Call for Abstracts

<< Important Dates >>

Date	Event
October 30, 2017	Abstract submission site opens
January 29, 2018	Abstract submission site closes (general deadline) - AAIC, AIC, Technology and Dementia
February 1, 2018	Abstract submission site closes (extended ISTAART member deadline) - AAIC, AIC, Technology and Dementia
February 2018	Registration opens
March 26, 2018	Submitted program notifications sent via email from alz@confex.com (contact abstracts@alz.org if you don't receive the email); notifications are sent to the "presenting author" only.
April 2, 2018	Submitted program invitation responses due
April 16, 2018	Developing Topics* submission site opens - AAIC only (NOTE: The majority of accepted Developing Topics will be scheduled on Wednesday, July 19, 2017)
April 30, 2018	Developing Topics* submission site closes
June 4, 2018	Developing Topics* abstract notifications sent via email
July 21, 2018	Alzheimer's Imaging Consortium (AIC) Technology and Dementia Preconference - Chicago, Illinois, United States
July 22-26, 2018	Alzheimer's Association International Conference® - Chicago, Illinois, United States

*Note: Developing Topic abstracts will be considered for a poster presentation only unless the research is considered to be late-breaking.

Prepare for your submission(s)

<< Prepare for your submission(s) >>

Individual Oral and Poster submissions:
(See below for Featured Research Sessions)

1. Choose your "Presentation Preference" (poster or oral)
2. Choose the Theme, Topic, and Subtopic
   1. View AAIC Themes, Topics and Subtopics
   2. View AIC Themes
   3. View Technology and Dementia Themes
3. Abstract Title
4. Abstract Description
   The following headers are required:
   • Background
   • Methods
   • Results
   • Conclusions

   All four sections combined cannot exceed 350 words. Verify the word count prior to entry. Note the one exception: submissions for the " Practice" topic require a 350 word or less "proposal/project description."
   
   References must be included in the abstract body. Files submitted during submission listing references will not appear in the published version of the abstract.

5. Files for Tables and Figures cannot be uploaded in the body of the abstract but can be added as a separate file(s). Acceptable formats: .jpeg, .gif, or .png)
• If you plan to upload tables or figures to supplement your abstract, save them in advance as JPG, PNG, or GIF files.
• Save one figure, chart or table per file. Do not add multiple images to one file or they may not appear in the published version of the abstract.
• Up to 6 files may be uploaded.
• Word, Excel, and PDF files are not accepted.
• Text only files will be excluded from the published version of the abstract.
6. Learning Objective(s) (One required, max of three)
7. Keyword selection (One required; max of three. A list of acceptable keywords will be available at the time of submission)
8. Author Information (collect the information below in advance)

AAIC Featured Research Session Proposals (FRS):

Featured Research Sessions (FRS) (offered only as part of the AAIC program) provide an opportunity for researchers to submit an entire session organized around a topic.

[NOTE] A session organizer is responsible for identifying, confirming and entering the session participants, initiating the session submission, entering overview information, and communicating with the speakers to ensure they individually enter their abstract details by the deadline. As the session submitter initiates the proposal, each speaker will receive an email with a direct link to complete their abstract submission.

Click here to download the 2018 FRS Helpful Guide (step-by-step).

Is there a process to ensure my abstract is considered for an oral presentation if it is not accepted as part of a Featured Research Session (FRS) proposal?

Yes, we have a solution for this case. Researchers submitting an abstract as part of a FRS may also submit the same abstract for oral presentation consideration. If interested, it is the responsibility of the submitter to also submit the abstract via the submission option of "AAIC: Individual Abstract (Oral or Poster)." Important: if the abstract is accepted as part of a FRS, the FRS will take precedence and the individual abstract cannot be presented in an oral session.

Of note, non-accepted FRS abstracts that receive an appropriate average review score will automatically be considered for an optional poster presentation (there is no need to submit the abstract twice in this case).

Will an abstract submitted as part of a Featured Research Session (FRS) be considered for a poster presentation if the FRS is not selected?

Yes, non-accepted FRS abstracts that receive an appropriate average review score will automatically be considered for an optional poster presentation (there is no need to submit the abstract twice in this case).

