Abstract Submission

[Important]
Notification on the Abstract submission for JDDW 2018
*Please refer to the following notifications before your abstract submission.

1. Submission to lectures, theme session from the same affiliation

To encourage submission from a wide range of speakers, only one abstract from the same affiliation can be submitted to each session. However, the presenting author is able to be listed as a co-author in abstracts from the other affiliations.

2. Similar abstracts

Abstracts considered to be the same will be discussed by the reviewers and program committee. Please note that when judged to be identical, both abstracts will be rejected.

3. Withdrawal and Absence without leave

Please be aware that any author that withdraws an abstract after acceptance notification or is absent without notice on the day of presentation may possibly be penalized according to the rules of the concerned society.

4. [For domestic presenters only] Regarding the review by ethics committee.

For submission of abstracts to JDDW 2018, the transitional measures (allowing submission 1. In the case of the review by ethics committee is still under application 2. From facilities without ethics committee, if taking opt-out measures under the approval of the head of the facility) have been abolished.
Aside from presentations that do not require the ethical review, the abstract must receive approval by the ethics committee in affiliated university hospitals, academic societies or medical association before your submission.

A checklist regarding the ethics review is provided on the submission page. The checklist enable applicants to recognize the ethics policies for which compliance is obligatory. In the case that the abstract reviewers object to the declaration, applicants will be asked for reconfirmation, and if there is no response from the applicant, the abstract may be rejected.

Please confirm here to find the category to which your abstract applies.

Guidelines for Abstract Submission

Abstracts are invited for consideration for theme sessions and digital poster sessions at the JDDW 2018, as outlined below. Please submit your abstracts after carefully reading these guidelines.
Please note that pre-registration for the meeting is required for abstract submission.
Submissions can be made only through online registration via the JDDW 2018 website.
Abstracts can only be submitted online. Abstracts sent by email, by post or by FAX will not be accepted.

Submission period: Noon, February 1 (Thursday)
to Noon, March 20 (Tuesday), 2018 (Japan time)

Please note that online acceptance of the abstracts will end automatically at noon on Tuesday, March 20, 2018 (Japan time). In the last few days before the deadline, the expectation is that the website will experience heavy traffic and network congestion, and that this may interfere with the registration of abstracts. The Secretariat will assume no responsibility for any defects or problems with uploading due to unforeseen circumstances. The recommendation is that you avoid registering just before the deadline and register as early as possible.

It is possible for you to edit and correct the abstracts submitted via the website until the deadline March 20 (Tuesday) noon, 2018. Please note that copyrights for all presentations belong to the societies participating in the JDDW. We would like to thank you again for your understanding and cooperation for the JDDW 2018.

For presenters choosing JSH and JSGS as the academic society for abstract submission

Entering your membership ID (No.) is mandatory when submitting your abstract (enter (No.) according to the instructions on the submission page if application for membership is incomplete).

  • To members of JSH
    For non-members of JSH, please complete your application for membership before the end of March, 2018. If application is incomplete, your abstract will be rejected.
    For abstracts choosing JSH as an academic society for submission, entering membership ID (Number) for all co-authors will also be required (this restriction only applies for JSH).
  • To members of JSGS
    For non-members of JSGS, please complete your application for membership before the end of June, 2018. If application is incomplete, your abstract will be rejected.
    For abstracts choosing JSGS as the academic society for submission, only one abstract can be submitted from a single top author, regardless of general, theme or lecture sessions (theme, lecture sessions include union sessions with other academic societies).
    All abstracts submitted multiple times will be rejected (this restriction only applies to JSGS).
About the topics and definition of the program

For the JDDW the following call for abstracts aims to make a definite distinction between the events and to increase the value of the program through the symposiums, panel discussion, and workshops.

