Abstract Presentation Guidelines

Presentations

Important Dates

  • Early bird registration ended March 18 
  • Pre-registration ends April 30
  • Presentation Upload Deadline (PowerPoint, Video) - May 1, 2019

General Information

The APSA Annual Meeting provides a professional forum for the presentation and discussion of new ideas, issues and developments of importance to APSA members and to the interested community. The presentation of abstracts is a key feature of the meeting. Your cooperation in adhering to all of the guidelines will help the meeting run smoothly and provide quality and consistency for the attendees.

Speaker Registration Information

APSA policy dictates that all presenters are required to register for the annual meeting. 
Early bird registration ended March 18.  Pre-registration ends April 30Register Now

Abstract Rescheduling/Withdrawal

Presenters should make arrangements to be present for their assigned session. The order of presentation of the abstracts will not be changed. Withdrawal of abstracts after acceptance is strongly discouraged and may be subject to sanctions from the Board of Governors.

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Presentation Requirements

Electronic Presentations

All presentation rooms will be equipped with the following:

  • Wireless mouse
  • LCD projector
  • Podium with microphone
  • Appropriate screens
  • Monitor for speaker
  • Laser pointer

Uploading Your Presentation

  • All presenters must check in with the A/V staff in the Speaker Ready room at least 2 hours prior to their presentation, preferably the day before. Presenters are encouraged to review their slides/videos with AV staff in the speaker ready room.
  • Podium presenters - Plenary Scientific, Scientific Break-out and Quick Shots session - upload your presentations by May 1.
    • Your presentation must be uploaded via the APSA platform. In early February presenting authors receive an email with a link and unique login to their abstract account. Use this account to update your information, including name, credentials, institution, presentation title, etc., and upload your slides/videos.
    • Videos - must include audio narration, narration from the podium will not be allowed.
The A/V technician will project your slides/video when you begin your presentation. There will be a separate screen allowing you to see the presentation while facing the audience. The A/V technicians will be available to assist you if needed.

Presentation Types 

Plenary Scientific Sessions
  • Limited to 8* minutes: 4 minutes for presentation, 4 minutes for discussion.
  • Video presentations are limited to 8* minutes: 5 minutes for presentation, 3 minutes for discussion.
  • Unlimited number of slides.
  • Slide presentation format - widescreen HD Format (16:9 aspect ratio).   
*except those abstracts presented in committee-specific sessions where the committee chair has indicated a different presentation length.
 
Scientific Break-out Sessions
  • Limited to 8* minutes: 4 minutes for presentation, 4 minutes for discussion.
  • Video presentations are limited to 8* minutes: 5 minutes for presentation, 3 minutes for discussion.
  • Unlimited number of slides.
  • Slide presentation format - widescreen HD Format (16:9 aspect ratio).
*except those abstracts presented in committee-specific sessions where the committee chair has indicated a different presentation length.

Quick Shot Sessions
  • Limited to 4 minutes: 2 minutes for presentation, 2 minutes for discussion.
  • Maximum 6 slides, no minimum. Recommended 3-6 slides.
  • Video presentations in quick shot sessions only are limited to 5 minutes without discussion.
 
Abstracts with Video Presentations
  • Video must include audio narration of the procedure (presenters cannot narrate from the podium)
  • Format:
    • Video file maximum is 250,000 KB.
    • An aspect ratio of 16:9 or 4:3.

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Podium Presentations

Abstract presentations are spread out among 24 scientific sessions as follows:

Sunday, May 19

  • Scientific Session 1: Gastrointestinal Surgery - 3:15 pm – 4:45 pm.
  • Scientific Session 2: Basic Science, Chest and IBD - 3:15 pm – 4:45 pm.
  • Scientific Session 3: Oncology (basic science and clinical), Global and Anesthesia/analgesia - 3:15 pm – 4:45 pm.
  • Quick Shots 1: Gastrointestinal Surgery - 5:15 pm – 6:15 pm.
  • Quick Shots 2: Thoracic and Colorectal Surgery - 5:15 pm – 6:15 pm.
  • Quick Shots 3: Oncology (basic science and clinical) - 5:15 pm – 6:15 pm.