Of note, non-selected FRS abstracts will not be considered for an oral presentation unless the abstract is submitted twice via the appropriate submission process (see the FAQ, "Is there a process to ensure my abstract is considered for an oral presentation if it is not accepted as part of a Featured Research Session (FRS) proposal?").

Step 1: SESSION SUBMITTERS

Your list of what to prepare and gather prior to initiating your session proposal includes the following:

As the organizer/submitter enters each speaker's name, email and presentation title, an email will be generated to the speaker. The email will include a direct link to complete their abstract submission.

Step 2: SESSION SPEAKERS

Upon receipt of the emails, individual speakers must enter:

• Abstract (up to 350 words; must include background, methods, results, conclusions)
• Supplemental images (if applicable): Save any tables, charts, figures in advance as JPG, PNG, or GIF files
• Curriculum Vitae (acceptable formats: .pdf, .doc, or .docx file)
• Disclosures
• PowerPoint and Recording Permissions
• Abstract Co-authors (if applicable): Full Name, degree(s), institution/organization, email address, and phone number

Step 3: SESSION SUBMITTER

It is the session submitter's responsibility to ensure that your four session speakers fully entered their abstract details by the deadline.

1. Check the status of your session: As the submitter, you received a "session initiated" email generated by the system (from alz@confex.com; check your spam folder; the email includes your log-in details).
2. Once in the session, click on Step 2 from the Control Panel (left side of the screen).
3. Within the presentation table, the "status" column for all four presentations must be marked "Complete."

Embargo Policy

<< Embargo Policy and Confidentiality Policies >>

AAIC Embargo Policy

The Alzheimer's Association International Conference^® (AAIC^®) is a well-recognized, global platform for news regarding advances in Alzheimer's and dementia research. If you are interested in having the research you present at AAIC eligible for inclusion in AAIC news releases and news conferences, it must not be published (online or hard copy) or presented, in whole or in part, in any manner, previous to presentation at AAIC. (Note: The Association reserves the right to also include previously published material in its news program, if it so chooses, but this is generally not the case.)

All materials submitted to AAIC are embargoed for publication and broadcast until the officially scheduled date and time of presentation at AAIC, unless the Alzheimer's Association provides written notice of change of date and/or time in advance, such as on an AAIC news release. If there are questions, please contact the Alzheimer's Association Public Relations Department at media@alz.org.

• The news embargo for abstracts and scientific presentations included in the AAIC news program will be listed on the news release that includes that abstract/presentation. This is regardless of the actual time of presentation at AAIC.
• News embargoes for plenaries and oral sessions not included in the AAIC news program are at the beginning of each individual talk (not the overall session). For example, for an oral presentation session starting at 2:00 pm where each talk is 15 minutes, the news embargo on the:
  • 1st talk = 2:00 pm
  • 2nd talk = 2:15 pm
  • 3rd talk = 2:30 pm
• The news embargo on a poster session is at the scheduled beginning of the session.

Public and news announcements made in advance of AAIC that a scientist or company is scheduled to make a presentation at AAIC may include the date, time, location and topic of presentation, but may not include the methods, results and/or conclusions, nor the type or direction of results, even if that is included in the name/title of the submitted abstract. For that reason, authors are discouraged from putting the type and/or direction of results in the abstract title.

All news media representatives, scientists and their funders, and exhibitors/sponsors agree to honor the news embargoes and release times stated on news releases and other news materials issued by the Alzheimer's Association/AAIC.

If a reporter or news media outlet breaks an AAIC news embargo, the Alzheimer's Association reserves the right to revoke their press access and credentials for the current event and future Alzheimer's Association conferences and events.

If a scientist or company that is a participant in an AAIC news briefing or news release is discovered to have broken the news embargo, or encouraged the breaking of a news embargo, the Alzheimer's Association reserves the right to remove the participant from the news briefing and remove that scientist's/company's information from the news release. In addition, consequences for violation of the news embargo may include retraction of the accepted abstract from AAIC and/or loss of privileges of presenting research at AAIC in the future.

