Poster Information

POSTER INFORMATION

The abstract submission site for the 31st annual Symposium on Advanced Wound Care (SAWC)/WHS Spring 2018 meeting will open on Monday, November 6, 2017 and will close at 11:59 p.m. EST on Monday, December 4, 2017.

In order to better serve you, the SAWC Abstract Team has put together a list of frequently asked questions (FAQs) and detailed abstract submission guidelines.

Abstract Presenter Guidelines

Please carefully review the abstract submission guidelines, as there have been important changes in the process.

FAILURE TO ADHERE TO THE GUIDELINES MAY RESULT IN AN AUTOMATIC DECLINE OF YOUR ABSTRACT.  

Mission Statement

The Symposium on Advanced Wound Care (SAWC) is committed to providing the highest level of clinical education and information for physicians, nurses, physical therapists, researchers, podiatrists and dietitians involved in wound healing or wound care issues.

Important Note: Previously presented abstracts will no longer be automatically accepted for presentation at the upcoming meeting. All abstracts must be submitted through the abstract submission site and undergo the review process to be considered for presentation at the upcoming meeting.  

Abstract Content and Format

Please limit abstracts to a 250 – 300 word count; this does not include the title or the author block, which is entered in a different area of the submission system. Make sure your abstract does not include the author block or the title or it will not be reviewed. Additionally, please do not write your abstract in all capital letters or your submission will be rejected.

Abstracts are brief summaries of the overall goal of an offering and the specific ideas or concepts that will be presented, including outcomes and implications for practice. Abstracts essentially answer four questions:

  • What was the problem?
  • How did the author(s) solve it?
  • What was discovered?
  • What can be learned from the experience?

**Tip: Instead of stating that “results will be presented…” state the results.

  • The abstract title should adequately convey the content of the abstract and must not contain product trade names. Product trade names must also not be included in the body of the abstract.
  • If it is essential to the content of an abstract to mention a product trade name, discuss that product by its generic name followed by an asterisk or other appropriate mark (*, †, °), then list the trade name in the appropriate box BELOW the abstract box. For example:

Sample title: Bilayered Skin Substitute* and the Management of a Diabetic Foot Ulcer

Sample text: “…the practitioner then applied bilayered skin substitute* to the…”

Product notation: *Apligraf®, Organogenesis, Inc., Canton, Mass

  • Please do not include images or tables with your submission. They will be deleted and not included in any materials sent to the judges.
  • This is a blind review process so please make sure that neither author(s) name(s) nor facility affiliation(s) appear in the abstract body text. Additionally, please make sure to remove all patient identifying information including names, professions, and/or other personal attributes. Abstracts including this information will be docked points for this inclusion.
  • Before submission, the abstract should be checked for accuracy and completeness.
  • Submitted abstracts may ONLY be edited after contacting abstractsubmissions@naccme.com for permission.

Preferred Presentation Format

  • First, authors select whether they prefer “oral only”, “poster, if not accepted as oral presentation” or “poster presentation only”. Please note, abstracts noted with a preference for “oral only” will not be given special consideration.  If the abstract is not chosen for an oral presentation, the abstract will automatically be declined. 

Author and Affiliation Information

  • The authors in the author list should be listed in the order that they should appear in publications if the abstract is selected for presentation.
  • List the complete name including a full first name, middle initials, last name, and credentials for each author, as it should be listed in publication if the abstract is selected for presentation. 
  • Please do not include author institutions or contact information in the author list or body of the abstract. If you enter author’s institutions or contact information in the author list or abstract body, they will be removed.
  • An author’s name may appear on multiple abstracts, but if possible they should appear exactly the same to assist with indexing of the abstracts.

References

References are optional but encouraged. Please limit references to the 10 most pertinent citations.

Abstract Title

  • The abstract title should adequately convey the content of the abstract and must not contain product trade names. Abstracts without titles or titles that identify the presenting institution, authors, or geographic area will be disqualified. 
  • Do not CAPITALIZE ALL LETTERS IN THE TITLE of the abstract. Capitalize the first letter of all major words in the title as well as prepositions, articles, and conjunctions of four letters or more.

Abstract Body

  • A clear communication of the clinical or laboratory research objective(s), study methods, and findings (interim or final) must be presented in the abstract.
  • The case series or complex case study abstract must include pertinent details of the situations encountered, materials/technology utilized, response progression, and outcomes achieved.
  • The information/educational report must communicate the purpose of the project in a clear and logical progression, which will allow the audience to understand usage or potential application of this material.
  • For all categories, the overall abstract subject matter is to be current and relevant to the SAWC audience. 
  • Please proofread carefully for factual and spelling errors. If published, the abstract will appear exactly as the abstract was submitted.
  • Please do not write your abstract all in capital letters.
  • The abstract needs to be free of any patient identification information including names, professions, and/or other personal attributes.