 Monday, May 20
  • Plenary Scientific Session 1 - 10:15 a.m. – 11:30 a.m. 
  • Quality and Safety (Surgical Quality & Safety Committee) - 4:00 pm – 5:30 pm. 
  • Advocacy (Health Policy & Advocacy Committee) - 4:00 pm – 4:45 pm. 

 Tuesday, May 21
  • Oncology (Cancer Committee) - 8:45 am – 9:45 am. 
  • Trauma (Trauma Committee) - 8:45 am – 9:45 am.
  • Fetal (Fetal Diagnosis & Treatment Committee) - 10:15 am – 11:15 am.
  • Critical Care (Surgical Critical Care Committee) - 10:15 am – 11:15 am.
  • Opioid Reduction (Opioid Use Reduction SIG) - 10:15 am – 11:15 am.

 Wednesday, May 22
  • Plenary Scientific Session 2 - 7:00 am – 8:15 am.
  • Scientific Session 4: Practice, Education and Trauma - 8:30 am – 9:30 am.
  • Research (Research Committee) - 8:30 am – 9:30 am.
  • New Technology (New Technology Committee) - 8:30 am – 9:30 am.
  • Quick Shots 4: Basic Science and Trauma - 9:30 am – 10:30 am.
  • Quick Shots 5: Fetal Basic Science and Neonatal and Fetal Clinical - 9:30 am – 10:30 am.
  • Quick Shots 6: Clinical, Education and Innovation - 9:30 am – 10:30 am.
  • Ethics (Ethics Committee) - 10:45 am – 11:30 am.
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Posters

Poster hall is located in the exhibit hall. Authors are encouraged to be in attendance during the general session breaks Sunday, Monday and Tuesday to address questions from meeting attendees. APSA will provide one 4’ (1.22 meters) tall by 8’ (2.44 meters) long poster board and pushpins for your poster display. Poster boards will be numbered; be certain to display your materials on the board corresponding to your poster number.

Poster Hall Schedule 

Poster Set Up Sunday, May 19   11:00 a.m. – 3:30 p.m.
Poster Viewing Sunday, May 19  4:00 p.m. – 9:00 p.m.
  Monday, May 20 8:00 a.m. – 2:00 p.m.
  Tuesday, May 21 6:30 a.m. – 11:00 a.m.
Poster Dismantle   Tuesday, May 21 11:00 a.m.

APSA and the hotel are not responsible for your presentation materials.

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Tips for a Successful Presentation

Presentation times will be strictly enforced by session moderators. In consideration to subsequent presenters, if your presentation runs long, you will be asked to end it prior to completion and discussion time will be eliminated.

  • Practice the presentation several times, preferably with an audience of peers.
  • PowerPoint slides should be easily readable and understandable by the audience. Information should be legible when read unaided at a distance of 40 feet (12.9 meters). 
  • Use a big, bold font, such as Arial. Use contrasting colors, but avoid using too many colors. A maximum of three colors is recommended.
  • Avoid putting too much information on one slide. A limit of 36 words is recommended.
  • Avoid projecting typed pages as they are not legible more than a few feet from the projected image.
  • Information should be presented horizontally (landscape). 
  • Significant results and conclusions should be highlighted on the visuals.
  • Using a laser pointer or the pointer function within PowerPoint is acceptable, but using other functions within PowerPoint to highlight salient information during your talk is preferred (animation, etc).
  • Remain at the podium following your presentation to answer questions from the audience.
  • Summarize questions from the audience into the microphone for the entire audience to hear before attempting to respond.
  • Speak clearly into the microphone to be heard in the back of the room.
  • Familiarize yourself with the podium and computer prior to your session if able
  • Speak to the audience, not to the visual.
  • Avoid slang and contractions when possible.
  • Bring a back-up copy of the digital file in the event the original file has been corrupted.

