Late-Breaking

Updated:Jul 17,2014
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Late-Breaking

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 Late-Breaking Clinical Trial Submissions are now closed.
 Late-Breaking Basic Science Submission dates are Jul. 29 - Aug. 19, 2013


Submission Dates 
Jun. 3 - Jun. 24, 2013Late-Breaking Clinical Trial Submission
Jul. 29 - Aug. 19, 2013Late- Breaking Basic Science


Clinical Trial submission is from June 3 to June 24, 2013 5 p.m. CDT.

Guidelines for Late-Breaking Clinical Trial Presentations
Late-Breaking Clinical Trials sessions are innovative and provide the latest breakthroughs in clinical science. These sessions provide notable exposure and recognition for studies likely to have a significant impact on clinical practice.

Submission: 
Abstracts submitted via the Late-Breaking submission process are expected to contain at a minimum the study design. Information on the characteristics of the patients enrolled is desirable as well.  If available, the major trial results should be summarized and will be maintained in a confidential fashion.  Each submission must include a non-refundable fee of $100 online payment.  If accepted, the abstract may be modified in the fall for publication, since the trial data presented at Scientific Sessions will be published electronically on the Circulation Web site. 

Three submission categories for Clinical Trials:

  • Late-Breaking
  • Clinical Trial Update
  • High Impact Information from Clinical Registries

If your trial is submitted in a Clinical Trial Update, there is no guarantee that your trial will be chosen for a Late-Breaking Clinical Trial plenary session.  There will be alternate sessions created for this other category.  Please note that embargoed media briefings may not be planned for these alternate sessions.
 
Abstracts:
An abstract with data that, in whole or in part, is contained in a clinical trial submitted during regular abstract submission (April-June) for presentation in the general program cannot be presented in the regular program at Sessions.  It must be withdrawn if it is accepted for presentation as a clinical trial. An abstract submitted during the April-June abstract submission for consideration in the general program that includes information other than the primary data from the clinical trial may be considered for presentation in the regular program at Scientific Sessions on a case-by-case basis and only after presentation of the main trial data, unless other scheduling has been agreed to by the Committee on Scientific Session Program (CSSP) and AHA staff.  Please notify program.participant@heart.org if another abstract based on the clinical trial was submitted via the regular abstract submission process.

Presentations:
A trial that is accepted to present in a Late-Breaking Plenary or an alternate session, can ONLY have a single individual to present the trial. Multiple presenters will not be permitted. This will be strictly enforced.

Embargoed Media Briefing: 
Late-Breaking Clinical Trials will be considered for embargoed media briefings or other news activities, where select principal investigators or their representatives will discuss the results of their trials and answer questions with members of the media. Times may vary slightly.

AHA/ACC/ESC Acceptance/Embargos:
Abstracts related to a clinical trial submitted for consideration for presentation at the American Heart Association, American College of Cardiology and European Society of Cardiology cannot be presented at the other two meetings. After acceptance by one of the organizations, that organization’s specific embargo guidelines prevail.  An embargo means that results from the trial cannot be presented or announced in any forum prior to presentation at the meeting to which it has been accepted. Violators will be banned from participating in the clinical trials for two full cycles or for two of each organization’s meetings (AHA, ACC or ESC).

AHA Embargo Policies:
Clinical trial results are embargoed for the date and time of each session’s start time in which the trial is scheduled. Clinical trial sponsors must comply with embargo guidelines established by the American Heart Association. Failure to honor embargo policies will result in the trial being withdrawn on site and barred from presentation.  Failure to honor this embargo policy may also jeopardize future acceptance of clinical trials and presentation at Scientific Sessions. Therefore, it is essential to recognize that presentations at unofficial satellite meetings or unofficial press conferences before the scheduled AHA embargoed media briefings (Nov. 16-20) are not allowed.  This embargo policy will be strictly enforced. Note Exception: Industry announcements required by the SEC (Security Exchange Commission) are allowed and will not be considered an embargo break; however, no trial results or data may be revealed or implied. 

Investigator Meetings:
The only exceptions to the above mentioned embargo policy is closed investigator meetings for participants in the trial. Such investigator dinners or meetings in which trial results will be discussed should be held the evening before their scheduled presentation after 7 p.m. Central Time to avoid unintended public disclosure of trial results. Graphics (slide or print) that contain key trial results should be kept to a minimum and not distributed. Media or other outside parties may not be invited to these events.

Simultaneous Journal Publication of Clinical Trials: 
Simultaneous publication of Clinical Trials is acceptable and encouraged as long as the embargo policies of the AHA and the involved journals are coordinated.  If a clinical trial has been submitted to and accepted for publication, the presenter is responsible for insuring that the journal editor respects the AHA publication embargo policy.  Publication of a clinical trial either in print or on a journal web site prior to presentation at Sessions will necessitate withdrawal of the trial from the program.

