Abstract Submission Guidelines

Submitting an Abstract

AES 2022

Deadlines and Fees

 

 On or before June 1, 2022June 2 - 8, 2022
AES Member$50$100
Non-member$75$150


The submission site will close Wednesday, June 8 at 12:00 PM (noon) PT.

The abstract fee covers the cost of abstract processing and helps AES maintain the excellent quality of our Annual Meeting. All abstract fees are non-refundable. This fee does not cover any portion of the registration fee. AES 2022 registration rates have not yet been set. AES 2021 rates are provided for planning purposes.

AES accepts abstracts in the following categories:

  • Basic Mechanisms
  • Translational Research
  • Neurophysiology
  • Clinical Epilepsy
  • Neuroimaging
  • Comorbidities (Somatic and Psychiatric)
  • Antiseizure Medications
  • Non-ASM/Non-surgical Treatments
  • Surgery
  • Dietary Therapies
  • Behavior, Neuropsychology, Language
  • Genetics
  • Health Services
  • Neuropathology of Epilepsy
  • Practice Resources
  • Epidemiology
  • Public Health
  • Case Studies (case reports and small series less than five subjects will not be accepted)

Requirements

Author Information

  • You may be the presenting author (First Author) on only one (1) abstract
  • Enter all authors in the order they should appear in the author listing of the abstract
  • AES will communicate solely with the first/presenting author if accepted
  • Multiple submissions of similar material from an institution, consortium, or study group are not allowed
  • In cases where multiple similar submissions are planned, authors should combine their materials into a single, cogent abstract
  • Multiple abstracts containing similar data from the same institutions will be rejected
  • The first/presenting author must acknowledge that all authors have read and agreed with the content of the abstract submitted for the AES 2022 Annual Meeting

 

Character limit

  • There is a limit of 3,200 characters for the text of your abstract submission
  • The character limit includes title, abstract body, and spaces, but does NOT include authors, institutions, tables, or images

 

Title

  • Do NOT use all lowercase or all capital letters
  • Do not use proprietary names in the title
  • Do not use formatting tags in the title


Title format examples:

Incorrect: A PROPOSED MECHANISM OF EPILEPTIC SPASMS

Incorrect: a proposed mechanism of epileptic spasms

Correct: A Proposed Mechanism of Epileptic Spasms

 

Abstract Body

Abstracts should be organized into four separate paragraphs:

  • Rationale
  • Methods
  • Results
  • Conclusions (Abstracts without an explicit concluding sentence stating the significance of the findings will not be accepted)

 

Tables and Images

  • A maximum of two (2) figures, images, and tables will be accepted
  • All images MUST be included in your original submission
  • Images may be edited or deleted at any time before the submission deadline
  • Tables and images are not required for submission and will not be included in the total character count
  • Images, tables, and figures must be free from any identifying information that may violate HIPAA guidelines
  • Acceptable image file formats: JPEG, PNG

 

Abbreviations

  • Use only standard abbreviations
  • For terms that are abbreviated, use the whole word the first time, followed by the abbreviation in parenthesis
  • Abbreviate journal titles according to Index Medicus, and give year, volume number, and inclusive pages

 

References

  • References will be included in the total character count
  • Use references sparingly within the body of your abstract
  • International nonproprietary names and abbreviations for antiseizure medications as published in Epilepsia 1993; 34(6); 1151 should be used
  • Reference for book chapters should consist of editor, title, city of publication, publisher, year, and inclusive pages

 

Ethical Procedures

  • Work presented in abstracts must conform to guidelines for ethical experimental procedures with animals and patients, as well as accepted scientific standards. Failure to meet these guidelines will result in the rejection of the abstract.

 

Sources of Funding

  • Funding must be noted at the end of the abstract and will be included in the total character count.

 

Submission Process

  • Use your myAES username and password to log in to the abstract submission site; follow prompts to create an account if you do not yet have one
  • Allow at least one hour for abstract submission
  • Save your progress before exiting a task to save progress
  • Be sure to proofread carefully; once the call for abstracts closes, submissions are locked for review and cannot be edited
  • Once all tasks have been completed, there will be green check marks by each task--please note that this DOES NOT indicate completion of the submission
  •  To finalize submission, click PREVIEW AND SUBMIT on the top or bottom of the task list, and then SUBMIT on the following screen
  • Once the submission has been finalized, the submitter will receive a confirmation email; if no confirmation email has been received the abstract has not been successfully submitted
  • For any technical difficulties submitting an abstract, click the blue FEEDBACK AND SUPPORT tab on the right side of each screen; you will be asked for information as well as screenshots to receive assistance


PLEASE NOTE:
Submitting your payment does not mean your abstract has been submitted for review. To submit your abstract, you must complete all tasks on the list. Once all tasks are complete, click SAVE and SUBMIT to review your submission and SUBMIT to finalize. If you have not received a confirmation email, your submission is not complete. 

 

Notifications

Submitters will be notified via email of decisions in late August 2022 and are responsible for notifying all authors of the decision. 

 

Meeting Registrations and Withdrawal


Annual Meeting Registration

  • All presenting authors must register for and attend the Annual Meeting
  • Registration fees are not included in the cost of the abstract submission (the abstract submission fee does not cover any portion of the registration fee)


Withdrawal

  • If your poster or platform needs to be withdrawn, authors are responsible for notifying the AES office immediately at jhunt@aesnet.org
  • Please include the title of the abstract along with the AES poster number and the submission ID in your notification
AES poster hall

Publication of Accepted Abstracts

Publication

  • Accepted abstracts will be published in the AES Online Abstract Database, printed abstract guide, and ePoster website


Deadline for Abstract Edits in the AES Online Abstract Database

  • The deadline for minor grammatical edits for the AES Online Abstract Database is Tuesday, October 25, 2022--edits must be sent to Jill Hunt at jhunt@aesnet.org by this date


Research Published Prior to the AES Meeting

  • Research published in manuscript form prior to the abstract submission or presented at a prior meeting is not appropriate and should not be submitted
  • If data contained in the abstract is published after submission but before presentation of the abstract at the AES 2022 Annual Meeting, the author must notify AES as soon as the publication is recognized
  • At that time, the Scientific Program Committee chair will make a determination concerning the presentation in question

 

 

Embargo Policy

Abstracts are embargoed from the AES Online Abstract Database until Monday, November 21, 2022.

 

Questions? Email abstract@aesnet.org