Call for Submissions

2018 ASCRS·ASOA Symposium and Congress

April 13 - 17, 2018, Washington, DC

<< Information to know before you begin your submission(s) >>

Select one of the programs below and click on the corresponding box to begin a submission:

  1. ASCRS ELECTRONIC POSTERS

    Deadline for New Submissions: Friday, September 22, 2017 at 11:59 PM PT
    All accepted poster submissions will be available for viewing on-demand in the Poster Pavilion, and on the ASCRS website pre-and post-meeting. Accepted poster abstracts will be presented in electronic format only (PowerPoint). Questions from attendees will be submitted electronically to the lead author’s email.

    PEER REVIEW

    All poster submissions will be peer reviewed by the ASCRS Program Committee and appropriate clinical committees. Abstracts will be graded on content and scientific integrity. Submissions by non-MDs/DOs will be reviewed in the context of the presenter’s training and education.

    RESPONSIBILITIES OF THE LEAD AUTHOR

    • Prior to submitting, the lead author must complete their financial disclosure information.
    • Lead authors must notify coauthors to complete their financial disclosure by September 22, 2017. Coauthors who have not completed the disclosure form will not be included on the abstract.
    • Submission are not reviewed for acceptance until all steps are completed.
    • For an example of an ideal poster submission and specific submission requirements download a one page guide.

    ELECTRONIC FORMAT FOR ACCEPTED POSTERS

    • Electronic Posters must be uploaded as PowerPoint Files (.PPT or .PPTX, only). Maximum of 12 PowerPoint Slides (file size of 50 MB)
    • Any combination of PowerPoint slides with images, tables, and text accepted.
    • Videos and/or animation cannot be embedded in the PowerPoint file.
    • An additional file upload containing supporting multimedia file is available (Limit: 1 file; 50 MB max)
    • PowerPoint file should not be password protected.
    • Do not submit the poster as a single slide.
    • Title slide must include financial interest statement, or lack thereof, for all authors listed on the abstract.

    PRESENTED POSTERS AND AWARDS

    Selections for winning posters will be judged in the following four categories: cataract, keratorefractive, cornea, and supplementary (pediatric, glaucoma, retina, and other). Please note eligibility and judging criteria below.

    Posters selected for an award will be given the opportunity to present their poster live at the meeting. Presentation times/dates to be announced closer to the meeting

    Eligibility

    All accepted poster submissions must meet these 4 requirements to be eligible for poster judging:

    • The final approved title appears on the electronic poster, including all edits provided within acceptance notification.
    • Disclosure of relevant financial interests (or lack thereof) appears on either the title slide or the slide immediately following it.
    • Submitted electronic poster is no more than 12 PowerPoint slides.
    • Meets the electronic poster upload deadline requirement, February 5, 2018

    Judging Criteria

    • Applicability/educational value
    • Originality
    • Scientific content/validity
    • Clarity
  2. ASCRS INSTRUCTIONAL COURSES

    Deadline for New Submissions: Friday, September 22, 2017 at 11:59 PM PT
    Please carefully follow the updated guidelines below.  Only course may be submitted.  Submission acceptance is based on providing instruction on relevant and timely topics that fit within the entire program based on the standards listed below.  Course submissions are peer-reviewed by the appropriate clinical committees.  ASCRS guidelines require that the material be impartial, adhere to scientific integrity, and portray valid clinical content.  Courses are selected based on scores and comments by reviewers and whether the course will fit into an overall balanced program.

    COURSE CRITERIA:

    • State a clear educational objective
    • Ensure course format (i.e. didactic lecture, surgical or clinical videos, etc.) is appropriate to meet educational objective 
    • Use stated educational objective and format to communicate to attendees on how to apply new knowledge to clinical and surgical practice
    • Indicate presentation material level (Basic, Intermediate, Advanced)
    • Allow adequate time for Q & A during presentation

    COURSE ORGANIZATION:

    Instructional Courses are 90-minutes in length.

    New for 2018: Each instructional course must include 1 course director/lead instructor and up to 5 co-instructors or speakers, not to exceed 6 total faculty members.

    Educational Objective:  Please indicate what you want the learner to be able to do after attending your course.

    • Change surgical technique/approach
    • Improve management of surgical complications
    • Adjust preoperative screening and preparations to minimize surgical complications
    • Use a systematic approach to improve patient care and/or clinical results
    • Consider other technology (e.g. consider a new IOL) to improve surgical outcomes
    • Other (Fill-in the blank)

    Course Description:  The course description will be used in ASCRS Program listings and is the basis upon which participants select sessions to attend. The course description should include a brief- summary of topics to be presented and discussed.

