2024 NANS Annual Meeting Abstract Submission Guidelines

Submission Period: May 30, 2023 – August 15, 2023 at 1:00 PM CDT. 

Ready to get started? This page has all the information you need to understand how to understand the abstract submission process, from submitting, to review, to presentation at the NANS Annual Meeting. If you need assistance, please reach out the NANS Education Team at education@neuromodulation.org.

Logging into the Abstract Submission Site

• Visit https://NANS.planion.com/Z?134034990 
• Click on the “First-time user” link to create an account to log into the abstract submission site. You will not be logging in using your NANS account information for submitting an abstract this year. 
• Note: Even if you have registered to submit an abstract before, this is a new system, and you will need to create a new account. 
• The abstract submission system supports the latest version of Chrome, the current and previous release of Firefox, Safari, and Microsoft browsers. 

Deadline for for Submissions

• Tuesday, August 15, 2023, at 1:00 pm (CDT).

Duplicate Submissions

If the same abstract is submitted more than once for the 2024 Annual Meeting, then all versions of the abstracts will be subject for automatic rejection. Duplicate submissions under separate categories will be subject to automatic rejection as well. For example, do not submit the same abstract under the Late-Breaking Abstract category and the Scientific Abstract category. To avoid more than one submission of the same abstract, please make sure all authors agree on only one abstract submitter.

Abstract Categories

Scientific Abstracts

Case Reports/Small Series

• This category will only be accepted for a Paper Poster Presentation or an E-poster.

Late-Breaking Abstracts

• Only clinical trials will be considered for the Late-Breaking Abstract category.
• Abstract submission must be a prospective randomized controlled trial study.
• The study must be ongoing at the time of the initial submission.
• Expect to have finalized data by Wednesday, October 25, 2023.

Abstract Topics

Submitters that select the "Scientific Abstract" or "Case Reports/Small Series" categories will need to select a topic and sub-topic. Below are the list of topics and sub-topics:

Advocacy and Ethics
Industry Relationship
Conflict of Interest
Education
Pediatric Neuromodulation
Diversity
Other

Basic Science

Brain
Non-Invasive
Pain – Headache, DBS for other indication
Epilepsy
Movement Disorders
Psychiatric
Rehabilitation
Computer Interface
New Indications
ICV Drugs
Other

Nerve
Headache
Genitourinary
GI
Pain
Systematic Disorder (RA, etc.)
Other

Neural Engineering
Devices (Design and Features)
Bio Interfaces
Neuroprosthetics
Software and Security
AI
Newer Technologies
Other

Socioeconomics
Practice Management (reimburse-build)
Malpractice
Access
Contract Negotiation
Other

Spine
Pain
IDDS
Spasticity
Cardiovascular
Restoration
New Indication (Parkinson’s Disease)
Other

Other

Presentation Formats

Oral Presentation: The highest-ranked abstracts are selected for an Oral Presentation in one of the Concurrent Sessions. The highest-ranked Late-Breaking Abstracts will be selected for an Oral Presentation. These sessions are awarded CME credits

In accordance with ACCME’s Standards for Integrity and Independence in Accredited Continuing Education [PDF], the Presenting Author of an abstract accepted for an Oral Presentation cannot be employed by an ACCME-defined ineligible company. Ineligible companies are defined by ACCME as “companies whose primary business is producing, marketing, selling, re-selling, or distributing healthcare products used by or on patients.” Examples of such organizations include:

• Advertising, marketing, or communication firms whose clients are ineligible companies
• Bio-medical start-ups that have begun a governmental regulatory approval process
• Compounding pharmacies that manufacture proprietary compounds
• Device manufacturers or distributors
• Diagnostic labs that sell proprietary products
• Growers, distributors, manufacturers or sellers of medical foods and dietary supplements
• Manufacturers of health-related wearable products
• Pharmaceutical companies or distributors
• Pharmacy benefit managers
• Reagent manufacturers or sellers

Abstract submitters need to make sure that the Co-Author they designate as the Presenting Author is not an employee of an ineligible company

Paper Poster: Highly ranked abstracts accepted for a Paper Poster Presentation will present their work on individually assigned poster boards during the interactive poster session. The Presenting Author of an abstract accepted for a Paper Poster Presentation is responsible for printing the poster and bringing it with them to the meeting. The paper poster session is a non-CME session. There are no restrictions on the financial relationships of the Presenting Author for abstracts accepted as a Paper Poster Presentation.

E-Poster: Some abstracts will only receive an acceptance for an Electronic Poster (E-poster). However, all accepted abstracts are required to submit an E-poster of their abstract to be included in our meeting publications. There will not be moderated sessions or physical presentations of E-posters during the meeting. E-posters are available during the entirety of the NANS Annual Meeting. They will be available to view on monitors at the meeting, in the NANS Annual Meeting App, and on the meeting web page. All accepted abstracts will be published electronically in the society’s journal, Neuromodulation: Technology at the Neural Interface, following the meeting.

