Call for Abstracts

2025 Tandem Meetings | Transplantation & Cellular Therapy Meetings of ASTCT and CIBMTR

Steps and Instructions:

1. Abstract Policy

   2025 Tandem Meetings of ASTCT and CIBMTR Policy for Abstracts

   Timeline:

   • Submissions Open: Monday, August 19, 2024. 
   • Submissions Close: Wednesday, October 9, 2024, 11:59 p.m. PT
     • There will be NO extensions granted. 
     • All submissions not withdrawn by this deadline will be sent for review. 
   • Abstract Withdrawal Deadline: Monday, November 11, 11:59 p.m. PT
     • All withdrawal requests must be submitted in writing to tandemabstracts@astct.org.
     • Accepted abstracts that remain in the submission system on November 12, 2024, 12:00 a.m. PT will be published online and in ASTCT's journal, Transplantation and Cellular Therapy, as submitted.
   • Decision Notifications: Late November 2024. 

   Abstract Eligibility

   • Work submitted for presentation should not have been reported previously in an archival scientific publication, either as an article or as an abstract, at the time of submission.
   • Data that has been, or will be, presented at any other meeting before being presented at the 2025 Tandem Meetings of ASTCT and CIBMTR, will not be accepted for presentation.*

   *Due to the overlap in the abstract submission and notification timelines for the 2024 ASH Annual Meeting, data submitted to the 2024 ASH Annual Meeting is acceptable for submission to the 2025 Tandem Meetings of ASTCT and CIBMTR. However, abstracts that are accepted and presented at other meetings, including ASH 2024, will not be considered for Tandem Best Abstract Awards. All submitted abstracts will be reviewed by the Tandem Meetings Scientific Organizing Committee, which has discretion to decide if an abstract presented at the 2024 ASH Meeting will be eligible for presentation at the 2025 Tandem Meetings.

   If you submitted an abstract to ASH's annual meeting, please review ASH's copyright policies to ensure that you are in compliance: https://www.hematology.org/meetings/annual-meeting/abstracts/copyright-and-reuse-policy.

   Conference Registration Fees

   • Abstract presenting authors will be eligible for the early registration rate even after standard and on-site registration rates apply.

   Abstract Submission Fee

   • There is a $50 non-refundable abstract submission fee. Abstract submissions that have no paid the fee by Monday, October 9, 2024, will be removed from consideration. 

   Responsibility of Abstract Authors

   • The first author listed for each abstract serves as the presenting author and is the primary contact for all correspondence regarding the abstract.
   • The presenting author is responsible for the following:
     • Ensuring that all authors have read the abstract and agreed to be co-authors.
     • Notifying all co-authors of any additions, deletions, and changes to the program, as may be communicated by the Tandem Meetings of ASTCT and CIBMTR.
     • Obtaining all conflict-of-interest disclosure information from co-authors.
     • Making certain that abstracts are complete (tables included and labeled) and written in clear, concise and grammatically correct English, so that reviewers can focus solely on the scientific merits of the submission. For authors with any questions regarding the clarity, grammar, or spelling of their abstract, we encourage identifying and using an independent reviewer to edit the abstract prior to submission.
     • Ensuring that they will be prepared to present and to respond to questions regarding the abstract. If that is not the case, the authors should choose a poster as their preference.
   • Each abstract author agrees and certifies that they:
     • Have read the rules and agrees to be bound by them.
     • Are responsible for submission of the abstract in accordance with the rules, and waives any and all claims against ASTCT/CIBMTR/Tandem Meetings of ASTCT and CIBMTR and any reviewer arising out of or relating to the abstract submission and review process, including but not limited to peer review and the grading of abstracts.

   Abstract Review

   • Abstracts are peer reviewed on their scientific merits and according to subject category. Individuals submitting abstracts must indicate the appropriate review category.
   • Abstracts may be re-categorized to a more appropriate category based on guidance from the Tandem Meetings Co-Chairs.
   • The ASTCT, CIBMTR and the Tandem Meetings of ASTCT and CIBMTR reserve the right to make minor editorial grammatical/spelling changes if required for clarity of presentation.

   Embargo

   • Abstracts submitted for presentation to the 2025 Tandem Meetings will be embargoed by the author(s) and the 2025 Tandem Meetings, upon submission. The embargo will be lifted and abstracts will be made available for viewing on January 17, 2025.