 


Submission Dates: July 29 - August 19, 2013

General Information

  • The American Heart Association’s Scientific Sessions is a forum for presentation of novel research findings. The work covered by the abstract must not have been published (manuscript or abstract) before the date and time of presentation (Nov. 16-20, 2013).
  • There is a non-refundable processing fee of US$30 for each abstract submitted.
  • After the August 19, 2013, 5 p.m. CDT deadline, abstracts may not be revised in any way or resubmitted. Proofread abstracts carefully to avoid errors before submission. If accepted, your abstract will be published as submitted.
  • Abstract grading is blinded and abstracts are selected on the basis of scientific merit.
  • Abstract acceptance/non-acceptance status will be available in mid-September. Please ensure that the email provided is accurate as all correspondences will be sent via email.
  • Accepted abstracts will be published exactly as it has been submitted in the online version of the Circulation Research: Journal of the American Heart Association.
  • All accepted abstracts will be scheduled either in an oral or poster presentation. If you do not want your abstract to be scheduled as an oral presentation, select “Poster Presentation only” under presentation format preference in the abstract submitter.
  • All presentations and question-and-answer sessions will be conducted in English. Presenters may request assistance from the moderator who will repeat or rephrase questions from the audience or may ask a colleague in the audience to assist with translation.
  • The presenting author of an accepted abstract must register for the meeting. Abstract presenters need to register in the appropriate category (AHA member, nonmember, etc.) and pay the appropriate fees under each category. To receive member rates, you must Join/Renew Membership by October 2.
  • All other expenses (e.g. airfare, lodging) associated with the submission and presentation of an abstract are the responsibility of the presenter.
  • For questions regarding the submission guidelines, please contact program.participant@heart.org.
Rules for Submitting an Abstract
  • Abstract data may not be presented at a national or international meeting or world congress before the date and time of presentation (Nov. 16-20, 2013).
  • If the abstract is submitted to more than one meeting, investigators must include new and scientifically meaningful information at time of submission to the AHA.
  • If identical abstracts are accepted for two meetings, then one must be withdrawn and AHA staff must be notified. If acceptance of a previously presented abstract is discovered prior to presentation, it will be withdrawn and acceptance of future abstracts will be jeopardized. If dual presentation of identical abstracts is discovered after presentation, the acceptance of future abstracts may be jeopardized and any award associated with the abstract will be withdrawn.
  • If the accepted abstract is submitted as a paper for publication, note that rapid publication has become the norm. Investigators are responsible for coordinating simultaneous publication with other journals. If publication occurs online or in print before the time of presentation, then the abstract must be withdrawn. Please notify AHA staff by sending an email to program.participant@heart.org.
  • Submission of an abstract constitutes a commitment by the author(s) to present it if accepted. Failure to present, if not justified, will jeopardize future acceptance of abstracts for the American Heart Association.
  • There is no limit to the number of abstracts an investigator may submit. If selected, the presenter must be one of the co-authors listed.
Embargo Policy
  • Abstracts and presentations are embargoed for release at date and time of presentation or time of AHA news event. Written embargoed information cannot be shared with anyone but one-on-one embargoed media interviews can be conducted as long as the reporter agrees to abide by the embargo policy. Failure to honor embargo policies will result in the abstract being withdrawn and barred from presentation. View the complete AHA/ASA General Embargo Policies.

Preparing an Abstract

Abstract Title
  • An abstract must have a short, specific title (containing no abbreviations) that indicates the nature of the investigation.
Author Name(s)
  • The submitting author is designated as the primary/presenting author. You may rearrange the order of the authors; however, always list the senior author last.
  • If an author's name appears on more than one abstract, it must be identical on each abstract.
  • Additions or deletions of author names are not permitted after August 19, 2013, 5 p.m. CDT. NO EXCEPTIONS.
Abstract Data
  • Submit all abstracts in English.
  • Authors should not "split" data to create several abstracts from one. If splitting is judged to have occurred, priority scores of related abstracts will be reduced.
  • Abstracts containing identical or nearly identical data submitted from the same institution and/or individuals will be disqualified.
  • Proofread abstracts carefully to avoid errors before submission. The abstract will be published exactly as it has been submitted – NO EXCEPTIONS.
Abstract Text
  • Describe briefly the objectives of the study unless they are contained in the title. Include a brief statement of methods if pertinent. State findings in detail sufficient to support conclusions. Abstracts should not describe research in which the chemical identity or source of the reagent is proprietary or cannot be revealed.
  • Use generic drug names.
  • Do not begin sentences with numerals.
  • Standard abbreviations may be used without definition. Nonstandard abbreviations (kept to a minimum) must be placed in parentheses after the first use of the word or phrase abbreviated.
  • Do not include references, credits or grant support.
  • Do not include the names or personal information of any patient participating in the study or trial.
  • Abstracts are limited to 1,950 characters (about 300-350 words). This includes the text plus any graphics, but not the title or authors. New this year, all figure graphics (figures) and text-based graphics (tables) should be provided as 72 dpi, pre-sized jpg images, with a maximum width of 450 pixels. Only .jpg images should be submitted. Black-and-white digital images should be in grayscale mode. Color images should be saved in RGB color mode. Addition of an image whether a figure or a table deducts 250 characters. Spaces do not count as characters.
  • The format for the Circulation Research supplement allows graphics to be placed anywhere within the abstract. Do not add paragraph breaks within the body of the abstract.
Abstract Acceptance
  • Guidelines for abstract presentation will be provided to the presenting author of accepted abstracts in mid-September.
  • All oral presentations must be in electronic format. Submit electronic presentations to the American Heart Association 6 hours in advance of the session start time. Instructions for presentation upload will be provided upon acceptance.
  • No person may record any portion of the AHA Scientific Sessions, Scientific Conferences and ASA Stroke Conference, whether by video, still or digital photography; audio; or any other recording or reproduction mechanism. This includes recording of presentations and supporting A/V materials and of poster presentations and supporting poster materials. Additionally, science information shared by investigators at the time of a meeting is confidential and often unpublished data. Taking photos of or recording the content of meeting room slides is also prohibited, and is considered intellectual piracy and unethical. Attendees who ignore this policy will be asked to leave the educational session and are at risk of losing their badge credentials. The American Heart Association and American Stroke Association reserve the rights to all recordings or reproductions of presentations at AHA/ASA scientific conferences and meetings.
  • The AHA reserves the right to all video or audio recordings of presentations at Scientific Sessions 2013.


 


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