ESGO ENGAGE How to create and submit an

ESGO ENGAGE How to create and submit an abstract for the patient seminar at the ESGO Conference Authors: Karina Dahl Steffensen, Icó Tóth and Simona Ene

Agenda • What is an abstract • How to write an abstract o Title o Introduction (Background) o Methodology o Results o Conclusions • How to submit an abstract

What is an abstract? • Getting your paper accepted for any academic conference will involve writing an abstract. • Usually the abstract needs to be submitted many months ahead of the conference. • An abstract is a brief summary of your research/initiative that is intended to capture the interest of a potential reader of your work. Thus in a sense it is a marketing document for your full presentation. Thus the first rule of abstract writing is that it should engage the reader by telling him or her what your work is about and why they should come to hear it. • Usually the topic of the abstract presents data/findings from finished research or initiatives but could also be around ongoing projects or future plans.

An example of an abstract The abstract shown here is a classic research abstract of the kind that health care professionals usually submit for conferences or as a summary of a full research paper. Cabazitaxel - a treatment option in recurrent platinum-resistant ovarian cancer Background and Aims: Treatment of recurrent platinum-resistant ovarian cancer remains challenging due to the development of chemo-resistance. Cabazitaxel is a new taxane that has demonstrated effect in prostatic cancer patients resistant to Docetaxel. Therefore, it could be anticipated that it might also have a an effect on chemo-resistant ovarian cancer. The presented results originate from the protocol Cabazitaxel vs. Tocotrienol in patients with Recurrent Ovarian Cancer after failure of standard therapy - A phase 2 randomized open-label study. Eudra. CT number: 2015 -002296 -18. Tocotrienol failed to reach its primary endpoint at time of interim analysis and the protocol was continued for cabazitaxel only. Methods: Twenty six patients with chemotherapy-resistant epithelial ovarian cancer, fallopian tubal or peritoneal cancer were treated with cabazitaxel at a dose of 25 mg/m 2, day 1 q 3 w, until progression or inacceptable toxicity in the period from September 2015 – April 2018. Primary prophylaxis with granulocyte colony-stimulating factor (G-CSF) was prescribed to all patients. Two patients are still receiving treatment with cabazitaxel. Results: At time of referral for cabazitaxel treatment, patients had received a median of 3 previous chemotherapy regimens (range 2 -8). The median number of cabazitaxel infusions was 4. 0 (range 1 -18). In general, cabazitaxel was well tolerated in patients with good performance status. In an intention- to- treat analysis, median PFS was 3. 9 months (95% C. I; 1. 9 -5. 2) using the combination of CA 125 or RECIST (whichever came first). Median OS was 8. 9 months (95% C. I; 7. 0 -10. 9). The fraction of patients alive and without progression after three months of treatment was 13/26 patients (50%). Partial response (PR), evaluated by RECIST, was seen in 4/26 patients (15%). The response was confirmed by another scan in 3/26 patients (11. 5%). A response rate of 46% (12/26) was detected according to the GCIG CA 125 criteria. Conclusions: Our data show that cabazitaxel holds promise as a new drug in ovarian cancer. In general the toxicity was manageable.

An example of an abstract The abstract shown here is an abstract from a patient advocacy group (it contains more than 300 words!) • • • Title: Extended hand Mallowflower and Gynecologists for Cervical Cancer Medicine and Prevention Speaker: Icó Tóth, Mallowflower Foundation, Dr. and Dr. Tünde Bartha, obstetrician-gynecologist, Mallowflower Foundation Board member • Key words: cervical cancer prevention, patient organization, linkage, cooperate • Introduction: • The Mallowflower Foundation is the first and still the only Hungarian NGO to promote the healing of cervical cancer women, to significantly improve their quality of life and to raise awareness of the importance of prevention among healthy women. • Our vision is not to lose a single woman because of cervical cancer in Hungary! • From 2015, we also help those affected by ovarian cancer, focusing on early detection. • The Mallowflower Foundation has now become a link between the public, stakeholders, professional organizations, the media and the authority. Background: • cervical cancer incidens 1200 women • cervical cancer mortality 450 women • patient organization can help to reach the goals • patient organization and experts need to work together, so far it didn’t work well • Methodology: • Mallowflower Foundation want to introduce itself and offer its help. • We invite the gynecologist profession to work together for a future consensus meeting, where we determine what common goals are in the area of cervical cancer, what timeframe, who, and what will we do together. • We see that the incidence of cervical cancer in Hungary is stagnant. In order for this to change, you have to come across all the pages that affect the topic. The first step is to get to know each other's work and strengths and then build a common plan to have a visible result! • Result: • Collaboration • Without Cervical Cancer Hungary • There is a need for a lot of reconciliation to bring about a significant change in the domestic health situation, which is sad in international comparison. That's why we have launched the Mallowflower Movement in order to achieve the following goals together: • • The number of cervical cancer patients in Hungary will be significantly reduced, • • at least 50 -70% of adult women should be screened annually • • consider more women and men as vaccine as a preventive option • • a rehabilitation program for patients • • be aware of the alternatives of prevention, healers and advanced patients with treatment options.