   Abstract Corrections

   • All changes/edits to submitted abstracts are strictly the responsibility of the first author and must be conducted within the confines of the abstract submission portal. Requests for assistance in accessing abstracts to allow for modifications, should be submitted in writing to tandemabstracts@astct.org.
   • The deadline for all correction requests is Monday, December 2, 2024. The Tandem Abstracts Team is unable to fulfill any correction requests after this deadline. We are unable to fulfill requests over the phone. 

   Abstract Withdrawals

   • If withdrawing your submitted abstract, the first author and primary contact must do so by the submission deadline of Wednesday, October 9, 11:59 p.m. PT by logging into the submission system.
   • After October 9, all withdrawal requests must be submitted in writing via email to tandemabstracts@astct.org by Monday, November 11, 11:59 p.m. PT. ASTCT and CIBMTR Staff cannot fulfill any withdrawal requests by phone.
   • Accepted abstracts that remain in the submission system on November 12, 2024, 12:00 a.m. PT will be published online and in ASTCT's journal, Transplantation and Cellular Therapy, as submitted.

   Incomplete Abstracts ("Draft Submissions")

   • Any submitted abstract deemed incomplete within the submission system on October 10, 2024, at 12:00 am PT will be eliminated without further notification prior to abstracts being distributed to 2025 Tandem Meetings abstract reviewers.

   Copyright

   • Authors assign copyright of the abstract to ASTCT upon submission, unless one of the authors is a U.S. Federal employee. This means that the identical abstract may not be republished or submitted to another meeting; however, Elsevier may grant permission for reuse of abstract content on behalf of ASTCT.
   • You can request to re-use an abstract at http://www.elsevier.com/authors/permission-request-form.

   ASTCT Travel Grant

   • Eligible authors of accepted abstracts will have the opportunity to apply for an ASTCT Travel Grant. For eligibility and more information, please email lstockton@astct.org. A total of 25 $1,500 USD grants will be awarded.

   PLEASE NOTE: This information is for the general Call for Abstracts. The Call for Late-Breaking Abstracts will open on December 4, 2024. Late-breaking abstract authors must complete a request for information to explain the need for submission during the late-breaking abstract submission process, which will be shared with the abstract reviewers and program Co-Chairs.

2. General Instructions

   1. 1. The first author listed for each abstract serves as the presenting author and is the primary contact for all correspondence regarding the abstract. If you are the first author, please check your email address to ensure it is correct before submitting. This is critical for receiving notifications. 
      2. Add tandemabstracts@astct.org to your institution's approved contacts. 
      3. No names or titles should be included in the abstract text. Names will be automatically hidden during the abstract review process and will be automatically inserted and properly formatted upon publication.
      4. Oral and Poster presentations:
         1. There will be approximately 100 abstracts selected for oral presentations during the scientific sessions during the meeting. Additional abstracts will be presented during the track conference sessions.
         2. Most other abstracts will be assigned by topic to a poster presentation.
         3. All accepted abstracts will be published as a supplement to the February 2025 issue of ASTCT's journal Transplantation and Cellular Therapy and distributed digitally prior to the 2025 Tandem Meetings of ASTCT and CIBMTR.
         4. If your abstract is accepted for oral presentation, you will be required to submit your slides for review by your session moderators AND to upload the final version of your slides before the meeting. These deadlines will be communicated to you, if accepted.
      5. Required elements of this system are designated by a red (*). If you fail to enter required data, you will be prompted to go back and correct the omission before your abstract can be submitted.
      6. Verify that your abstract is correct by clicking Preview Abstract.
      7. Only when you are sure that your abstract is complete and in final form, click Submit Abstract.
      8. Presenting authors will be automatically informed of the unique ID numbers and passwords assigned to their abstracts. Abstracts may be viewed and modified at any time between submission and the deadline, using the assigned ID# and password.
      9. Eligibility: If your abstract is accepted for either poster or oral presentations, you can expect the following:
         1. You will not be eligible for a stipend for presenting a poster or oral abstract.
         2. You will be eligible for a registration discount for the Tandem Meetings.
      10. Character Count: There is a limit of 2500 characters (approximately 300 words) for the body of the abstract. Note that this character count does not include spaces or the title but does include the space allocated to tables. Figures are not included in the character count.
      11. Multiple Abstracts: There are no restrictions on the number of abstracts you may submit, or the number abstracts that you may present.
      12. Attached Figure: You may include up to 3 figures or images with your abstract - all figures and images must have titles. Words in that image or figure are not deducted from the total character count. Figures or images must be combined into one digital file for upload.
      13. Notification: Decisions on abstract acceptance /rejection will be communicated by late November 2024. Notification will be sent by email to the presenting author listed on each abstract.
      14. Abstract Corrections: Please refer to the above Abstract Eligibility section. 
      15. Incomplete Abstracts: Please refer to the above Abstract Eligibility section.

