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Submission Guidelines and Policies

Late Breaker Submission Period has ended. Submitters will be notified of their status by 7 September 2016. 

Acceptance of Abstracts

Compliance with all stated conditions including adherence to the deadline is required. Acknowledgement of receipt of completed abstracts will be sent via email upon submission.

The Program Organizing Committee reserves the right to determine acceptance of an abstract and the right to determine the presentation form. The conference secretariat will notify late breaker submission authors of acceptance and form of presentation on 7 September 2016.

Individuals submitting abstracts agree that if their abstract is accepted, they will attend the HIVR4P 2016 conference and present their abstract as scheduled. Presenting authors must register no later than 16 September 2016. Unregistered presenters after this date will be removed from the conference proceedings.

The presenting author should be prepared to answer substantive questions about all aspects of the data. If a change in the presenters’ ability to participate occurs, the presenter is asked to contact the conference secretariat immediately at  hivr4p2016@abstractserver.com.

Acceptance Criteria

Abstracts will be scored based on the following scale:

  • 1 - Recommend for oral presentation
  • 2 - Potential oral presentation
  • 3 - Recommend for poster presentation
  • 4 - Potential poster presentation
  • 5 - Rejection

Abstract Selection Process

Submitted abstracts are assigned for peer review by the conference organizers and are reviewed by members of the Program Organizing Committee and other external reviewers. To minimize subjectivity in the scoring process, any reviewer with a conflict of interest (as defined by NIH rules, e.g., co-authorship, financial interest, or scientific/personal conflict with the authors that could affect objectivity of scoring) is excluded from scoring or discussing the abstract in question. In the final rankings, mean score and standard deviation are calculated, and the reviewers' scores will be anonymous. Abstract acceptance is based upon abstract quality, the potential significance of the observations, and the rigor with which the scientific methods were applied. Further, the Program Organizing Committee considers thematic balance in determining abstract assignments.

Abstract Publication

Accepted abstracts will be included in the HIVR4P electronic and printed conference materials and as an open access online supplement in AIDS Research and Human Retroviruses. The supplemental publication will be made available online at the conclusion of the conference.  Individual abstracts will not be listed on PubMed.

Copyright

By submitting an abstract, authors and co-authors transfer any copyrights and grant permission to HIVR4P to publish the abstract(s) as noted above. Abstracts will not be published or made public prior to the start of the conference.

Webcasting and Archiving Presentation Slides

All conference sessions will be recorded and webcast. Presenters will be given the opportunity to remove specific slides from their presentations prior to posting on the meeting website. Posting of the presentation audio is mandatory with the acceptance to give an oral presentation.  This arrangement is necessary because the concurrent sessions of the meeting prevent participants from seeing all talks of interest.

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