    If the course will be conducted in a language other than English, an English translation of the title, course description, and objective must also be included.

    NEW Course or presented in 2017:  The submission site will ask you to please indicate if the instructional course being submitted is new for 2018, (has not been presented during any live meeting in the past 3 years) or if the course was presented during the Annual Symposium in 2017.

    Course Format:

    Courses should be instructional in nature and aim to achieve the stated educational objective. Educational design/format should be indicated using options below.  You may select more than one.   

    • Didactic lecture
    • Surgical or clinical videos
    • Case presentations (with or without videos)
    • Instructional surgical steps (with or without demonstration videos)

    COURSE DIRECTOR/LEAD INSTRUCTOR RESPONSIBILITIES:

    • Provide direction to all faculty (co-instructors, speakers, panelists) on the educational objective of the course and require that all presented material be in accordance with the objective without commercial bias.
    • Ensure that all faculty (co-instructors, speakers, panelists) complete the financial interest disclosure by Friday, September 22, 2017. In accordance with the ACCME’s Standards for Commercial Support, presenters who have not done so will not be allowed to participate in the course and will not be listed in the Final Program.
    • Require all faculty (co-instructors, speakers, panelists) to provide a current email.  Notifications regarding courses are sent to the course director/lead instructor first.
    • Confirm that all faculty (co-instructors, speakers, panelists) are willing and available to participate to the best of their knowledge.
    • Understand that submissions are not reviewed for acceptance until all steps are completed.
    • Encourage all participants to provide a handout for the presentation.  A handout serves as a supplement to the presentation.  File requirements will be sent to the course director and faculty.
    • For an example of an ideal ASCRS Instructional Course submission and specific submission requirements download a one page guide.
  3. ASCRS PAPER SESSIONS

    Deadline for New Submissions: Friday, September 22, 2017 at 11:59 PM PT
    Presenting authors can submit up to 3 submissions.  All paper submissions will be peer-reviewed by the ASCRS Program Committee and appropriate clinical committees. Abstracts will be evaluated based on the following criteria: content, scientific integrity and whether they meet the objectives of the ASCRS Symposium. Submissions by non-MDs/DOs will be reviewed in the context of the presenter’s training and education.

    ASCRS Scientific Paper Submission

    • Prior to submitting, the lead author must complete their financial disclosure information.
    • Lead authors must notify coauthors to complete their financial disclosure by September 22, 2017. Coauthors who have not completed the disclosure form will not be included on the abstract.
    • Submission are not reviewed for acceptance until all steps are completed.
    • For an example of an ideal paper submission and specific submission requirements download a one page guide.

    PAPER PRESENTATIONS

    All accepted papers will be limited to 5-minute presentations. Within each session, papers will be clustered into discussion groups. After each cluster, there will be a panel discussion.

    BEST PAPER OF SESSION (BPOS)

    At the end of each paper session, the moderator and panelists will confer to select the Best Paper of Session (BPOS). A BPOS ribbon will be presented immediately after the decision is made; therefore, all presenters should plan to stay for the conclusion of each session.

    Eligibility

    • All accepted paper presentations must meet these 4 requirements to be eligible for BPOS judging.
    • The final approved title appears on the PowerPoint slide, including all edits provided within acceptance notification.
    • Disclosure of relevant financial interests (or lack thereof) appears on either the title slide or the slide immediately following it.
    • Disclosure of relevant financial interests (or lack thereof) is made verbally at time of presentation.
    • Presentation is within the 5-minute time limit.

    Judging Criteria

    • Scientific merit
    • Originality
    • Clarity
    • Adherence to time limits
  4. ASCRS SCIENTIFIC FILMS

    Deadline for New Submissions: Friday, September 22, 2017 at 11:59 PM PT
    Film Festival Submissions 

    About the ASCRS Film Festival: All scientific film submissions for the ASCRS Film Festival will be showcased on the ASCRS website throughout the year and on demand in the Poster Pavilion and at computer kiosks throughout the convention center. Films will be formally judged after the final submission date. A winner and runner-up will be selected for each category, and a grand prize overall winner will be chosen. Each winner receives a trophy and ribbon. Awards will be presented at the Film Festival Ceremony on Monday, April 16, 2018 during the ASCRS/ASOA Symposium and Congress in Washington, D.C. To view last year’s winners—click here.

    *Attendance at the Film Festival is considered the producer’s official presentation. You must attend so that you can accept, on stage, any award your film may win.