What Are the Different Abstract Roles?

Abstract Organizer: This role should be selected if you are an individual submitting the abstract on behalf of the Presenting Author and Co-Authors. Please note: this role is not an author of the abstract. Any name assigned this role will not be published or listed anywhere as an author of the abstract. During the submission process, select this role on the "People Associated with this Abstract" page.

Example: Mr. Smith works for company X and needs to submit multiple abstracts on behalf of Dr. Jones; et al. Mr. Smith completes the abstract submission form and reaches the "People Associated with this Abstract" page. Since Mr. Smith is not the Presenting Author or a Co-Author, he will need to change his role to “Abstract Organizer.” After that is complete, Mr. Smith can then add the Presenting Author and each Co-Author associated with the abstract. As an "Abstract Organizer," Mr. Smith's name will not be listed as an author in meeting materials or when the abstract is published in the journal.

Presenting Author: The Presenting Author is the person who will present the accepted abstract at the Annual Meeting. All correspondence, including acceptance letters, will be sent via email to the Presenting Author. All abstracts must have a Presenting Author designated in order to complete the submission. Presenting Authors are responsible for the E-poster submission costs and printing costs for paper posters.

To be in compliance with ACCME’s Standards for Integrity and Independence in Accredited Continuing Education, the Presenting Author of an abstract accepted for an Oral Presentation cannot be employed by an ACCME-defined ineligible company. 

Co-Authors: Each abstract can have a maximum of 25 authors. Full names with credentials, contact information, city, and state or country must be included for all authors. After successful submission of the abstract, all Co-Authors will receive an email notification about the abstract submission. They will also receive an email to complete a required Disclosure of Conflict-of-Interest Form. It is imperative that email addresses for all authors are correct.

Submission Criteria and Consideration for All Abstracts

• Title: The title will be published in meeting materials. As an example, a properly formatted title would read: "Programming Optimization Strategies for Burst May Improve Outcomes," not "Programming optimization strategies for burst may improve outcomes."
  
• Abstract Body: This includes an Introduction, Methods, Results, and Conclusion.
  
• Length:  Should not exceed 400 words.
  
• References: Include any references that were used in preparing the abstract.
  
• Figures: Charts, graphs, or images can be submitted. File(s) must be in .jpg, .gif, or .png format.
  
• Additional Information: You will need to provide three keywords that describe your abstract.
  
• Disclosure of Conflict of Interest: The Abstract Submitter, Presenting Author, and all Co-Authors of the submitted abstract are required to complete the Disclosure of Conflict-of-Interest Form, as well as an agreement with the Terms and Conditions.
• CME Requirements: Abstracts accepted for the 2024 NANS Annual Meeting cannot contain advertising, logos, trade names, or a product-group message. To ensure all scientific content is free from commercial bias, please include generic names or terms in your abstract content. If the abstract includes trade names, names from several companies should be used to present all available treatment options.
• Review Work: All abstract details, including author information, will be published exactly as submitted, without exception. Please review submissions carefully for typographical errors. Once your abstract has been submitted, the NANS Staff is not responsible for making any edits and/or changes on your behalf.
• Submit: A confirmation letter will be sent after successful submission of the abstract.

Late-Breaking Abstracts: Guidelines and Submission Requirements

• To be considered for a Late-Breaking Abstract submission, submitters must submit an initial abstract in the 2024 NANS Annual Meeting submission portal by the submission deadline: August 15, 2023, at 1:00 PM CDT. Late submissions will not be accepted. There are no exceptions to this policy.
• Only clinical trials will be considered for the Late-Breaking Abstract category.
• Abstract submission must be a prospective randomized controlled trial study.
• The study must be ongoing at the time of the initial submission.
• Expect to have finalized data by Wednesday, October 25, 2023.
• Submissions are limited to highly significant and timely new and novel research that was unavailable by the original 2024 NANS Annual Meeting abstract submission deadline.
• Late-Breaking Abstracts must not have been submitted, presented, accepted for presentation, or published in any other scientific venue.
• Authors may submit only one (1) Late-Breaking Abstract.
• Duplicate abstracts (reporting the same data) that are submitted under a different author or abstract category will not be considered.
• Case studies and case reports CANNOT be submitted as Late-Breaking Abstracts. 
• Late-Breaking Abstracts will be published exactly as they are submitted, with no exceptions.
• Submitted Late-Breaking Abstracts will be reviewed by the NANS Abstract Committee.
• The highest-ranked Late-Breaking Abstracts will be selected for an Oral Presentation. These sessions are awarded CME Credits and take place during the meeting on Friday and Saturday.
• If selected for consideration, submitters will receive a notification in early October to submit updated data.
• Submitters will be required to submit updated data by October 25, 2023. Late submissions will not be accepted. There are no exceptions to this policy.
• Late-Breaking Abstract acceptance letters will be sent via email to the Presenting Author (only) in late November 2023.
• If selected, the Presenting Author designated by the submitter during the submission process, will be responsible for all expenses associated with attending the Annual Meeting, including meeting registration, travel, housing, and e-poster administrative fees. 