SEC-Related Issues

If a publicly traded company is advised that it is legally required to disclose certain data or other information from a confidential AAIC abstract in advance of the AAIC news embargo to satisfy requirements of the U.S. Securities and Exchange Commission or a corresponding regulatory body in a country where the company's stock is traded (collectively, "SEC"), that company must submit to AAIC, in advance of the SEC-required disclosure:

• Written notification of the time, manner and recipients of the company's release; and
• A letter signed by the company's legal counsel, advising that (a) public disclosure of the information is necessary for the company to comply with applicable securities laws, and (b) the information disclosed is the minimum necessary for such compliance.

If this is done, the abstract will not be automatically rejected or removed from AAIC on the basis of the SEC-required release of data or other information, though the situation is still subject to AAIC review. At a minimum, AAIC may in its discretion change the position of the abstract in AAIC, e.g., from oral presentation to poster. The abstract will most likely be ineligible for the AAIC news program.

The company may issue a news release at the time of SEC-required disclosure. The AAIC abstract itself may not be released publicly by the company or lead author. Mention may be made that full details will be presented at AAIC. AAIC would prefer that the news release:

• Summarize study data cited in the abstract in a qualitative rather than quantitative manner.
• Avoid interpretations about the implications of the data for practice.

As an example, a statement that a study "met its primary endpoint of improving cognition" is qualitative, while "ADAS-Cog scores remained stable for 18 months in the treated group" would be considered quantitative. A quote such as "We are encouraged by these promising results" would not be viewed as interpretive, while a quote such as "These findings support [drug] as first line therapy in mild to moderate Alzheimer's" would be seen as an interpretation of the data.

AAIC Confidentiality Agreement

Abstracts and related information submitted to the Alzheimer’s Association International Conference (AAIC®) meetings are considered final and confidential from the time of submission. This Confidentiality Agreement covers all abstracts, title of abstract and summary description placeholders ("Confidential Information"). Compliance with the Confidentiality Agreement is required by all parties receiving Confidential Information, which includes all embargoed or early copies of the abstracts shared with news media, as these documents are confidential per this policy and each recipient will be held accountable for any violations of AAIC’s Confidentiality Policy.

Prior to the Confidential Information being publicly released by the Alzheimer’s Association in conjunction with the AAIC, authors, coauthors, sponsors of the research, news media, journalists, analysts, other AAIC attendees, and recipients of Confidential Information may not:

• Make the information public, or provide it to others who may make it public
• Publish or present the information or provide it to others who may publish or present it
• Use the information for any commercial purposes, pecuniary purposes, securities trading, securities recommendations and/or securities analysis until such information has been presented at AAIC and been reasonably absorbed on a broader basis into the market.

For a study to be eligible for acceptance into the AAIC, information contained in the abstract, as well as additional data and information to be presented about the study at AAIC, must not be disclosed before the findings have been publicly released in conjunction with AAIC.

Unless express permission is granted by the Alzheimer’s Association, which may be obtained directly upon request, the contents and conclusions of the abstract must not be presented at any scientific, medical or educational meeting or published in a scientific, medical or educational publication (in any medium) in whole or in part, before AAIC. If attendees wish to have information from an abstract or portions of the dataset disclosed in advance of public release in conjunction with AAIC, specific exception requests must be made per the Confidentiality Agreement Exception instructions described below.

Alzheimer’s Association recognizes that certain federal and international laws require disclosure of certain clinical trial results through federal and international registries within a certain time period. If the imposed deadline for data submission falls before AAIC meeting dates, submission of the trial results to the required registry will not be viewed as a breach of AAIC’s Confidentiality Agreement.

Confidentiality Agreement Exceptions

Exceptions to the AAIC Confidentiality Agreement require communication with Alzheimer’s Association a minimum of 48 hours in advance of any public release. Specific inquiries about exceptions to the AAIC Confidentiality Agreement should be emailed to AAICConfidentiality@alz.org.

A Securities and Exchange Commission (“SEC”) Exception is available to companies whose securities are publicly traded to the extent that disclosure is necessary for that company to comply with the disclosure requirements under any US federal or state or international securities laws.

The obligations above shall not extend to any part of the Confidential Information (a) that can be demonstrated to have been in the public domain or publicly known at the time of disclosure; (b) that becomes part of the public domain or publicly known by publication or otherwise, not due to any unauthorized act by the abstract submitter; (c) that can be demonstrated as independently developed by the abstract submitter without reference to or reliance upon such Confidential Information; or (d) that is required to be disclosed by law, in which case the abstract submitter will notify the Alzheimer’s Association of such requirement.

