  • E-Poster Viewing: The presenting author will be requested to submit an E-Poster for the LUPUS 2025 E-Poster Gallery. There will be no designated presentation time. Instead, interested attendees will be able to contact presenting authors with questions within the online E-Poster Gallery. All accepted case report abstracts will be assigned to E-Poster Viewing only.

 

Abstract Structure

I. Original abstracts should be structured as follows:

  1. Background/Purpose: Please include the research background or a statement of purpose.
  2. Methods: Please specify the used methods, materials, and analytical procedure.
  3. Results: Please summarize the results in sufficient detail to support the conclusion (a “results will be discussed during presentation” statement is not acceptable).
  4. Conclusions: Please describe the reached conclusion(s).

 

II. Case reports should be structured as follows:

  1. Introduction: Please introduce the case by including information on its uniqueness (why is the case special).
  2. Case Presentation With Investigation: Please describe the case including the made investigation(s).
  3. Literature Review: Please summarize the used literature.
  4. Discussion: Please articulate the lessons learned from the case.

 

Basic Information

  • Authors:
    • Presenting author’s contact details
    • Author(s) names appear in upper and lower case (e.g. J.C. Smith).
    • Author and co-authors’ affiliation details: department, institution/organization, city, state (if relevant), country.
  • Abstract title: The title is limited to 25 words in UPPER CASE (e.g. EMERGING APPROACHES IN SLE MANAGEMENT)
  • Abstract text: The text is limited to 550 words, including acknowledgments (if any). The text count may be affected by inserting tables and non-scientific text such as acknowledgments.
  • Abstract topic: Abstracts must be allocated to a specific topic for the scientific program. Please choose from the list of topics.
  • Spelling: All abstracts must be submitted in English. Please use US spelling (Merriam-Webster dictionary). Spelling and grammar must be checked before submission. Use built-in grammar and editor checks in MS Word.
  • Abbreviations and symbols: Define at first mention and ensure consistency throughout the abstract. There is no need to expand the following abbreviations: BMI, 95% CI, IQR, SD.
  • Punctuation (spaces):
    • Use only one space after periods.
    • Place one space in between mean (SD) and median (IQR) values.
    • Do not put a space before a comma or closing bracket.
  • Numbers & data:
    • Use hyphens for 95% CI ranges and IQRs (eg, 95% CI 5.0-10.5, IQR 2.0-4.3). The exception is negative values in ranges, which should be separated by a comma (eg, 95% CI –5, 9).
    • Place space in between symbols and numerals (eg, < 50, n = 191). There should be no spaces after a hyphen.
    • Exponents should be preceded by a caret (^), with no space in between (eg, 10^9)
  • Keywords: You are welcome to enter up to 5 keywords that define your abstract. The keywords must be in English and can include numbers.
  • Images, graphs, tables:
    • The maximum file size of each image is 500 KB. The maximum pixel size of the graphs/images is 4000(w) x 2076(h) pixels & between 300 and 1200 dpi.
    • You may upload images in JPEG format only.
    • You are limited to two (2) images, tables, and/or graphic uploads per abstract submission in total. Tables and/or graphics uploaded as image files do not count towards the character limit. Characters in tables that are directly entered into the text will be counted.
    • Tables/graphs/images should be cited within the abstract body at their relevant point. In case you will not upload any tables/graphs/images, please make sure there are no mentions of such in the text remaining from earlier edits you may have made. Citations should appear after a period or a comma (but before a semi-colon or colon), in square brackets eg, [1.]
    • Make sure your graphics have been successfully uploaded. You should be able to view them when previewing your abstract. Graphics not successfully uploaded by the deadline cannot be added at a later date.
  • References: There should be no more than three (3) references formatted as follows: [#.] Last name first initial. Journal abbreviation Year;Volume:page no.-page no. (e.g., [1.] Almeida C. Autoimmun Rev 2015;14:1087-96.
  • Conflict of interest disclosure: At the time of submission, the submitting author will be requested to provide a brief conflict of interest statement on behalf of all co-authors. If the abstract is selected for oral presentation, the presenting author will be contacted additionally to complete a mandatory detailed Conflict of Interest Disclosure form.
  • Further guidelines: For more information on formatting, please review the JRheum checklist for abstract formatting.