  • Symposium, including videos (Duration: 15+ minutes)
    Symposiums are events designed to present findings.
  • Panel Discussion (Duration: 12+ minutes)
    Panel discussions are for groups of people to debate upon the topic concepts. Panelists comprehensively discuss the topics on the podium for at least 30 minutes.
  • Workshop (Duration: 8+ minutes)
    Workshops are designed to advance the findings in a specific field.
International Session
  • All of the symposia at the 16th Annual Meeting of the Japanese Society of Gastroenterological Surgery (JDDW 2018) will be International Sessions.
  • All of the abstracts accepted for the International Sessions hosted by the Japan Gastroenterological Endoscopy Society (IS-W1、IS-W2) are planned to be published in “Digestive Endoscopy,” the English language journal of the Japan Gastroenterological Endoscopy Society. Your understanding would be appreciated.

Regarding the Awards in JDDW

JDDW has established the awards for outstanding abstracts and presentations.
Screening will be conducted by the JDDW steering committee.
The awards will be given for the first author or the presenters only.
When the first author or presenter is changed, the abstract will not be eligible for the awards.
For more details of each award, please refer to the following information.

  • [Travel Award Program]
    JDDW 2018 has established a Travel Award Program with the objectives of fostering young doctors and researchers from overseas, and enhancing international exchange. For details, please go to the URL shown below: http://www.jddw.jp/jddw2018/en/award/index.html
  • [The Best Presenter Award in International Session]
    Regarding International Session (for both the theme and general sessions), JDDW 2018 will award JPY50,000 to the Best Presenters. The winners will be decided after presentations are made at the Conference.
  • [Young Investigator Award]New
    50,000 JPY will be awarded to outstanding abstracts submitted by young doctors (40 years old or younger on the first day of the conference) with Japanese nationality or residing in Japan (both theme sessions and digital poster sessions will be subject to the award). Awardees will be notified in the notification of the acceptance to be sent in July and will be released in the program book.
  • [Outstanding Poster Award]
    A memento will be awarded to outstanding abstracts submitted to general poster session. There are no restrictions of nationality and age. Awardees will be notified in the acceptance notice of the abstract scheduled to be sent on July and will be released on the program book.

I. Open invitation for theme session abstracts

Acceptance or rejection will be decided through consultation with the respective Chairperson of each session.

To encourage submission from a wide range of speakers, only one abstract from a same affiliation can be submitted to each session. However, the presenting author is able to be listed as a co-author in abstracts from the other affiliations.

II. Digital poster session abstracts

  • Presentations will be used as digital posters.
  • Acceptance or rejection of the general presentations will be decided upon reviews and consultations by the program committee members and abstracts screening committee members of each society you apply to.
  • The abstracts selected by each society will be awarded prizes for poster excellence and the prizewinner will have an opportunity to make a presentation.

III. Important information regarding abstract submission

1. Submission procedures

Submission should be made online at the website

For how to register abstracts, please check the details in “Abstract Submission (this page)”.

* If you are to make a dual submission (theme) for the International Session, please also make a dual submission (digital poster session) on the English page of the website.

Please use a required browser when registering abstracts

If you are using an older version of a browser when registering your abstracts, there is a possibility that you will not be able to properly complete the registration. Please ensure that you register using a recommended version. In addition, there is the possibility that you may experience problems registering, even when using a recommended browser, due to problems of compatibility with registration programs and your computer setup.

Please confirm that your browser is working correctly before registration.

[Recommended environments]
Internet Explorer 8 or later, Safari 7, Google Chrome.

If you use a browser other than one of the above (such as Opera), problems may occur. As a general rule, please refrain from using browsers other than those recommended above.

Please reconfirm the registered information

The Secretariat assumes no responsibility for erroneous entries made by applicants.

2. Issuance of registration numbers and correction/deletion of abstracts

Please check to see whether the abstract has been successfully accepted

  • Please note that if a registration number is not displayed on the screen, the abstract submission has not yet been accepted.
  • A notification of completion of registration will also be sent to the email address you registered with your submission. If you do not receive the email notification, there is a possibility that your submission was not properly received.
    (An email acceptance receipt will be sent automatically by the system. Please do not reply to this email. Please note that if you reply to the email, your reply will not reach the Secretariat.)

