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FAQ

 

Abstract & Invited Presenter FAQs

 

ABSTRACTS NOW AVAILABLE

 

Questions regarding Abstract Submission and Abstract Presentations

 

  • How many abstracts can I submit?
    • Answer: There is no limit to the number of abstracts you can submit; however, you may not be offered more than 2 Oral presentations.
  • Is there a limit to the number of abstracts I can be listed as a co-author for?
    • Answer: There is no limit to the number of abstracts for which one can be listed as a co-author.
  • Is there a limit to the number of authors that can be listed in my abstract?
    • Answer: No, there is no limit to the number of co-authors per abstract.
  • Can I submit a late breaking abstract?
    • Answer: You need to submit a 'placeholder' before the regular submission deadline June 21, 2013 and send an email to wclc2013-speakers@icsevents.com applying for late breaking priviliges. This email needs to include information as to why you require late breaking priviliges and when new information is expected to become available. The Scientific Committee will then review your application.
  • Is there a fee to submit abstracts?
    • Answer: No, there is no fee to submit an abstract.
  • When is the submission deadline?
    • Answer: Abstract Submission deadline is Friday, June 21, 2013 at 23:59 PST. - extended to June 24 (23:59 PST)
  • What languages can I submit abstracts in?
    • Answer: Abstracts will only be accepted in English.
  • What are the selection criteria for abstract acceptance?
    • Answer: An international panel of reviewers will review all abstracts anonymously. The Core Program Committee will then schedule and accept abstracts based on the rating and scientific content.
  • When will I be notified if my submission has been accepted?
    • Answer: Notificiations were emailed to all presenting authors on July 30. If you did not receive your notification email, please contact wclc@webges.com.
  • I submitted my abstract but have not received confirmation of receipt.
  • Can I make any changes or add additional information to my submitted abstract?
    • Answer: If you wish to make changes to a submitted abstract before the deadline September 6, 2013, please contact wclc2013-speakers@icsevents.com to advise of the changes required as well as your abstract ID number.
  • Where will my accepted abstract be published?
    • Answer: All accepted abstracts will be published on the Conference web site as well as in the Journal of Thoracic Oncology after October 1, 2013.
  • Can I present on a different day/time?
  • If I am unable to attend the conference, can another author present?
    • Answer: Yes. Please contact wclc2013-speakers@icsevents.com for presenting author changes no later than September 6, 2013. Any changes after September 6 may not be reflected in the onsite proceedings.
  • I have been selected for an oral presentation; can I change to a poster presentation instead?
  • I have been selected for a poster presentation; can I change to an oral presentation instead?
    • Answer: No, unfortunately this is not possible.
  • For my poster presentation, what are the dimensions required for the poster?
    • Answer: The Poster Boards will be 1800mm (wide) x 1200mm (high) - horizontal format. The Poster Boards are velcro and push pin compatible. Push pins will be provided.
  • Does the Conference offer Poster Printing Services?
    • Answer: Yes, the Conference is pleased to offer a Poster Printing Service allowing you to have your poster printed and ready for pick up onsite. Please refer to the 'Abstract Presentation' page on this website for further information. To expedite an order, please log back into the abstract submission system (http://abstracts.webges.com/wclc2013) with your username and password. Go to the 'Poster Printing' tab and follow the instructions.
  • For my mini oral presentation, how long is my presentation and how many slides can I use?
    • Answer: Mini oral presentations are 5 minutes in total (3 minute presentation + 2 minute Q&A). Please prepare a PowerPoint presentation with a maximum of 5 slides (excluding the title slide and disclosure slide). It is mandatory for all presenting authors to include a disclosure slide in their presentation.
  • For my oral presentation, how long is my presentation and how many slides can I use?
    • Answer: Oral presentations are 10 minutes in total (8 minute presentation + 2 minute Q&A). Please prepare a PowerPoint presentation with a maximum of 10 slides (excluding the title slide and disclosure slide). It is mandatory for all presenting authors to include a disclosure slide in their presentation.
  • Is there funding assistance available for abstract presenters? ┬áIf so, how do I apply?
    • Answer: Yes, the Conference is pleased to offer scholarships to successful abstract presenters. Please refer to the 'Scholarship' page on this website for further information including application guidelines and timelines. Application deadline is June 21, 2013 - extended to June 24, 2013.
  • Do I/we have to provide disclosure information?
    • Answer: Yes, when submitting your abstract you have to provide disclosure information for each co-author. In addition to that all presenting authors have to include a disclosure slide in their presentation.
  • Can a commercial employee be listed as a co-author and/or present an abstract?
    • Answer: A commercial employee can be listed as a co-author, but he/she cannot be the presenter of the abstract. In this case, a non-commercial employee would have to present the abstract. If all of the co-authors are commercial employees, the abstract can then only be presented in poster format, as our poster presentations are not CME accredited.
  • As an abstract presenter when do I have to register by?
    • Answer: All abstract presenters are required to register by September 6, 2013 or otherwise their abstract may be pulled from the Program.
  • What category do abstract presenters register under?
    • Answer: Abstract presenters have to register as regular delegates (full or single day conference registration).
  • When do I have to pay for my registration?
    • Answer: Registration fees must be received in full by September 6, 2013 in order to be considered as registered.
  • What hotel should I be staying at?
    • Answer: We strongly encourage all presenters to book through the official housing bureau. More than 25 hotels have been contracted and special discounted rates as well as amenities negotiated which are available to WCLC delegates only. Please refer to the 'Accommodation' page on this website.
  • Do I book my hotel accommodations directly with the hotel?
    • Answer: No, please book your accommodation through the housing bureau. You can make a reservation at the time of registration via the online registration & housing form.
  • How do I book my hotel accommodations?
  • As an abstract presenter, do I receive any complimentary nights at the hotel?
    • Answer: No, unfortunately the Conference is not able to provide complimentary nights for abstract presenters or any financial support for travel expenses. However, the Conference does offer scholarships. Please refer to the 'Scholarship' page on this website for further information.
  • Who can I contact with additional questions?