SUBMISSION REQUIREMENTS

  • The author designated as the presenter for an abstract accepted into the LUPUS 2025 scientific program must be a registered participant. Presenting authors must register by the announced deadline under Key Dates above in order to confirm their participation in the Congress. Abstracts of unregistered presenting authors will be removed from the final scientific program. In case of a change in the presenting author after submission has closed, please immediately notify the Congress Organizers at LUPUS_abstracts@kenes.com.
  • Submission of an abstract acknowledges your acceptance for the abstract to be published in the official congress publications.
  • The presenting author is required to ensure that all co-authors are aware of the content of the abstract and agree to its submission, before submitting the abstract.
  • All accepted abstracts will be published in a peer-reviewed journal – The Journal of Rheumatology (JRheum), as well as other congress proceedings and online materials.
  • Abstract submitters will be required to disclose a brief conflict of interest statement in the submission form.
  • Use only standard abbreviations. Place special or unusual abbreviations in parentheses after the full word the first time it appears.
  • Use generic names of drugs. The presentation must be balanced and contain no commercial promotional content.
  • Submissions may not contain patient names, hospital ID numbers, or other identifying information.
  • The submission form allows you to store your abstract as a DRAFT until the deadline. After the deadline if not submitted, drafts will be deleted.
  • Before the abstract submission deadline, you may reopen and edit your abstract if necessary. Click on the SUBMIT button at the end of the process in order to submit your abstract. Changes will not be possible to your abstract after the submission deadline.
  • You will receive an abstract ID number via email after you have submitted your abstract. Please refer to this abstract ID in all correspondence regarding the abstract.
  • Please contact us if you have not received confirmation that your abstract has been submitted.
  • Please do not submit multiple copies of the same abstract.

ABSTRACT SUBMITTERS’ DECLARATION

During abstract submission, you will be asked to confirm that you agree to the following:

  1. I confirm that I previewed this abstract and that all information is correct. I accept that the content of this abstract cannot be modified or corrected after final submission and I am aware that it will be published as submitted.
  2. Submission of the abstract constitutes the consent of all authors to publication (e.g. journal, congress website, program, other promotions, etc.)
  3. The Abstract Submitter warrants and represents that no part of the information and content provided by him/her (Hereafter: the “Content“) to the 16th International Congress on Systemic Lupus Erythematosus (LUPUS 2025) and Kenes International Organizers of Congresses SA and its affiliates (together: the “Organizers“), nor the publication of any such Content by each of the Organizers, on the internet or otherwise infringes any third party rights, including but not limited to privacy rights and/or intellectual property rights.
  4. The Abstract Submitter grants each of the Organizers the license and right to use, reproduce, publish, translate, distribute, and display the Content or any part thereof, in any manner and on any platform or media whatsoever, in each Organizer’s absolute discretion, on a royalty-free, perpetual, irrevocable nonexclusive basis.
  5. I herewith confirm that the contact details saved in this system are those of the presenting author, who will be notified about the status of the abstract. The presenting author is responsible for informing the other authors about the status of the abstract. The submitting author (if different) may request to be copied on abstract correspondence.
  6. I understand that the presenting author must be a registered participant.
  7. The Organizers reserve the right to remove from publication and/or presentation an abstract that does not comply with the above.
  8. I understand that I must select a specific Theme and/or Topic for my abstract allocation. Although the Committee will work hard to honor this selection, this cannot be guaranteed. The Committee reserves the right to change the Theme and/or Topic under which the abstract was originally submitted.

ABSTRACT EMBARGO POLICY

The LUPUS 2025 Congress does not place an embargo over the submitted abstracts and authors are free to reuse their abstracts.

Abstract titles and author names of abstracts selected for oral and e-poster tour presentations will be visible via the LUPUS 2025 interactive program in their designated sessions once the notification process has been completed. The abstract bodies of abstracts accepted for oral presentation will also be visible via the interactive program once the notification process has been completed.

All abstracts* submitted and accepted for presentation during the regular and late-breaking submission period will be released via the LUPUS 2025 website as part of the The Journal of Rheumatology publication about 1-2 weeks prior to the Congress (publication date will be announced in due course).

*Please note that only abstracts of registered presenting authors are included in the LUPUS 2025 scientific program. Abstracts of presenting authors who have not completed their registration by the announced deadlines will be removed from the program and will not be included in the journal publication. 

SUBMISSION QUESTIONNAIRE

During the abstract submission, you will be asked to answer the following questions.

Are you currently enrolled in training or have completed training within the last five (5) years in an area related to systemic lupus erythematosus (e.g. an Early Career Professional)? *

  • Please note that if you select “yes”, you will be prompted to insert the date of completion of your training. If you have not yet completed your training, please enter your expected completion date (month/year).
  • This question is aimed at the presenting author. If you are submitting on behalf of someone else, please answer “yes” only if the scheduled presenting author is an Early Career Professional.