How to write an abstract? General information • The Abstract should briefly describe the work to be discussed in your presentation at the conference and also give a concise summary of the findings. Usually, an Abstract does not include diagrams or pictures and in general references are not required in the Abstract. • Abstracts must be submitted in English. Please use UK English spelling. • The deadline for submission is Friday May 3 rd. It will not be possible to submit abstracts after this date. • The presenting author will be entitled to ENGAGE travel grant and is expected to register to the Patient Advocacy Seminar by April 26, 2019. • The number of submissions is limited to 3 per main author/presenting author/organisation represented by main author. • Paper poster presenters must be present and stand by their posters during their assigned poster sessions. • Abstracts should contain only original and your own material.

How to write an abstract? General information – cont. • The abstract text may not be longer than 300 words (excluding title and disclosures). • How to check words in Microsoft Office Word: Please go to https: //support. office. com/en-ie/article/video-show-word-count -in-documents-ab 3 fdbda-e 994 -4 ff 1 -9 b 8 a-a 8 bc 81569 e 05 • All abbreviations must be defined the first time they appear in your text (but, do not define in the title). • Tables (maximum 2), charts and other graphics (maximum 2) are permitted and must be in JPG format, high resolution. • Before submitting the abstract you need to contact all your co -authors – they need to read the abstract, comment on it and agree on the submission for the conference.

How to write an abstract? Overview • Prepare your abstract at your computer before starting the upload process. You will probably need to work with it for some time and ask for comments and review from your coauthors during this process. • The following structure of the abstract will be required: – Title* – Introduction/Background* – Methodology* – Results* *mandatory fields – Conclusion* – Disclosures* • In the following the abstract structure and subheadings will be explained in more detail.

How to write an abstract? Title • Provide a short specific title indicating the nature of your work/project/campaign/research. • The title of the proposed paper is important. Short attention-catching titles are the most effective. However, it is also important, for a conference abstract, to ensure that the title describes the subject you are writing about. It would be good if you can limit the length of the title to no more than 12 words. • The title may not exceed 50 words (ESGO requirement)

How to write an abstract? Introduction/Background • The background and goals of the work/campaign/project study should appear clearly to the reader. • Why is it important and what is already known. • You need to make a clear statement of the topic of your paper and why this work/initiative was launched (the aim).

How to write an abstract? Methodology You need to say how your research was/is being undertaken. How was/is the project carried out? What initiatives? Did/will you measure something and what did/will you measure and how did/will you measure it?

How to write an abstract? Results • The methods and results usually contain data or some kind of findings. • What did you learn? • What did you find and which value are your findings? • Data examples: The number of patients participating or the number of visitors, media outreach etc.

How to write an abstract? Conclusions • The conclusion should be clearly expressed and short (a few lines). • To whom will your study/initiative be of use? • How will you use your results for future projects?

How to write an abstract? Disclosures • Disclosure of potential conflict of interest (e. g. grant support, consultancy, membership on advisory councils, speaker’s bureau) by all authors and source of funding are mandatory. Each listed author should prepare a one sentence statement that will be published with the abstract. All disclosures should be listed within the last 3 year. • Abstracts from commercial entities will be considered. However, abstracts reporting results from collaborative research conducted by independent (non-company) investigators and investigators who are employees of commercial entities will not be accepted unless the independent (academic, clinician and/or scientist) investigators are included as authors.

How to write an abstract? Think about • Before submitting the abstract it is a good idea to have someone fluent in English to proofread the abstract. • When submitting the abstract you need full names, email and affiliation for all your coauthors so please collect these data before opening the online submission system.

What is next? • When you have finishing writing, editing and proofreading your abstract it is time to upload your abstract to the ESGO online system before the deadline. • The next slides will explain to you how to upload/submit your abstract.

How to submit an abstract? Step 1 • You can only submit your abstract online through the ESGO website: https: //congress. esgo. org/call-for-abstracts/ • Click here: The deadline for submission is Friday May 3 rd. It will not be possible to submit abstracts after his date.

How to submit an abstract? Step 2 • Unless you already have an account you would need to set up a new account. Insert your data and click register.

