Abstract Presenter Instructions - Full Presentation (Scroll down for e-poster info)

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Full Length Abstract Presenter Instructions and American Journal of Surgery Submission

Abstracts are spaced 10 minutes apart with spacing for presentation, discussion and closing as follows:

• Slides, In general, 7 min = 7 slides
• 1 slide: identify problem and background
• 1 slide: state objective of study
• 1 slide: identify patient selection
• 1 slide: state methods of data collection
• 1 slide: main outcome result
• 1 slide: secondary outcome result
• 1 slide: state conclusions

The moderators cue up the presenters when the time for Q and A comes after the abstract is is run.  There will be 3 minutes for Q and A. Comments are also strictly timed to cutoff at 3 min with a 1 minute warning.

Abstracts should be set up as pre-recorded Power Point slides of no longer than  7 minutes in length. Save the file in MP4- format. Its best to create a mp4 recording of you giving your presentation using Zoom so that we have a backup recording to post in the meeting app.

To use ZOOM to create the mp4 of your abstract presentation

a. Open your ppt/ Sign in to zoom/ Select setting button on the green shield/ Record video during screen sharing/ Select edit by 3rd party/ Place Video next to the shared screen in the recording/Set the timer on your phone for 3 minutes/ Hit record/ Save the file to your computer. 

b. The file will be saved to an MP4 format when you stop recording. Go into Zoom to find the file, then change the name. To help us out, refer to the number of the abstract as it appears on the agenda for the meeting. Ideally name it "Abstract (number) NPSA Annual Meeting 2021" And maybe the presenter's last name. This will identify the abstract so our AV team can find it easily.

c.  You will upload your mp4 to Dropbox link. Stay tuned for the link.

Our AV team will assemble all the abstract recordings and then run them when your abstract is up for presentation. The deadline for uploading pre-recorded abstract presentations is Friday, October 29. If you need more time, let us know.

Abstract Presenter Instructions

a. Presenters are prescheduled during one of five one hour sessions during a webinar on November 6 or 7. Presenters should know when their abstract will be presented so they can be on hand for the Q & A period.  

b. Presenters will receive a unique webinar log in. When that is accessed, the webinar will show their name on the screen. Be sure to have a good camera, mic and internet connection. We recommend having the Whova app on your phone, but use a laptop or desktop computer for the presentation.

c. The presenters need to create the pre-recorded abstract and download it to a Dropbox account that is sent in an email. The deadline is October 29.

d. Two moderators will field questions live with the abstract presenter during a 3 minute period after the pre-recorded 7 minute abstract has been played by our audio visual team.

e. Due to the event being a virtual meeting, we will NOT have discussants and closers as has been done at live in-person meetings.  The presenter will handle all questions.

f. Questions will come from the webinar Q & A or from the Whova app Session Q & A or from the moderators. 

g. Presenters and moderators are required to log in to their unique web link (sent to them by the AV team) at 7:00 am the day of their presentation for a brief mic and camera check. Then, all must log in 15 minutes before their session starts. Abstract presenters make sure you know exactly when you are presenting.

American Journal of Surgery Submission

This year you will be submitting your paper directly online to the American Journal of Surgery (AJS). You will be receiving an e-mail invitation to submit your paper from the AJS online submission system called “EVISE”, along with directions on how to submit and respond to editorial input on line. This invitation will arrive this week, and the paper will need be submitted just before the meeting. Failure to submit your manuscript may result in removal from the NPSA meeting program, so please make sure your manuscript is submitted by the deadline. 

In the meantime, please begin preparing your paper. As always, the paper should be prepared according the directions for Affiliated Societies, which are available on-line on the AJS homepage or in the back of each issue of the AJS.

This year we are striving to stay within our page restrictions, so that everyone’s paper can get published. To do this we need to keep our submissions as concise as possible. We are striving for papers no longer than 4 pages of journal length (approx 15 pages of text, references, and tables/figures). Here are some guidelines for keeping your paper concise:

Tips for writing a concise (4 journal pages) paper for the American Journal of Surgery (AJS):

• Title: no more than 15 words.
• Authors: No more than 6. All must have contributed to both paper and study. Eliminate, e.g. mentors who did not contribute to both, statisticians who did not contribute to both, people who only reviewed manuscript, surgeons who provided patients but no other input, etc. Put these people in a short sentence of acknowledgement at the end of the text.
• Abstract: 250 words or less-strictly enforced!
• Intro: 1 or 2 paragraphs that quickly get to why study was done.
• Methods: whenever possible refer to, rather than reiterate, previously published methods, instruments, etc.
• Results: Reduce text by putting data in text and figures-use Results section to refer to data trends shown in tables and figures. In short, when it comes to data, text should not be redundant with tables and figures.
• Comments: Six or seven paragraphs max. Suggested outline: 1. What the study showed (1 paragraph); 2. How a few key findings support or contradict what is already published (2-3 paragraphs-1 for each key point); 3. Limitations of the study (if appropriate; 1 paragraph max); 4. Implications/Future plans (1 paragraph).
• References: limit to 40 references. Use AJS references whenever possible-this raises the Journal’s impact factor.
• Tables and Figures: No duplication with text. “Boil down” tables-remove all extraneous words and symbols. Use as few photos as possible to make the point.

E-Poster Preparation Instructions (pre-recorded on demand)

E-posters should be set up as pre-recorded Power Point slides.

E-posters should have 4-5 slides and must be no longer than 3 minutes in length.

Save the file in MP4- format. Its best to create a mp4 recording of you giving your presentation using Zoom so that we have a backup recording to post in the meeting app.

To use ZOOM to create the e-poster mp4 file:

a. Open your ppt/ Sign in to zoom/ Select setting button on the green shield/ Record video during screen sharing/ Select edit by 3rd party/ Place Video next to the shared screen in the recording/Set the timer on your phone for 3 minutes/ Hit record/ Save the file to your computer. 

b. When you stop recording Zoom will save the file as an MP4. Rename the file to identify the abstract title and your name.

c. Go into Whova (make sure you have downloaded the app or have the desktop link). Update your profile.

Note: Attendees will view the E-Posters ON DEMAND during the meeting.

The program committee will select up to 7 e-posters for submission to the American Journal of Surgery as abbreviated reports

Abbreviated manuscripts for e-posters for the American Journal of Surgery are available to a selection of the e-poster presenters (6 of the 16 posters have been selected).  Formats available include: 

"My Thoughts" -Editorials on Emerging Topics: Title page; Body: no divisions; References (9 maximum); Total length maximum 3 pages

"My Surgical Practice" - Lessons Learned in Surgical Practice: Title page; Body: no divisions; References (9 maximum); Total length maximum 3 pages

Below: Pics from recent NPSA Annual Meetings. Robust participation from NPSA members is a key part of our scientific presentations. Left, Dr. John Mayberry at the  meeting in Boise. Right, Lecture theatre, Victoria Conference Centre.