 


 

Invited Faculty Questions

 

  • Does the conference pay for my expenses?
    • Answer: Please refer to your invitation letter for a list of entitlements.
  • How/when do I receive my reimbursement for travel expenses?
    • Answer: The Conference will provide your travel grant via wire transfer following your participation in the Conference. You will receive a notification once the transfer has been sent.
  • How do I submit my banking information to receive the wire transfer?
  • How do I submit my biography?
  • What materials do I need to submit and what are the submission deadlines?
    • Answer:
      Acceptance Form Upon acceptance of invitation
      Disclosure Form July 26, 2013
      Extended Abstract August 16, 2013 - extended to August 30
      Educational Book Manuscript August 16, 2013 - extended to August 23
      PowerPoint Slides October 4, 2013 for invited speakers
        October 18, 2013 for abstract discussants
      Biography September 27, 2013
      Wire Transfer Form September 27, 2013
  • What is required for the Educational Book Manuscript?
  • For my invited talk, how many slides can I use?
    • Answer: Invited speakers do not have a limit to the number of slides that they can use in their PowerPoint presentations. However, it is mandatory for all presenting authors to include a disclosure slide in their presentation.
  • Is there a speaker ready room?
    • Answer: Yes, the Speaker Ready Room will be located on the Ground Floor - Room G04 at the Sydney Exhibition & Convention Centre.
  • What are the hours of operation for the Speaker Ready Room?
    • Answer:
      Saturday, October 26 14:00 - 18:00
      Sunday, October 27 06:00 - 20:00
      Monday, October 28 06:00 - 17:00
      Tuesday, October 29 06:00 - 17:00
      Wednesday, October 30 06:00 - 17:00
  • What equipment is available in the Speaker Ready Room?
    • Answer: Laptops and printers will be available in the Speaker Ready Room.
  • What time should I arrive to the Speaker Ready Room?
    • Answer: All presenters must submit their slides to the Speaker Ready Room 24 hours before their scheduled presentation.
  • What time should I arrive to the presentation room?
    • Answer: Please arrive at least 10 minutes before session start to the session room.
  • What does my role as a Chair involve?
    • Answer: As a Chair you are asked to welcome attendees at the beginning of the session, introduce the session theme as well as speakers. Speaker Biographies will be provided at the beginning of your session. It is your responsibility to ensure that speakers stay within their allocated time frame. At the end of each presentation (if time allows), there will be a Q+A time, that you are asked to lead.
  • What does my role as a Speaker involve?
    • Answer: As a speaker you are asked to present on a certain topic. Please make sure that you stay within your allocated time frame! You are asked to prepare a PowerPoint Presentation which has to be submitted to the Speaker Ready Room at least 24 hours prior to your scheduled presentation.
  • What does my role as a Discussant involve?
    • Answer: As a Discussant in an Abstract Session, you are asked to summarize the findings of related papers (presented prior to your presentation) and provide commentary on the research and outcomes. You should also prepare a few questions for each of the presenters allocated to you to encourage discussions. You are asked to prepare a presentation using PowerPoint. Discussants will be provided with the abstracts allocated to them as well as the actual presentations once available.
  • I am an abstract discussant, can I please have a copy of the abstracts that will be presented in my session?
  • As an invited faculty member when do I have to register by?
    • Answer: Please register before August 2, 2013.
  • What category do invited faculty members register under?
    • Answer: This information will be provided in your 'Invited Faculty Confirmation Letter'.
  • Do I have to pay for my registration?
    • Answer: Please refer to your invitation letter for a list of entitlements.
  • What hotel should I be staying at?
    • Answer: We have rooms blocked for our invited faculty members at the two Headquarter Hotels - the Sheraton on the Park (not available for individual delegates) and the Four Seasons Hotel. However, you are more than welcome to book any of the other 25 official Conference hotels. Please note, that if the Conference is paying for your accommodation, you MUST book your room through the official Housing Bureau. Should you book outside the Conference block, the Conference will not be able to reimburse your accommodation expenses.
  • Do I book my hotel accommodations directly with the hotel?
    • Answer: No, please make your reservation at the time of registration via the online registration and housing form. Should you already be registered and would like to add a hotel reservation, please contact wclc2013-speakers@icsevents.com.
  • How do I book my hotel accommodations?
    • Answer: Please make your reservation at the time of registration via the online registration and housing form. Should you already be registered and would like to add a hotel reservation, please contact wclc2013-speakers@icsevents.com.
  • As an invited faculty member, do I receive any complimentary nights at the hotel?
    • Answer: Please refer to your invitation letter for a list of entitlements.
  • Will the conference make my travel arrangements?
    • Answer: The Conference will be happy to assist with travel arrangements, but if you prefer you can use your own travel agency or make your own arrangements.
  • For any other questions that you may have, please contact wclc2013-speakers@icsevents.com.