Primary Contact

All abstract communications (e.g., submission confirmation, notification of acceptance/rejection, poster set up instructions/oral abstract session details, registration confirmation requests) will be sent to the primary contact. The designated primary contact may differ from the primary author of the abstract. In this case, the primary contact will be responsible for notifying all authors of important details and deadlines. Please save info@sawc.net to your address book so that you do not miss important correspondences. Additionally, the website will be updated with any important dates or instructions. We are not responsible for any emails that are not received due to misspellings, defunct email accounts, or emails blocked from info@sawc.net.

Review Process

  • To be accepted to present an oral or poster abstract during the upcoming SAWC Symposium, each proposed presentation must be described in an abstract. Each abstract will be blind peer-reviewed by judges who are experts in the field.
  • Please Note: These abstracts are blind-reviewed by a panel of expert judges. However, they should not be considered "peer-reviewed." Please do not label them peer-reviewed in any capacity during the symposium or other unrelated instances.
  • Each abstract will be reviewed based on specific criteria for the category in which it is placed. Therefore, it is very important for the author to specify in which category the abstract should be entered. The 4 categories are: Clinical Research, Laboratory Research, Case Series/Study, and Information/Educational report.

Specific Review Criteria by Category

CLINICAL RESEARCH

  • Are the objective(s) stated clearly?
  • Are the materials and methods designed appropriately to answer the stated objective(s) (i.e., with correct procedures, appropriate statistical measures, and tools that have been tested for reliability and validity)?
  • Are the findings stated clearly with equal emphasis given to statistically significant and non-significant findings as well as equally to the major objective(s)?
  • Is the information current and are (potential) outcomes important and relevant to the target audience?
  • Was your research submitted to an IRB for review? If so, give the IRB’s name.

CASE SERIES/STUDY

A minimum of 3 patients is necessary (unless the case is a multi-interventional or unique situation and/or a unique technology is being used). Case studies are appropriate for illustrating new uses of existing products, new products, adverse events, or unexpected results, which are unusual or have the potential to stimulate new research or thought.

  • Is the case series description clear and reproducible?
  • Is there a level of complexity for this case series?
  • Is the case series utilizing a unique or new technology?
  • Is the case series new and current?

INFORMATION/EDUCATIONAL REPORT

This category may include descriptions of wound care programs, quality improvement projects, educational tools, classification systems, treatment modalities or products.

  • Is the project innovative, can it be broadly applied to other settings, and/or is it a new approach to looking at a problem? Are the primary aspects of the project, including background information, stated clearly in a logical progression, which allows the reader to understand usage or potential application?
  • Are the project outcomes clearly stated and pertinent to this audience?
  • Is the information current, relevant, and could it potentially impact other clinicians’ practice?

LABORATORY RESEARCH

  • Are the background information, objective(s), materials, and methods stated clearly and of importance and interest to this audience?
  • Is the study designed appropriately to answer the stated objective(s) (i.e., with correct procedures, appropriate statistical measures, and tools that have been tested for reliability and validity)?
  • Are objective results stated clearly with equal emphasis given to statistically significant and non-significant results as well as equally to the major objective(s)?
  • Is the information current and are (potential) outcomes important and relevant to the target audience?

Oral Abstract Presentations

  • Oral abstracts will be 12 minutes long followed by a 3-minute question and answer period.
  • Oral abstracts will be grouped into four 60-minute sessions:
    • 3 SAWC Oral Abstract sessions
    • 1 SAWC Young Investigator Oral Abstract

Presentations selected for our oral abstract presentation will be notified individually. Oral abstract presenters are also invited to present their abstract, in poster form, during the poster session if they desire. Notification of the intent to also present a poster must be sent to abstractsubmissions@naccme.com by the set deadline. 

SAWC Young Investigator Abstract Competition

Clinical and research residents, fellows, and early career wound healing professionals are integral to our industry’s future. We are pleased to announce our revitalization of the SAWC Young Investigators Abstract Competition. As part of the 2017 SAWC Spring/WHS meeting, the Young Investigators Abstract Competition is the perfect way to highlight some of the best and the brightest new voices in wound healing, support their research, and to encourage their teaching, clinical and research careers. The SAWC Young Investigator Abstract Competition allows residents, fellows, advanced practice nursing students, or those individuals pursuing a doctorate program to submit their work in four different categories: clinical research, lab research, case studies or educational reports.  Abstracts will be reviewed by a panel of leading experts in wound healing. There is no cost to submit an abstract for consideration and for the first time, authors will have a chance to win a full scholarship to SAWC Spring/WHS and the opportunity to present their work in a designated SAWC Young Investigators Symposia.