Other Exceptions to the AAIC Confidentiality Agreement may be granted by the Alzheimer’s Association in specific circumstances including but not limited to public health reasons and/or to meet the requirements of state, national or international government agencies.

No matter if a Confidentiality Agreement Exception applies or is granted, Alzheimer’s Association retains the right, in its sole discretion, to change an abstract’s placement in the meeting program based on the extent of information disclosed. If an exception applies or is granted, the study will most likely be ineligible for the official AAIC news program.

If the confidentiality policy is broken, the Alzheimer’s Association retains the right, in its sole discretion, to: remove the abstract from AAIC, deny the responsible author(s) attendance at AAIC, and/or bar the responsible author(s) from future submission and/or attendance at AAIC.

News Embargo-Related FAQ's:

Is advance promotion of general topics, speakers, or presentation times permitted?

Public and news announcements made in advance of AAIC that a scientist or company is scheduled to make a presentation of AAIC may include the date, time, location and topic of presentation, but may not include the methods, results and/or the type or direction of results, even if that is included in the name/title of the submitted abstract. For that reason, authors are discouraged from putting the type and/or direction of results in the abstract title.

Is it acceptable to submit an abstract that presents partial data from a manuscript submitted for publication?

It is not acceptable to submit partial data from a manuscript already submitted for publication AND published in any form before the AAIC news embargo date/time. It is acceptable only if the author(s) and journal guarantee in writing to AAIC that any publication would not occur until after the AAIC news embargo date/time.

Am I allowed to submit abstracts that have been previously presented?

All abstracts submitted to AAIC must be made up substantially of new findings, data, or analyses.

Will the submission of this abstract to affect the publication of our manuscript?

No. These review processes are independent. The thresholds for acceptance between conference abstracts and journal manuscripts are very different.

I have never attended a conference where the abstracts are published in an online supplement to a journal. Does this ever pose a problem for authors with subsequent publication of the research as a full article in a peer-reviewed journal, since the research findings would technically already have been published in Alzheimer's and Dementia: The Journal of the Alzheimer's Association?

No. This does not pose a problem for authors. Academic literature has a clear distinction between conference abstracts and peer-reviewed papers.

Frequently Asked Questions

<< Frequently Asked Questions >>

What do I need to prepare for my submission?

Click here to view a detailed list.

What are the themes and topics for AAIC, AIC and Technology & Dementia?

Click here to view AAIC Themes, Topics and Subtopics.
Click here to view AIC Themes.
Click here to view Technology and Dementia Themes.

What is the age requirement for presenting authors?

Presenting authors must be 18 years of age at the time of the conference (July 22-26).

Am I allowed to submit abstracts that have been previously presented?

All abstracts submitted to AAIC must be made up substantially of new findings, data, or analyses.

Can I submit more than one abstract?

Yes. A person may submit more than one abstract; however, a person may present an abstract as the presenting author on only one podium presentation and two posters slotted on different dates. Podium presentations include featured research, oral, symposium and plenary sessions. Please do not submit the same abstract for an oral and a poster presentation.

If I submit two abstracts should I just enter one as an "oral" presentation and the other as a "poster," or can I put them both in as "oral" and let the committee decide?

Please submit your preferred presentation preference. If your abstract is not accepted for an oral presentation, it may be offered a poster presentation.

Can I submit the same abstract to both the main conference and the Alzheimer's Imaging Consortium (AIC) preconference?

The same abstract cannot be submitted for oral consideration to both AAIC and the Alzheimer's Imaging Consortium (AIC). You must make a choice between the preconference (AIC) and the main conference (AAIC) if you wish to be considered for a neuroimaging-themed oral session.

The same abstract may be submitted for oral consideration to one conference and also submitted for poster consideration to the opposite conference.

The same abstract may be submitted to both AIC and AAIC for poster consideration.

Can I submit the same abstract to both the main conference (AAIC) and the Technology and Dementia preconference?

Yes, but the same submitted abstract can only be presented as an oral presentation at either AAIC or Technology and Dementia.