    Film submission questions: Michelle Martin at mmartin@ascrs.org or (703) 591-2220

    Best Practices: 

    • Complete Financial Disclosure here before beginning your submission (if not completed for other submission types)
    • Email co-producers the link to complete the Financial Disclosure Statement here—to create a submission account and complete their financial disclosure (if they have not already)

    Key dates for film submissions:

    • September 22, 2017 (Friday) at 11:59 PM (Pacific Time): Submissions deadline for title and synopsis only
    • September 22, 2017:  Financial Interest Statement deadline for producers and co-producers
    • October 13, 2017: Submission acceptance notification with edited titles emailed to producer
    • December 1, 2017 – February 1, 2018 (Thursday): Submission deadline for physical film upload or receipt of mailed submission (mail address in PDF)
    • *April 16, 2018 (Monday): Film Festival Awards Ceremony

     Multiple Entries: Producer of 1 film and co-producer of 2 films for a total of 3 films per producer

     Film Submission Categories to choose from:

    1.    Cataract Complications

    2.    Cataract/Implant Surgery

    3.    Glaucoma Surgery

    4.    In-House Productions: A film produced by the author independent of financial or technical resources provided by a professional entity.

    5.    Instruments and Devices/IOLs

    6.    New Producer/Young Physician: Combined category that includes the New Producer of any age  and the Young Physician. New Producers can  submit in this category if this is their 1st or 2nd film as the lead producer and they have not won in a society film festival as the lead producer. A Young Physician producer is in their first 5 years of practice after residency and fellowship and has not won in a society film festival as the lead producer.

    7.    New Techniques

    8.    Quality Teaching

    9.    Refractive/Cornea Surgery

    10.  Special Interest: Films that don’t easily fit into the other categories because of their unusual subject matter or unique approach.

    Title: Limited to 140 characters, including spaces and punctuation

    The title should accurately and concisely reflect the submission content. Do not use product/trade names in the title; use generic names instead. The title should not be formulated as a question or statement (i.e., should not include a verb). Titles should follow title case rules and may be edited by ASCRS editorial staff. Please do not enter the title in all upper case letters.

    Synopsis: Limited to 400 characters, including spaces and punctuation. The synopsis should provide a brief overview of your film.

    Film Production: (film due between December 1, 2017–February 1, 2018)

    Length of film: 8 minutes maximum, including opening and closing credits and financial interest    statement.

    Format:  For best results capture your initial video in one of the formats below. All other formats must be encoded into one of these formats before submission.

    1.    HD (High Definition) 720p format (1280 x 720 resolution @ 29.97, 24, 25, 30 or 60 fps) [best balance of quality and file size].

    2.    HD 1080p format (1920 x 1080 resolution @ 29.97, 24, 25, 30 or 60 fps) [best quality but very large file size]. HD video should be encoded with H.264 or MPEG-4 codecs.

    3.    SD (Standard Definition) 480p format (720 x 480 resolution @ 29.97, 24, 25 or 30 fps). SD video may be encoded with H.264, MPEG-4, or MPEG-2 codecs.

    4.    Apple users: Do not submit your video in AIC format. Your .mov files should contain H.264 or MPEG4 formatted video before submission to ASCRS.

    And,

    • Audio tracks should be stereo, in Dolby digital format (AC-3 or AAC)
    • DVD submissions should conform to the NTSC standard (29.97 frames per second)
    • PAL formats will not be accepted
    • Color bars and/or countdown graphics should not be included in the lead-in of the film

    Remember—Download and read the complete Film Festival Guidelines PDF here to create the best possible film

  5. ASOA PRACTICE MANAGEMENT COURSES

    Deadline for New Submissions: Friday, September 22, 2017 at 11:59 PM PT
    The American Society of Ophthalmic Administrators (ASOA) strives to provide the highest quality continuing education to administrators and the ophthalmic community. ASOA welcomes course submissions that promote this goal and meet the educational needs of attendees. Presenting at the Congress provides national recognition and exposure as well as the opportunity to share concerns and ideas with colleagues.

    ASOA gives strong preference to submissions from its members and to material that has not been presented elsewhere. Course submissions are limited to 8 per organization. Unless otherwise approved, all courses will be 60 minutes in length. If more time is needed, please enter the course twice as parts one and two. Course evaluations are completed by all attendees and reviewed by the ASOA Board of Directors, ASOA Program Committee, and ASOA staff. Instructors must arrive on time and end at the designated time. If an instructor fails to appear for a presentation without notifying ASOA in advance, or has not provided the required handout, he/she may not be eligible to submit for the following Congress.