To qualify for the award you must:

  • Be first author of and therefore have made significant contributions to the work.
  • Submit clinical or laboratory research that has not been previously published.
  • Be clinical or research residents, fellows or advanced practice nursing students, or in the process of pursuing a doctorate program with fewer than 5 years in wound healing.
  • Attend the SAWC and present the work.

Poster Abstract Presentations

  • Posters are typically displayed on 4' high x 8' wide bulletin boards. SAWC does not require your poster to be of specific dimensions.
  • Push pins will be provided. If you need additional mounting supplies, please bring them with you.
  • The distribution of product samples is prohibited.
  • Handouts and business cards may be distributed. Audio-visual equipment will not be available for poster presentations.

Note: There has been an increase in authors placing their posters on boards not assigned to them. Please carefully review your poster number on-line before the meeting and on meter boards that will be available on-site. If your poster is placed on a board not assigned to you, your poster will be discarded and marked as a no-show. 

Previously Presented/Published Information

Poster presentations that have been previously presented or published are eligible for submission as long as previous publication/presentation is noted upon submission. All abstracts must be submitted again for the upcoming SAWC meeting as previously presented abstracts will not be carried over.

Conversation with the Authors

Many attendees have expressed that they enjoy the opportunity to converse with poster authors. However, we also recognize that your time is valuable and attending all the poster sessions can be burdensome to your schedule. Therefore, we are requesting that all presenters be available to present their poster(s) during the SAWC Spring-WHS Poster Gala, held on Friday, April 27, 2018 from 7:15 p.m.–8:45 p.m. You are, of course, more than welcome to be present at all poster sessions.

Scheduled Poster Sessions

Poster Set-up-Hours are TBD.

Friday, April 27, 2018

Posters are open from 7:30 a.m.–6:00 p.m.
Poster presenters are not required to be present.

Friday, April 27, 2018

The Poster Gala is from 7:15 p.m.–8:45 p.m.
Poster presenters should attend this entire event.

Saturday, April 28, 2018

             Posters are open from 7:30 a.m.–6:00 p.m.
             Poster presenters are not required to be present.

Posters dismantle hours are TBD.

AAWC Research Poster Grand Rounds

The Association for the Advancement of Wound Care (AAWC) Research Poster Grand Rounds are walking sessions, where attendees assemble at one of several AAWC educational research posters, are given a brief lecture outlining the key points by one of the AAWC Research Committee members or a board member, and then escorted to view 2-3 specially selected and related posters which have been critiqued by AAWC’s Research Committee. Please consider submitting your wound research work for review and critique by the AAWC. Interested authors must check off the box in the poster abstract application. Selected posters will be contacted by the AAWC Ground Rounds committee approximately 1 month prior to the meeting.

AAWC will directly notify the individual identified as the contact person in the abstract submission, via email of acceptance and this is what you can expect:AAWC will directly notify the individual identified as the contact person in the abstract submission, via email of acceptance and this is what you can expect:

  • The main contact person will be notified by email and asked to send a ppt or pdf copy of their research poster to a member of the Research Task Force subcommittee for peer review and critique. 
  • The research poster critique is not linked in any way to the poster awards - that is handled by a different committee.
  • The AAWC research poster critique process requires you to send a copy of your poster to a Research Task Force team member by a deadline date set a few weeks before the SAWC conference. This is to give adequate time for the peer review process. 
  • If we do not receive a copy of your poster by this date, we will not include it in our Research Poster Critique or consider it for inclusion into the Research Poster Walking Grand Rounds.
  • If we receive your poster pdf by the deadline, members of our AAWC Research Task Force will review your poster following a research critique guide (a template is available online) and provide you with a written critique of your poster at the SAWC Conference. 
  • Your research poster will also be eligible for inclusion in a walking critique and review during SAWC Research Poster Walking Grand Rounds.
  • During the Walking Grand Rounds, members of the AAWC Research Task Force will be walking with a group of conference attendees around the poster hall and reviewing selected posters, pointing out good examples of research poster compositions and some areas for improvement, if applicable. 

This exercise is completely educational and meant to be positive and constructive. The research investigator or poster author does not have to prepare in any way, but it is helpful (not required) if they can stand by their poster during walking rounds in case attendees have questions.