How to submit an abstract? Step 3 • Then you need to create a personal password

How to submit an abstract? Step 4 • Please fill out your personal info and click next *These fields are mandatory – the others are optional

How to submit an abstract? Step 5 • Picture of the presenting author Please upload your photo (optional). ESGO kindly ask you to upload a picture of the presenting author. Please prepare the photo in one of the following formats: JPG or GIF with a max. size of 1 MB. By uploading the picture you agree that the photo will be used in the Scientific Programme, Mobile App. Click Finish when done uploading picture or if you want to skip this step

How to submit an abstract? Step 6 • Now it is time to upload your abstract. • Click on abstract submission

How to submit an abstract? Step 7 • This picture will appear next: Click create

How to submit an abstract? Step 8 This picture will appear. Check the box and click Apply

How to submit an abstract? Step 9 Now all these boxes appear where you need to insert the title and subheadings from your prepared abstract. Start with clicking on Topics

How to submit an abstract? Step 10 Choose ”Miscellaneous” for all patient advocacy abstracts regardless of the topic

How to submit an abstract? Step 11 Now it is time to fill in all the 5 remaining boxes from the abstract you have prepared

How to submit an abstract? Step 12 After inserting text in all the boxes from your abstract. Fill out ”Nothing to declare box”. Then click save and the system will let you know how many words your abstract is. If it is over the limit of 300 words you will not be able to proceed (red bar will apperar saying that your abstract is too long) and you will need to shorten the abstract. For next step click next.

How to submit an abstract? Step 13 You can add maximum 2 Tables here or charts and other graphics (must be in JPG format, high resolution). Tables may reduce the number of words allowed in your abstract text. The final number of words of your abstract will be calculated after the table has been added to the abstract text field. We don’t recommend to add a table (it is complicated and will take some of your space and much better to show on your poster)

How to submit an abstract? Step 14 Enter the name of the main author and your coauthors by clicking New author and fill out all the information on the next screen

How to submit an abstract? Step 15 Fill out the information shown here. Click save when done. If you need to add more authors please click the box ”would like to enter an additional affiliation after saving” Click save

How to submit an abstract? Step 16 If you have chosen to add more authors please provide their information here. If you need to add more authors please click the box ”would like to enter an additional affiliation after saving” Click save This step can be repeated for as many authors you need to add.

How to submit an abstract? Step 17 Here all your authors will appear once you have entered them into the system. You can also add a study group/oragnisation here (e. g. the name of your patient organization by clicking ”Study Group”

How to submit an abstract? Step 18 Enter the name of your patient advocacy group here (it is optional). Click Save

How to submit an abstract? Step 19 You will be given an overview again of the entered information of authors. You can here edit this information or change the order of authors.

How to submit an abstract? Step 20 Here you will be provided with a preview of your abstract. Please review everything appears correctly or go back and correct. You can go back and correct here:

How to submit an abstract? Step 21 Click the patient seminar box Click box 1, 2 and 3 Press continue

How to submit an abstract? Step 22 • Please check the layout and content of your abstract carefully, especially concerning special characters! • Please click on the SUBMIT button to finally submit your abstract!

How to submit an abstract? Step 23 • • Please check your email account. After having submitted your abstract, you will receive a confirmation by e-mail with the following information: – reference number of your abstract (for correspondence and questions that might arise) – your personal user code and password. • If you do not receive a confirmation by e-mail please contact ESGO 2019@abstractser ver. com.

How to submit an abstract? Step 24 • Should you wish to make corrections to an abstract already submitted or if you wish to submit other abstracts later, you may use your personal access code. This will shorten the submission procedure. • Corrections to abstracts can only be made up to the deadline of 3 May 2019, 23: 59 h CET.

How to submit an abstract? Step 25 • Notification Each abstract will be reviewed by a committee and final selection will be made by this committee. Notification of acceptance or rejection of submitted abstracts will be sent to the corresponding authors via email in June 2019. Full instructions concerning preparation and presentation will be included. • Publication All accepted abstracts will be published in the online supplement of the International Journal of Gynaecological Cancer as well as on the ESCO Congress’s website. Full text of regular abstracts will be published 10 days prior to the congress (23 October 2019) on the congress website and on ENGAGE website.

Acceptance You will receive a notification by email in July whether your abstract has been accepted by the ENGAGE committee and if accepted whether your presentation at the ENGAGE seminar meeting will be an oral presentation or a poster presentation. If accepted your next step will be to prepare a Poster presentation (poster to hang). The best 3 abstracts will be selected for Oral presentation at the patient advocacy seminar. These next steps are not covered by this presentation. Please contact ENGAGE for slides on how to prepare a poster.

Any Questions? If you have questions regarding abstracts or need assistance, please contact the abstract team at abstracts. esgo 2019@congrex. com. For technical questions please contact ESGO 2019@abstractserver. com. When contacting the abstract team please refer to the name of the congress. Abstract hotline: +41 61 686 77 22 (Monday - Friday during CET business hours) For information regarding the Patient Advocacy Seminar Programme and Registrations, please contact: engage@esgo. org