Slide Presentations:

  • Text should be summarized statements, no more than six words per statement and no more than six points per slide. Several simple slides are preferable to one complicated slide.
  • Tables and graphs should be used to show only relevant information. Titles, headings and legends should be clearly presented. Tables: limit the size to six rows and four columns. Graphs: be sure they are simple, big and bold, making one point at a time. General trends and relative values are better than detailed line drawings. Photographs: should tell a story and support the overall presentation. Avoid using poor quality photos. You are responsible for insuring you have adequate permission for any graphs, tables or images you include in your presentation.

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Awards

APSA awards several prizes for outstanding presentations.

Innovation Award
One $500 award is awarded for Best Innovation Abstract. The winning presentation is selected by special committee made up of the Program Committee, New Technology Committee and members of the APSA Board of Governors. The award is based solely on scores determined from the presentation at the annual meeting. Learn more.

Quick Shots of Distinction 
APSA selects two recipients for outstanding presentations in the Quick Shots sessions. Members of the Program Committee and the Association of Pediatric Surgery Training Program Directors (APSTPD) select one recipient in each of two categories: basic science and clinical.  Each winner will receive a $250 award.

Award recipients must be residents currently enrolled in an accredited training program (general surgery or pediatric surgery). Presentations are judged on scientific merit and actual presentations.  The sibmitting author had an opportunity to indicate whether the abstract is eligible for this award during abstract submission. Learn more.

M. Judah Folkman Memorial Awards

APSA and the APSTPD are proud to present the M. Judah Folkman Memorial Award for outstanding research presentations given during the APSA Annual Meeting. This award was created in honor of Dr. M. Judah Folkman and his legacy of leadership in our organization, the tremendous body of work he left behind and the way he selflessly shared his art of medicine with so many students and the art of healing with so many children and families. Two winners are selected for best podium presentations from the four scientific sessions and the two plenary sessions. Members of the Program Committee and the APSTPD select one recipient in each of two categories: basic science and clinical. Each winner will receive a $1,000 award and a medallion.

Award recipients must be residents currently enrolled in an accredited training program (general surgery or pediatric surgery). Presentations are judged on scientific merit and actual presentations. The submitting author had an opportunity to indicate whether the abstract was eligible for this award during abstract submission  Learn more.

Quality, Safety and Value in Surgery Award
This award is awarded to the manuscript that describes a research study or quality improvement project that best addresses the value proposition by demonstrating an improvement in outcomes while at the same time reducing cost or other measures of resource utilization. The quality of the manuscript and potential impact of the intervention for improving value outside of the author’s own institution will serve as the primary criteria for judging. The recipient of the award will receive a $500 prize and a framed certificate.

  • Eligible abstracts are identified by the Surgical Quality & Safety Committee.
  • A manuscript supporting the abstract must be submitted for review for publication in the Journal of Pediatric Surgery, via the regular APSA channels by the stated deadline.
  • Video presentations are not eligible. Learn more.

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Manuscript Submission

The manuscript submission deadline was March 15, 2019.
View the manuscript submission requirements

Authors presenting abstracts in the Plenary Scientific, Scientific Break-out and Quick Shots sessions have the option* to submit manuscripts for publication in the Annual Meeting edition of the Journal of Pediatric Surgery (January 2020). Presentation of your abstract at the annual meeting is not a guarantee of acceptance for publication.Posters and videos are not eligible for manuscript submission.

Manuscripts must be submitted via the APSA platform.  All presenting authors received an email in mid-February with a link and unique login to the platform, including manuscript submission. If you did not receive an email and believe that you should have, contact Marina Petrulla at mpetrulla@eapsa.org. 
 
* Manuscript submission is required for abstracts that have been identified as candidates for the Quality Award.

Contacts

Casey M. Calkins, MD, Program Committee Chair
Lee Ann Clark, Executive Director
Marina Petrulla, Administrative Director; +1-847-686-2339