      Technical Support

      For help in submitting an abstract online, contact tech support.

      Below are the steps required during the submission process. Click each title to expand and read further information.

3. Category Selection

   Choose the category that best suits your paper. The Tandem Meetings reserves the right to select an alternate category when deemed appropriate.

   2025 Tandem Meetings of ASTCT and CIBMTR Abstract Categories

   • Acute and Chronic Leukemia (AML, MDS, MPD ALL, CML) - Basic/Preclinical
   • Acute and Chronic Leukemia (AML, MDS, MPD ALL, CML) - Clinical
   • Acute Regimen-Related Toxicity and Supportive Care
   • Autoimmune Disorders: Transplant and Effector Cells
   • Cellular and Gene Therapy: Regulatory and Processing
   • Conditioning Regimens
   • Donor Safety, Unique Mobilizations, and Health Services
   • Engineered Immune Cells (CAR-T, NK, TCR): Basic/Preclinical - Antigen Finding, Safety
   • Engineered Immune Cells (CAR-T, NK, TCR): Clinical - Immune Effector Cells for Heme Malignancies
   • Engineered Immune Cells (CAR-T, NK, TCR): Clinical - Immune Effector Cells for Solid Tumors
   • Gene Therapy and Editing
   • Graft Sources (related, matched and mismatched unrelated, haplo, autologous, cord blood, bone marrow and peripheral blood)
   • Graft-versus-Host and Graft-versus-Tumor - Basic/Preclinical
   • Graft-versus-Host and Graft-versus-Tumor - Clinical: Prevention, Treatment and Biomarkers
   • Hematopoietic Stem Cell Niche, Biology, Expansion and Marrow Failure Syndromes
   • Hemoglobinopathies, Primary Immune Deficiencies and Disregulation, and Inborn Errors of Immunity
   • HSCT, Gene and Other Cellular Therapies in Countries with Constrained Resources
   • Immune Reconstitution and Immunobiology
   • Immunogenetics
   • Infectious Diseases and Cytotoxic T Lymphocytes (for Infectious Diseases and Cytotoxic T Lymphocytes Track)
   • Intersectionality, Diversity, and Inclusion and Removing Barriers to Access
   • Late Effects, Quality of Life, and Accelerated Aging
   • Lymphoma/CLL - Basic/Preclinical
   • Lymphoma/CLL - Clinical
   • Myeloma - Basic/Preclinical
   • Myeloma - Clinical
   • Relapse - Basic/preclinical
   • Relapse - Clinical: Prevention and Treatment
   • Study Design and Statistics
   • Transplant and Cell Therapy for Aged and Geriatric Populations
   • IT and Informatics for Transplant and Cellular Therapy (CIBMTR)
   • Advanced Practice Professionals (for Advance Practice Provider Track)
   • Quality and Transplant Program Administration (for Administrative Director Track)
   • Transplantation Data Management (for Clinical Research Professionals/Data Managers Track)
   • Transplantation Pharmacology (for Pharmacists Track)

4. Enter Title

   Enter your title, preferred presentation format, indicate the seniority of the presenting author, working committee submission, and learning objectives.

5. Enter Authors

   Enter author(s) name, affiliation, and contact information.

6. Provide COI Disclosure

   Please fill out the form to indicate if you have any disclosures pertaining to your abstract. It is the responsibility of the submitting author to obtain all required conflict of interest disclosure(s) from co-authors.

7. Abstract

   Upload or copy and paste your abstract into the system. Detailed technical instructions are available on the upload step. Submitted abstracts will be published as-is, please proofread them before submission.

8. Payment

   There is a $50 abstract submission fee.

9. Confirmation

   You will have a chance to look over the submission to make sure all is complete.

Begin a submission to the following: