This event is jointly sponsored by the American Society for Microbiology

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Abstract Submission

Abstract submission is now closed.

Participants are encouraged to submit abstracts that describe their original research results. Accepted abstracts will be presented in scheduled poster sessions and published in the Final Program and online. Abstract authors will be notified by email of the status of their abstract and any pertinent scheduling information on March 10, 2014.

 

Submission Instructions

Create a profile by clicking on the “Click here to create a profile!” link. After creating your profile, your username and password will be sent to you via email. Return to the abstract submission site to enter your username and password. Click the "Create Abstract" button to begin the abstract submission process.

Step One: Title
Please use a short and concise title that indicates the content of the abstract. Titles should be capitalized.  

Step Two: Author(s)
Select “Yes” if you are the primary author. If you are not the primary author, click “No”. The system will guide you through adding a new author. Click “Add Co-Author” to add additional authors. Author's names will be displayed using full first and last names. Presenting authors will be underlined. Each institution and author will be referenced with superscript numbers and include the institution’s, city, two-letter state/province abbreviation and country.

ASM will correspond with the presenting author only. Changes in the presenting author must be communicated to ASM. It is the responsibility of the presenting author to contact all co-authors with the disposition and scheduling of the abstract. The complete email address of the presenting author is required in order to assure that correspondence arrives promptly and easily.

Step Three: Abstract
Your abstract may have up to 3,500 characters including spaces. Do NOT include abstract title or authors in abstract text. Abstract text may be submitted using any of the following methods: Copy/paste or direct entry keystrokes.

Step Four: Tables/Graphics
Tables may be submitted using any of the following methods: Copy/paste or create a table function. Graphics may be submitted by copy/paste.

Step Five: Preview
It is very important that you review your work to proof the accuracy of all elements of the submitted abstract including spelling and figures. Abstracts will appear as they will be published in the Poster Abstracts and Program Book. Your abstract will not be reviewed until all steps are complete and you have finalized your abstract.

Step Six: Finalize
You will not be able to edit your abstract after finalizing. To make changes after finalizing, contact This email address is being protected from spambots. You need JavaScript enabled to view it. . Please note that your abstract may be edited to ensure proper formatting. All changes will be reflected through the submission site.

 


Poster Presentation Information

Poster Specifications

  • Accepted abstracts must be presented in assigned poster session.
  • Posters should be no larger than 8ft (W) x 4ft (H).
  • Poster presenters must bring push pins to hang their poster.

Tips for Preparation

  • Posters should stimulate discussion; do not give a long presentation. Therefore, keep text to a minimum, emphasize graphics, and make sure everything in your poster is necessary.
  • Utilize handouts to supplement your poster.
  • Materials must be easily read at a distance of 4ft. As a rule of thumb, use a font size of at least 14 point and double space.
  • When choosing a background, remember that neutral or gray colors will be easier on the eyes than a bright color. In addition, color photos look best when mounted on gray.

Presentation Schedule
Sunday, April 27

Poster Session I will take place from 4:30 p.m. - 7:00 p.m. You must be present during the designated poster session time.

Monday, April 28
Poster Session II will take place from 4:30 p.m. – 7:00 p.m. You must be present during the designated poster session time.

Tuesday, April 29
Poster Session III will take place from 4:30 p.m. – 7:00 p.m. on Tuesday. You must be present during the designated poster session time.

Poster Set-up and Dismantle
Sunday, April 27
Posters should be hung between 4:00 p.m. – 4:30 p.m. on Sunday and removed no later than 7:30 p.m. on Sunday.

Monday, April 28
Poster should be hung by 7:30 a.m. on Monday and removed no later than 7:30 p.m. on Monday.

Tuesday, April 29
Posters should be hung by 7:30 a.m. on Tuesday and removed no later than 7:30 p.m. on Tuesday.

 

Invited Participant Information

The following information can be found in invited participant letters of invitation. Please note that the following information does not apply to every invited participant. Please review your letter of invitation for specific information pertinent to your role.


Presentation Materials
Deadline: March 3, 2014

All presentations must be in PowerPoint format. All speakers’ PowerPoint presentations are included in the Final Program. A presentation abstract is optional. Your presentation should be approximately 35 to 40 minutes followed by 10 to 15 minutes of audience discussion and questions. Please refer to the online program to determine the order in which you will present within the session.

Submitted presentations will be provided to the AV technicians prior to the meeting and pre-loaded in your session room prior to your presentation. Please bring a copy of your presentation on a thumb drive as back up or in the event you have made changes to your presentation since originally submitted.


Digital Recording
Deadline: March 3, 2014

As part of the educational mission of the Clinical Virology Symposium and ASM, arrangements have been made for recording and producing DVD and Internet-based versions of speakers' presentations delivered at the Symposium. Your consent is required to record and distribute your presentation.  