The same abstract may be submitted and presented as a poster at both AAIC and Technology and Dementia.

How do I apply for an AAIC Travel Fellowship?

Note: An individual may not receive a travel fellowship two years in a row. Please do not submit an application if you received a full or partial travel fellowship to attend AAIC 2017.

A limited number of travel fellowships are available to AAIC presenting authors. AAIC Travel Fellowships are awarded in various packages that may include one, two or three of the following: complimentary AAIC registration, housing and/or airfare support.

How do I apply for an AIC Registration Fellowship?

Note: An individual may not receive a registration fellowship two years in a row. Please do not submit an application if you received a registration fellowship to attend AIC 2017.

A limited number of fellowships, in the form of complimentary Alzheimer's Imaging Consortium (AIC) registration, are available for early career scientists who are the presenting author on an accepted abstract.

Is there a limit on how many poster presentations an author can present?

• AAIC: An author can present more than one poster, as long as they are slotted on different dates.
• AIC: An author can present two posters.
• Technology and Dementia: An author can present two posters.

Is there a limit on how many oral presentations an author can present?

• AAIC: An individual may be the presenting author on one podium presentation at AAIC. Podium presentations include featured research, oral, symposium and plenary sessions. Exception: An individual may only present in two AAIC podium platforms if one is a Developing Topic session (i.e. late breaking abstracts collected in the spring). Podium presentation in a preconference does not count towards AAIC.
• AIC: An individual may be the presenting author on one oral presentation.
• Technology and Dementia: An individual may be the presenting author on one oral presentation.

How do I make edits to an abstract in "submitted" status?

You may make edits to your submitted proposal through the submission deadline. Access your in-progress or submitted proposal by logging in (top right corner of this screen). It is your responsibility to confirm that your abstract is correctly submitted and is received by the submission deadline. Send an email to abstracts@alz.org if changes are required after the submission deadline (changes are approved on a case-by-case basis).

What is the format and size of the poster board?

• Landscape
• Meters: 2.3 (wide) x 1.1 (high)
• Inches: 91.5 (wide) x 45 (high)
• We advise printing your poster slightly smaller than the dimensions above to allow room for the poster number. No audiovisual equipment is available for poster presentations. Pushpins or tape will be provided.

NOTE: You may print your poster smaller than they display board.

Is it acceptable to submit an abstract that presents partial data from a manuscript submitted for publication?

It is not acceptable to submit partial data from a manuscript already submitted for publication AND published in any form before the AAIC news embargo date/time. It is acceptable only if the author(s) and journal guarantee in writing to AAIC that any publication would not occur until after the AAIC news embargo date/time.

Will the submission of this abstract affect the publication of our manuscript?

No. These review processes are independent. The thresholds for acceptance between conference abstracts and journal manuscripts are very different.

I have never attended a conference where the abstracts are published in an online supplement to a journal. Does this ever pose a problem for authors with subsequent publication of the research as a full article in a peer-reviewed journal, since the research findings would technically already have been published in Alzheimer's and Dementia: The Journal of the Alzheimer's Association?

No. This does not pose a problem for authors. Academic literature has a clear distinction between conference abstracts and peer-reviewed papers.

What if my research is not complete by the abstract submission deadline?

AAIC accepts "late breaking" or "developing topic" abstract submissions in the spring (April 16, 2018 through April 30, 2018). Only abstracts in which the research findings were not ready/complete/available to be submitted during our regular abstracts submission deadline in February should be submitted via the Developing Topics submission process. NOTE: Developing Topic abstracts will be considered for a poster presentation only unless the research is reviewed and considered to be late-breaking and extremely impactful. Moreover, the majority of accepted abstracts will be scheduled on Wednesday, July 25, 2018.

When will I be notified if my abstract has been accepted?

Notifications of acceptance/denial of abstract submissions will be sent by March 26, 2018.

If my abstract is chosen, do I pay for registration?

Conference registration is not mandatory in order to submit an abstract. However, it is a requirement that all presenting authors of an oral or poster presentation are registered in time for the conference. Registration opens in February 2018.

If my abstract is not accepted as an oral presentation, is it likely it will be accepted as a poster presentation?