    CE CREDIT FOR SPEAKERS

    ASOA designates this activity for a maximum of 15 COE Category C credits. Individuals should only claim credit commensurate with the extent of their participation in the activity.

    KNOW YOUR AUDIENCE

    Although ASOA Congress attendees are primarily ophthalmic administrators and practice managers, the audience may include attendees from other professional backgrounds including ophthalmologists, optometrists, technicians, nurses, and staff involved in marketing, human resources, accounting/billing, and front-desk operations.

    ROOM SETUP AND AUDIO VISUAL

    All session rooms will be set with theater-style seating, a head table with 4 chairs, and with the following AV equipment provided: wired microphones for the podium, table and 1 wireless clip on lavaliere, wireless slide advancer, LCD projector, screen, and laptop computer. Submitters must contact ASOA and request any changes to the stated set up, including additional head table seating, additional microphones, or flipchart.

    SCHEDULING

    Programming is scheduled in one-hour segments. If your course requires more than 60 minutes, you should submit two sessions and give your presentation as parts one and two. By your submission you are agreeing to be available to present at any time during the Congress.

    EXPENSES

    Presenters working in the field of ophthalmology must register and pay to attend the Congress. All travel and hotel expenses are the responsibility of the presenter. As submitter, you are responsible to communicate all requirements and deadlines to co-presenters.

    HANDOUTS

    If your course is accepted, you will be required to submit an electronic version of your handout before the conference. Handout deadlines will be provided upon course acceptance. Handouts will be available online. Instructions and information about the format for course handouts will be included in the presentation acceptance letter. The handouts must be received by the deadline or the instructor assumes responsibility for providing copies on site. Failure to provide a handout will impact the course evaluation and may be cause for non-acceptance of future submissions.

    For an example of an ideal ASOA Practice Management Course submission and specific submission requirements download a one page guide.

  6. OPHTHALMIC PHOTOGRAPHERS’ SOCIETY (OPS)

    Deadline for New Submissions: Friday, January 12, 2018 at 11:59 PM PT
    ASCRS and the Ophthalmic Photographers’ Society (OPS) co-sponsor a call for photo submissions of high-quality ophthalmic images demonstrating superior imaging techniques to be selected for the OPS exhibit at the ASCRS Symposium. OPS represents members who perform imaging of all structures of the eye using highly specialized equipment to increase the level of patient care and help to advance the science and practice of ophthalmology. The photo selection process is judged by ophthalmologists and OPS member photographers. Acceptance of a photograph(s) for the exhibit is highly selective. You do not have to be an OPS member or register to submit photo entries. Meeting registration is required if you are planning on attending the ASCRS ASOA Symposium and Congress in Washington, DC.

    CATEGORIES

    • Clinical Setting Photography
    • Composite
    • Corneal Endothelial Photography
    • Cross Categories
    • External Photography
    • Fluorescein Angiography
    • Fundus Photography, High Magnification, 20°
    • Fundus Photography, Normal, 30°– 40°
    • Fundus Photography, Wide Angle, 45°+
    • Gonio Photography
    • Gross Specimen Photography
    • ICG Angiogram
    • Instrumentation Photography
    • Monochromatic Photography
    • Optical Coherence Tomography
    • Photo/Electron Micrography
    • Slitlamp Photography
    • Special Effects Photography
    • Surgical Photography
    • The Eye as Art
    • Ultra-Widefield Imaging

    Note: If you wish to submit an iris angiogram, please submit it in the “Fluorescein Angiography” category. Images of anterior segment lesions stained with fluorescein dye (HSV, abrasions, etc.) should be submitted in the “Slitlamp Photography” category. If you have a single retinal image with a field of view greater than 60 degrees, including color imaging, IVFA, ICG, FAF, etc., please use the Ultra-Widefield Imaging category.

    JUDGING PANEL

    A panel of judges will review entries. The judges will be composed of ASCRS ophthalmologists and OPS member photographers. Judges may not submit entries. The judges reserve the right to reassign images to different categories.

    WINNING PHOTOGRAPHS

    Winners will be listed in the final program and displayed in the OPS exhibit at the ASCRS Symposium. First, second, third, and honorable mention photographs will be selected. Additionally, an overall Best in Show winner will be selected.

    ELIGIBILITY

    Photographs that have not been displayed in previous OPS exhibits are eligible for entry.

    RELEASES

    Photographs revealing patient identity must be accompanied by a typewritten, signed, and witnessed photographic release. Photographs received without a release will be rendered ineligible.