The educational research posters provide information on how to evaluate and improve methodology of wound research conducted using: the pre-experimental design, static group comparisons or cross-sectional designs, one group pre-test/post-test design including longitudinal time series and panel designs, quasi-experimental designs including pre-test post-test nonequivalent group design, time series design, non-equivalent before-after design and information on how to present your clinical research/education in a poster presentation by providing examples of what not to present when developing an effective, methodologically rigorous poster for dissemination of your findings.

Abstract Revisions

  • After the Monday, December 4, 2017, 11:59 p.m. EST deadline, abstracts may not be revised in any way or resubmitted. Additionally, co-authors cannot be added to the abstract submission after the December 4th deadline.
  • Proofread abstracts carefully to avoid errors before submission.
  • Accepted abstracts will be published as submitted.

Disposition/Notification of Acceptance

  • Abstracts will be accepted on a competitive basis.
  • The primary contact will be notified of acceptance or rejection the week of December 18.  At that point in time, the list of accepted abstracts can also be found on the SAWC Spring (http://www.sawcspring.com/) website.  The acceptance/rejection notification email will be sent to the main contact identified in the abstract submission. Please do not inquire about that status of your submission before the week we determine will be the acceptance/rejection notification week, as no further information will be available.
  • Prior to the meeting, all information will be forwarded to the primary contact only and they are responsible for notifying all the other authors of upcoming details.

Attendance

SAWC requires proof of pre-registration for all accepted poster presenters.

After registering, it is the designated primary contact’s responsibility to mark his/her intent to present through the abstract submissions site by providing the badge number of the registered representative. The badge number can be found on your registration confirmation.

Follow the instructions below:

  1. Log into your profile at http://submissions.sawc.net/.
  2. Click the accept/decline link under the column “badge number” for your accepted abstract. See example below.

http://www.sawc.net/spring/sites/default/files/poster_table.png

  1. Select the registered representative’s name.
  2. Enter the registered representative’s badge number.
  3. Click submit.

All accepted abstracts must be marked with intent to present and a valid Badge ID number. The date of this is January 8, 2018.

Please note: Even though you may be registered for SAWC, intent to present must still be submitted. If the intent to present is not submitted by January 8, 2018 , the accepted abstract will be withdrawn. 

Please note: It is not required for the first author to attend the meeting. A co-author, or any representative familiar with the work of the accepted abstract may register. Primary authors do not have to notify SAWC of the change in presenter or if an alternate presenter is selected to represent the accepted abstract.

Poster Numbers

Poster numbers will be assigned in February and primary contacts will be notified via email.

No Show Policy

On rare occasions, presenters scheduled to present their poster fail to show up and have not notified SAWC of their change in plans. When presenters do not appear to present their poster, the planning efforts of the Abstract Committee in providing a quality program are diminished significantly, there are significant cost implications, and the audience is unnecessarily disappointed with empty poster boards. SAWC staff will audit all posters for no shows. SAWC will no longer consider future abstract contributions to the SAWC meetings by presenters who fail to appear.

Withdrawals

Acceptance of the abstract by the review committee obligates the author to be present. If circumstances prevent attendance, the author must arrange for the poster to be presented by a substitute, preferably a co-author. If you wish to withdraw your abstract, you must submit your request in writing  to abstractsubmissions@naccme.com including the abstract title and first author. The deadline for this is January 8, 2018. Failure to comply will result in ineligibility for the future SAWC meetings abstract submission process as first author.

Note

Expenses associated with the submission and presentation of an abstract are the responsibility of the presenter and may include hotel, travel, and meeting registration.

Below is a summative list of important deadlines and reminders.

Abstract Submissions Site Open

Monday, November 6, 2017

Abstract Submissions Site Closed

Monday, December 4, 2017, 11:59 p.m. EST

Acceptance/Decline Notifications

Week of December 18, 2017

Registration/Intent to Present Due

January 8, 2018

Late Breaking Abstracts Submission Site Open

Monday, February 19, 2018

 

Future Abstract Submission Dates

The abstract submission site for the 10th annual SAWC Fall meeting at Caesars Palace in Las Vegas, Nevada will open on Monday, April 9, 2018 and will close at 11:59 p.m. EST on Monday, June 18, 2018.

Questions

In order to better serve you, the SAWC Abstract Team has put together a list of frequently asked questions (FAQS) we are often asked by the abstract contacts/author’s. Please review our FAQs and abstract guidelines before contacting the SAWC Abstract Team with questions. If there are questions not already answered in the guidelines, or FAQs, please email: abstractsubmissions@naccme.com.