Disclosures

Deadline: March 3, 2014

ASM’s CME accreditor, The France Foundation (TFF), requires that all speakers complete a Faculty Disclosure statement. This statement is necessary for your presentation to be eligible to receive CE credit. As an ACCME accredited provider, TFF must ensure balance, independence, objectivity and scientific rigor in all its directly or jointly sponsored educational activities. Therefore, any person who is in a position to influence or control the content of a CME activity must disclose any financial interest or other relationship with a commercial interest producing healthcare goods or services that has a direct bearing on the subject matter of the CME activity. A relevant financial interest or other relationship may include such things as grants or research support, employee, consultant, major stockholder, member of speaker’s bureau, etc. that has occurred for any dollar amount over the past 12 months. The intent of disclosure is not to prevent a speaker with a relevant financial or other relationship from making a presentation, but rather to resolve any conflicts prior to the CME activity so the learner may participate in a balanced, unbiased CME event. It is the responsibility of the TFF, in collaboration with the course director, planning committee and CME advisory committee to review the disclosure statements and assure that CME activities sponsored by TFF are free of commercial bias and that clinical recommendations are based on evidence that is accepted within the profession of medicine as adequate justification for the care of patients.


Presentation Compliance with ACCME Standards

The ACCME Standards for Commercial Support also requires that your presentation be free of commercial bias and that any information regarding commercial products/services be based on scientific methods generally accepted by the medical community. When discussing therapeutic options, it is our preference that you use only generic names. If it is necessary to use a trade name, then those of several products must be used. Furthermore, if your presentation includes discussion of any unlabeled/investigational use of a commercial product, you are required to disclose this to the participants.  


Biographical Information
Deadline: March 3, 2014

Your biographical information will be used for preparing speaker introductions. Please be sure to update and confirm your contact information. Your contact information will be published in the Final Program.


Hotel and Travel

Deadline: March 3, 2014

The Clinical Virology Symposium and ASM will book your hotel room and secure your meeting registration on your behalf. Confirmation of your hotel and registration will be sent to you via email one month prior to the meeting.  

You may book your flight directly with ASM’s travel agent, MacNair Travel Management. For detailed instructions on booking your airfare, please reference your letter of invitation.


Banquet Attendance and Miscellaneous Information

Deadline: March 3, 2014

You are invited to attend the banquet on Monday, April 28, 2014 at 7:00pm. Speakers will receive a t-shirt and commemorative polo shirt for their participation in the Symposium.


Reimbursement

Deadline: March 3, 2014

ASM will honor expenses for ground transportation (mileage to/from airport or personal vehicle usage in lieu of airfare, tolls and parking, taxi or shuttle fees), food (actual expenses as ASM does not set a per diem amount), and gratuities. Please make sure to save all itemized receipts. Please note that a copy of a charge slip is not considered adequate documentation for meals. ASM requires the receipt detailing the food and beverage purchases. ASM cannot reimburse for expenses without an itemized receipt. A reimbursement form will be emailed to you after the conclusion of the meeting.

Travel Grants

Deadline: February 24, 2014

Students, postdoctoral fellows, and technologists who submit abstracts are eligible for travel awards sponsored by the Pan American Society for Clinical Virology (PASCV) and the Clinical Virology Symposium.

Award Types
Special travel awards are available in honor of:

• Dr. Edwin Lennette
• Dr. Edith Hsiung
• Dr. Herman Friedman sponsored by the Clinical Virology Symposium ($1500)
• Dr. Mario Escobar sponsored by the Clinical Virology Symposium ($1500)
• *Special Award for Latin American Residents sponsored by the PASCV ($2000)

*Available to faculty

The PASCV offers several additional travel awards in addition to the named awards above. For detailed information on Award Types and previous recipients, visit http://www.pascv.org/awards.html.

 

Eligibility
Applicant must:

• Be presenting author of submitted abstract;
• Reside in North America;
• Be a student, post-doctoral fellow, or technologist; and
• Not have received the award in the past three years.

Preference is given to those who have not received the award.


To Apply
Applicants should submit:

• Eligibility letter from supervisor. Letter must include the name of the student, fellow, or technologist who is competing for the travel award, and abstract title
• Copy of abstract submitted to Call for Abstracts
Travel Award Application Form (Form may be completed in English or Spanish)


Application materials should be sent to:

Email grant application to:
Dr. Steven Specter, Symposium Chairman
This email address is being protected from spambots. You need JavaScript enabled to view it.


or if by mail, please send two copies to:
Dr. Steven Specter
MDC04, University of South Florida College of Medicine
12901 Bruce B. Downs Blvd.
Tampa, FL 33612

 

Recipients will be notified on March 10, 2014.

 

Submission of Case Studies

Deadline: February 24, 2014

Participants are encouraged to submit cases for Tuesday's "Philip Hanff Memorial Case Studies."
The Case Studies Faculty will select UP TO THREE of the submitted cases for presentation.
Submitters of accepted case studies will receive a refund of their Clinical Virology
Symposium registration fee. The decision of the Faculty is final, and is not subject to appeal.

Click this link for an example of a clinical case. Your submission is not required to be this complete,
but if it is selected, you will be expected to provide additional information and materials to allow for a
complete presentation. Refund of the registration fee for those submitting accepted cases is contingent
upon provision of sufficient material and information for presentation of the case at the Symposium.

 

  • Submitted cases must meet HIPPA requirements including the removal of identifying information
  • Cases must be submitted electronically to This email address is being protected from spambots. You need JavaScript enabled to view it. with subject line "Case Study Submission"
  • Submit cases in PowerPoint format
  • Include name, title, and professional/institutional affiliation of submitter