    NUMBER OF ENTRIES

    Individuals can submit up to 3 entries per category. A single entry can consist of more than 1 photograph (e.g., 4 photographs from the same angiogram, progression studies). Extra photographs will be arbitrarily eliminated.

    QUALITY OF ENTRIES

    Images that have obvious defects (e.g., poor focus, color imbalance, improper exposure, or significant artifacts) will not be accepted for judging. If masking reduces the artifacts, it is recommended that it be used. Recent work is encouraged.

    FORMAT

    An 8” X 10” (20.0 cm X 25.5 cm) or 11” X 14” (28.0 cm X 35.5 cm) format is encouraged. Photographs in other sizes will be accepted if they can be mounted on an 11” X 14” (28.0 cm X 35.5 cm) or 16” X 18” (40.5 cm X 46.0 cm) display board and still maintain an aesthetic appearance.

    Multiple photographic entries are acceptable in the following size combinations only:

    Two 8” x 10” 20.0 cm x 25.5 cm
    Two–four 5” x 7” 12.5 cm x 17.5 cm
    Two–six 4” x 5” 10.0 cm x 12.5 cm

    Photomontages (multiple photographs affixed to each other) will not be accepted. A montage must be re-photographed/digitized, printed, and submitted as a single photograph.

    MOUNTING

    Mounted photographs will not be accepted. Photographs accepted for display will be mounted at ASCRS’ expense. Mounting will be determined by ASCRS. All photographs will be trimmed slightly.

    IDENTIFICATION

    Make sure you label your submissions carefully. (Please, no labels on the backs of prints as this will show through when mounted). Please do not use correction fluid.  It is best to write with a felt-tipped pen. Please print legibly and label the back, top-center, of each photograph with the following information exactly as it appears on the submission.

    • Clinical photographs must be titled with diagnosis. The terms normal, probable, or unknown are acceptable.  Entries will not be judged on the basis of an accurate diagnosis.

    • Monochromatic photographs must be labeled with the wavelength used.

    • Multiple photograph entries should indicate the intended order.

    • Gross specimen photographs should include final magnification with identification or contain a metric scale.

    • Photomicrographs must contain information on lighting or type of micrography (polarized, phase contrast, scanning electron, etc.) and the final photograph magnification.

    MAILING INSTRUCTIONS

    All photographs should be mailed to:

    ASCRS OPS Submissions
    4000 Legato Road, Suite 700
    Fairfax, VA 22033, USA

    Please package your entries carefully. All photographs must be entered online and received at the ASCRS office by January 12, 2018. Photographs received after this date run the risk of not being processed in time for judging.

    RETURN OF ENTRIES AND LIABILITY

    Photographs will not be returned unless this is specifically requested. The request must accompany your printed photograph when you ship your prints to ASCRS. ONLY requested returns will be shipped back within 3 months of the ASCRS Symposium. Every attempt will be made to protect the entries. ASCRS, OPS and the judging panel do not accept responsibility for loss or damage to entries.

    For an example of an ideal OPS submission and specific submission requirements download a one page guide.

  7. T&N TECH TALKS

    Deadline for New Submissions: Friday, January 12, 2018 at 11:59 PM PT
    Accepted T&N talks will be limited to 10-minute presentations. Audience participation encouraged through Q&A.

    Submission are limited to technicians/nurses/ orthoptists/ophthalmic photographers. Each person is limited to two submissions. Because of repetition and time limitations, only 1 submission may be accepted. Please submit in order of your preference of acceptance.

    PEER REVIEW

    All paper submissions will be peer-reviewed by the T&N Program Committee. Submissions will be considered for acceptance based on relevance, educational value, interest, and application to practice.

    PRESENTING AUTHOR RESPONSIBILITIES

    • Prior to submitting, the instructor must enter their financial interest information into the financial interest disclosure database.
    • Instructor must agree to remain through the question & answer portion of the program to respond to attendee questions.
    • For an example of an ideal Tech Talk submission and specific submission requirements download a one page guide.

    PEOPLE’S CHOICE RIBBON

    At the end of the program a “People’s Choice” ribbon will be awarded to the most interesting paper of session as voted on by the audience. A ribbon will be presented immediately after the decision is made; therefore, all presenters should plan to stay for the conclusion of the program

    Judging Criteria

    • Relevance
    • Originality
    • Interest
    • Application to practice

Technical Support

Technical Support may be obtained by calling (401) 334-0220 between 8:30 a.m and 6:00 p.m. ET, Monday-Friday, or at all times by contacting Tech Support. You may also use the "Tech Support" or "Feedback" links in the online abstract system.