If your abstract is not chosen as an oral presentation, your abstract may be accepted for a poster presentation. However, do not submit the same abstract for the same conference as an oral and poster.

Is advance promotion of general topics, speakers, or presentation times permitted?

Public and news announcements made in advance of AAIC that a scientist or company is scheduled to make a presentation of AAIC may include the date, time, location and topic of presentation, but may not include the methods, results and/or the type or direction of results, even if that is included in the name/title of the submitted abstract. For that reason, authors are discouraged from putting the type and/or direction of results in the abstract title.

When will accepted abstracts be posted online?

The abstracts will be available online approximately one month prior to the conference (to registered AAIC attendees only).

Does the Alzheimer's Association own accepted abstracts?

Accepted abstracts become the property of the Alzheimer's Association. Ownership of submitted abstracts not accepted for presentation reverts to the author.

If my abstract is accepted, will it be used by the Association for sales or marketing purposes?

If accepted for presentation, abstracts will be published in an online supplement to Alzheimer's & Dementia: The Journal of the Alzheimer's Association. Additionally, the Alzheimer's Association reserves the right to provide abstracts to conference registrants and the public via online modalities, a mobile application, an abstracts USB drive, and any other modalities they wish. In those formats, the abstracts become the property of the Association, along with the PowerPoint slides or handout material. If the presenting author provides permission to record the oral presentation, then the recording with supporting handout material will be available for purchase.

If I need to retract my abstract submission, what is the deadline?

You can retract your abstract submission at any time. Depending on our publication deadlines, we may be unable to remove your abstract from print materials and publications. To retract an accepted abstract, you must email abstracts@alz.org and confirm a response.

If my abstract is accepted, how do I make an author change or withdraw my abstract?

If the identified presenting author becomes unable to present, a co-author may present (as long as they are not scheduled to present in another oral presentation). Notification of the change must be submitted in writing to abstracts@alz.org. If none of the authors on the abstracts can present, a request must be submitted in writing to abstracts@alz.org to withdraw the abstracts. Depending on our publication deadlines, we may be unable to remove your abstracts from print materials and publications.

How can I locate an abstract from a previous AAIC or AIC?

Abstracts are published in an online supplement to Alzheimer's and Dementia: The Journal of the Alzheimer's Association

Click here to view the abstract archive.

Can I change the date of my scheduled poster presentation?

Presentation invitations will include the date and time of your poster presentation(s). In very limited cases, the Association will be able to accommodate requests to change the presentation date by April 2, 2018. Requests received after April 2 may not be accommodated.

Is there a process to ensure my abstract is considered for an oral presentation if it is not accepted as part of a Featured Research Session (FRS) proposal?

Yes, we have a solution for this case. Researchers submitting an abstract as part of a FRS may also submit the same abstract for oral presentation consideration. If interested, it is the responsibility of the submitter to also submit the abstract via the submission option of "AAIC: Individual Abstract (Oral or Poster)." Important: if the abstract is accepted as part of a FRS, the FRS will take precedence and the individual abstract cannot be presented in an oral session.

Of note, non-accepted FRS abstracts that receive an appropriate average review score will automatically be considered for an optional poster presentation (there is no need to submit the abstract twice in this case).

Will an abstract submitted as part of a Featured Research Session (FRS) be considered for a poster presentation if the FRS is not selected?

Yes, non-accepted FRS abstracts that receive an appropriate average review score will automatically be considered for an optional poster presentation (there is no need to submit the abstract twice in this case).

Of note, non-selected FRS abstracts will not be considered for an oral presentation unless the abstract is submitted twice via the appropriate submission process (see the FAQ, "Is there a process to ensure my abstract is considered for an oral presentation if it is not accepted as part of a Featured Research Session (FRS) proposal?").

Questions & Technical Support

<< Questions & Technical Support >>

Topic	Email	Phone
General AAIC and abstract questions	abstracts@alz.org	+1.312.335.5897 Hours: 9am - 5pm Central Time, Monday-Friday
Technical Support (log in issues, technical entry issues)	Tech Support	1.401.334.0220 Hours: 8:30am - 6pm Eastern Time, Monday-Friday
Please view all sections of this site prior to contacting the Association or Technical Support.

AAIC Main Website

Call for Abstracts Instructions