 


 

General Presentation Questions

 

  • Can I provide the presentation onsite rather than email it in advance?
    • Answer: Yes, but please make sure that you submit your slides to the Speaker Ready Room at least 24 hours prior to your presentation. No file submissions will be accepted in Session Rooms.
  • Can I distribute handouts prior to the beginning of my presentation?
    • Answer: We would be happy to post handouts on the Conference website. Due to the large number of expected attendees we do not recommend handouts.
  • How many attendees are expected for my presentation/session?
    • Answer: Good question. We honestly don't know...
  • How long should my presentation be in duration?
    • Answer: Pleaser refer to your confirmation letter for the duration of your presentation.
  • Will there be time after my presentation for questions and answers with the audience?
    • Answer: Yes, each presentation will be followed by a Q+A. Detailed information can be found in your confirmation letter.
  • What language should my presentation and slides be in?
    • Answer: All presentations should be in English.
  • Can I present in a different language?
    • Answer: No.
  • Can we have more than one presenter on stage?
    • Answer: No.
  • Is a PowerPoint presentation required?
    • Answer: Yes, all presenters are required to prepare a PPT presentation.
  • Is there a presentation PPT template I have to use?
    • Answer: You can use the IASLC PPT template, but you can also use your own template. It is mandatory though to include a disclosure slide in your presentation.
  • What audio visual (AV) equipment is available in the session room?
    • Answer: All session rooms are equipped with screens, projectors, laptop, lectern and audience microphones, a laser pointer as well as a timer system.
  • Can I bring my own laptop and use that instead of supplying my presentation on a stick?
    • Answer: No, since all presentations will be audio recorded, you cannot bring your own laptop. No file submissions will be allowed in the session rooms. All presentations have to be submitted to the Speaker Ready Room at least 24 hours prior to your scheduled presentation.
  • What file format should my presentation be saved in?
    • Answer: Please save your files in Power Point.
  • Can I include videos in my presentation?
    • Answer: Yes. Please submit your presentation well in advance so that the audio visual technician has enough time to review the formatting of your presentation and video to ensure that it will play properly on the equipment provided. If your video is embedded in your slides, please be sure to provide the video file as well as the PowerPoint file.
  • Will presentations be recorded?
    • Answer: Yes, all presentations/sessions will be audio recorded.
  • Will presentations be webcasted?
    • Answer: Only Plenary Sessions will be webcasted. All other sessions will be audio recorded.
  • For any other questions that you may have, please contact wclc2013-speakers@icsevents.com.