Frequently Asked Questions

Abstracts

1. I submitted an abstract but did not get a confirmation mail?
If you submitted your abstract successfully, you should receive a submission confirmation e-mail within 24h after submission. If you didn’t, please contact the SETAC Europe office as soon as possible so they can check if your submission was successful.

2. Why do I have to submit an extended abstract if I want a platform presentation?
For its Annual Meeting in Warsaw (May 2008), SETAC Europe introduced the submission of extended abstracts for platform presentation in order to improve the scientific quality of the meeting. Extended abstracts enable the scientific committee and the session chairs to better judge the papers, and facilitate the consistent programming of the platform sessions. The responses on the questionnaire held after the Warsaw meeting showed that the majority of the attendants agreed this indeed improved the scientific quality of the platform sessions. Hence, SETAC Europe decided to repeat this process for the Göteborg meeting.
At the meeting, a regular abstract book containing the short abstracts for all platform and poster presentations will be distributed. The extended abstracts will be published separately in a congress proceedings book, which will be distributed at the meeting on USB stick.
Please note that ONLY submissions including an extended abstract will be considered for a platform presentation, even if you do not want your extended abstract to be printed.

3. I do not want my extended abstract to be published. What to do?
In case you are selected to give a platform presentation, your extended abstract will be published in a separate congress proceedings book, UNLESS you have indicated during your online submission you do NOT give SETAC permission to print the extended abstract.
If you have not indicated this during your online submission, you can still send an e-mail to the SETAC Europe office until 15 April asking them to exclude your extended abstract from the congress proceedings book. After that date, abstract and programme book will be sent to the printer and changes cannot be made anymore.

4. How long does it take to receive news about the acceptance of my abstract?
You will receive an acceptance or rejection letter on 28 January 2009. Deadline for submission of abstracts is 1 December and the abstract review process starts early December. Firstly, all abstracts are evaluated by the members of the scientific committee. They do a first screening and take out non-fitting and poor quality abstracts. Just before Christmas, the abstracts go to the session chairs/co-chairs for a more detailed review. They evaluate all papers in order to make a selection of platform and poster presentations, and suggest a programme for their session. This programme then goes back to the Scientific Committee and they do a final check to take out biased or too commercial sessions. The SETAC Europe office coordinates this whole process and administers the results of each step. Once the review process has been terminated, the SETAC Europe office will send out the acceptance / rejection letters to all submitters on 28 January 2009. If authors do not receive any news by 5 February we strongly advise them to contact SETAC staff.

5. It is February or later and I still haven’t received any news about the acceptance of my abstract?
For every abstract, the contact person of the abstract receives an acceptance or rejection letter on 28 January. If you have not received any news by 5 February, we strongly advise you to contact SETAC staff.

6. I received an acceptance letter for a poster presentation although I requested a platform presentation?
In the frame of the Annual Meeting programme, the members of the scientific committee and/or the session chairs/co-chairs have the responsibility of reading, evaluating and selecting papers for platform and poster presentations. The number of slots for platform presentations is limited, so it is simply not possible to give all persons requesting a platform presentation a slot to give their talk. Usually, a change from poster to platform is not possible because at that stage we have already scheduled all the platform sessions and notified all submitters about their status. However, in case of a platform withdrawal there can be a possibility of switching a poster to a platform presentation. If an author would have any specific questions about the choice of platform/poster assignments, he/she is advised to contact the session chairs/co-chairs.

7. I submitted an extended abstract for platform presentation but I now have a poster presentation. What happens to my extended abstract?
Extended abstracts are used to enable the scientific committee and the session chairs to better judge the papers, and facilitate the consistent programming of the platform sessions. Your abstract will be reviewed by the scientific committee and the session chairs and they can decide to accept your abstract as a poster presentation. This means your extended abstract will not be published in the separate congress proceedings book but only your short abstract will be published.

8. I want to make changes to my abstract / extended abstract. What to do?
Please note that you CANNOT make changes to your abstract / extended abstract online once you have submitted it. If for some reason you need to make important changes to your abstract (e.g. change presenting author, change permission to publish extended abstract), please send an e-mail to the SETAC Europe office before 15 April clearly mentioning your abstract number, title and the changes that need to be made. If you need to make changes to your extended abstract, please attach the changed file to your e-mail. After 15 April, abstract and programme book will be sent to the printer and changes cannot be made anymore.

9. I have a poster/platform presentation but cannot attend the meeting. What to do?
Check with your co-author(s) if they can present your presentation for you. If they can, then notify the SETAC Europe office that the presenting author of your poster/platform presentation will change. If there is nobody to present your poster/platform presentation, you will have to withdraw it from the programme. In this case, please notify the SETAC Europe office immediately so they can make the necessary changes to the programme.
Note that presentations from presenting authors not having registered before 10 April 2009 will be cancelled and excluded from the programme and abstract book.

10. I have a poster presentation but cannot attend the meeting. Can I send my poster to the SETAC Europe office or to the congress centre so that somebody puts it up for me?
NO. Poster presenters are responsible for their own poster, and should bring their poster personally. If for some reason you cannot attend the meeting, check with your co-author(s) if they can present the poster instead. In case of withdrawal, the author should notify the SETAC Europe office immediately.

 

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