Editing a Submission

Abstract Submitters may make corrections to abstracts until August 15, 2023, at 1:00 pm (CDT). Edits would include changing the title, adding, or deleting authors, or changing the abstract body. Data for abstracts cannot be changed after the abstract submission site has closed. Once the review process begins no changes to the submissions are allowed – no exceptions. Please note that any typographical or spelling errors, improperly formatted titles, etc., will NOT be edited by anyone at the NANS office. It is the responsibility of the submitter to review and verify all work submitted. 

Submitting Charts, Graphs or Images

Yes, if you have any charts, graphs, or images associated with your abstract, please upload them as .jpg, .gif, or .png file formats in the abstract submission form.

Accessing a Submission after the Site Is Closed

After the submission site is closed, only Abstract Submitters will be able to log in to the submission site and see a “read-only” version of the abstract submission. It is highly encouraged to print or save a copy of your abstract submission before the submission site closes.

• Log into the abstract submission site with your account information.
• Click on the navigation tab called, "My Abstracts."
• You will see the abstract(s) you submitted.
• In the table under the column called, "Actions," select the icon that looks like a notepad to see your abstract submission proof.
• If you would like to print or save a copy of the proof, click on the "print this page for your records" at the top of the submission proof page.

How Will Abstracts Be Available to Meeting Attendees?

All accepted abstracts must submit an electronic poster (e-poster) of their abstract. E-posters will be available to view on monitors throughout the entire meeting. Accepted abstracts and e-posters will be available in the NANS Annual Meeting App. Abstracts and e-posters will also be available after the meeting on the NANS Annual Meeting webpage. They will be published exactly as they are submitted, with no exceptions. Please proofread your abstract before it is submitted to avoid errors.  

How Are Abstracts Reviewed?

Abstracts submitted for the 2024 NANS Annual Meeting will go through a blind review process by an independent scientific review committee and scored on scientific merit, originality, and relevance to the field of neuromodulation. Although scientific data is important, the quality of the abstract is the primary determinant for acceptance by the NANS Scientific Program Committee. The Scientific Program Committee has final discretion regarding abstract presentation format. 

Registration and Attendance Requirement

The Presenting Author of an Oral Presentation, Paper Poster Presentation, or an E-poster must register to attend the 2024 NANS Annual Meeting by Wednesday, December 6, 2023, for any accepted abstract to remain in the program. If the Presenting Author does not register by this date, all accepted abstracts by the Presenting Author will be declined. If not able to assume the responsibilities of Presenting Author, a Change of Presenting Author Form must be completed and submitted by Monday, November 27, 2023.

Changing the Presenting Author of an Abstract

If the Presenting Author is not able to attend the meeting, a Change of Presenting Author Form [PDF] must be completed and submitted. Please forward the completed form to education@neuromodulation.org  no change will be made without receipt of the completed form, including updated disclosure information. Deadline for submitting Change of Presenting Author Forms is Monday, November 27, 2023.

After the change, all correspondence will then be addressed and sent to the new Presenting Author.

Travel Arrangements and Expenses

The Presenting Authors for all accepted abstracts (Oral Presentation, Paper Poster Presentation, and Electronic Poster) are responsible for all expenses associated with attending the Annual Meeting, including:

• Meeting Registration
• Travel
• Housing
• E-poster Administrative Fees
• Paper Poster Printing

Important Dates for the 2024 Annual Meeting Abstract Submission Process

May 2023
End of May 2023 Abstract Submission Site opens.

August 2023
Tuesday, August 15, 2023, 1:00 pm (CDT): Abstract Submission Deadline. Submission site closes at 1:00 pm (CDT).

October 2023
Abstract acceptance notification emails are sent to each submission’s Presenting Author in early October 2023. 
Late-Breaking Abstracts — Emails requesting submission of updated data are sent to the Abstract Submitter.
Wednesday, October 25, 2023, at 12:00 pm (CDT): Late-Breaking Abstract Updated Data Submission Deadline. Submission site closes at 12:00 pm (CDT).

November 2023
Mid-November: Late-Breaking Abstract acceptance notification emails are sent to each submission's Presenting Author.
Monday, November 27, 2023: Deadline for Change of Presenting Author Form.

December 2023
Wednesday, December 6, 2023, Registration Deadline for all Presenting Authors of accepted abstracts.
The Presenting Authors for oral and electronic posters must be registered by this date.

January 2024
Friday, January 5, 2024: Deadline for all E-Poster submissions

Questions?

If you have any other questions, please contact our office by emailing us at education@neuromodulation.org.