1) You will be automatically issued an abstract submission number. Please maintain this for your records.

2) Please be sure to write down your registration number.

With your abstract submission you will be issued with a registration number. Please remember your registration number, and keep it safe.

3) Please note the type of registration number.

The following are the four types of registration numbers.

Abstract submitted for digital poster session only 50000s
Abstract submitted for theme session only 60000s
Abstract for digital poster session for dual submission, i.e., an abstract originally written for a theme session modified for a digital poster session in case it is not accepted as a theme session abstract (the same abstract could be submitted for both sessions) 30000s
Abstract for theme session for dual submission, i.e., an abstract written for theme session but may be screened for digital poster session if it is not accepted as a theme session abstract 40000s

4) You may check, modify or delete registered abstracts, right up until the abstract submission closing date.

First, you need to register your personal information via the abstract submission system. ID and password will be issued after you registered the personal information.
"My LaCool" is a personal space in this system. When submitting, correcting and deleting your abstract, you need to log in "My LaCool" with your ID and password. You are responsible for keeping the ID and password safe. The secretariat office will not disclose the ID and password for security reasons. For more details about "My LaCool", please read “4. Registration procedures”.

3. Submission categories

The following are three categories. Please choose one of the categories and submit your abstract.

  • Submission of abstract for digital poster session only
  • Submission of abstract for theme session only
  • Dual submission (If it is not accepted as a theme session abstract, it will be screened as a digital poster session abstract)

1) Submission of abstract for digital poster session only

Please register via the “Digital poster session abstract” on the registration screen.

[1] Group I: Please select the society you wish to make a presentation for.

A The Japanese Society of Gastroenterology
B The Japan Gastroenterological Endoscopy Society
C The Japan Society of Hepatology
D The Japanese Society of Gastroenterological Surgery
E The Japanese Society of Gastrointestinal Cancer Screening

[2] Group II: Please select organ (1 item).

i. Esophagus / Pharynx
ii. Stomach
iii. Duodenum
iv. Small intestine
v. Large intestine
vi. Liver
vii. Biliary tract
viii. Pancreas
ix. Other

How we handle case reports in digital poster session abstracts for JDDW 2018

JDDW 2018 is subject to venue restrictions, limitations on time, and other constraints. For this reason, the following rules have been established in regards to the handling of case reports in digital poster abstracts for JDDW 2018 (these rules do not apply to the abstracts for the Japanese Society of Gastroenterological Surgery):

  • The priority level for selecting case reports will be lowered and evaluated separately from other research presentation abstracts.
  • There are some societies which generally do not accept single case reports. Please avoid submitting abstracts with only one case report.
  • In line with the rule above, please submit abstracts which cover multiple case reports.
  • Note that in certain instances, clinical studies with a small number of cases and no control group will be treated as case reports.

2) Submission of abstract for theme session only

Please register via “Theme session abstract” on the registration screen. Please select your desired theme. You may register up to 3 presenters.

3) Dual Submission

Persons making dual submission (submit first as a theme session abstract, but in the event that it is not accepted, it may be screened for digital poster session), please register using “Dual submission.” You will need to submit two abstracts: one for digital poster session and another for theme session. Two registration numbers will be issued: one for digital poster session and another for theme session. Please be sure you do not mix up these two numbers.

4. Registration procedures

[1] First, register the information in Top Author

You need to register your personal information via the abstract submission system.
Click on the [Create My LaCool account] button in the upper part of the first page of each registration screen and enter the information in the full name of Top Author, affiliation of Top Author, contact number, and e-mail address.

[2] Set your own ID and password

The URL for setting a log-in ID and password will be delivered to an e-mail address registered in [1]. Click on the URL to set your optional log-in ID and password. "My LaCool" is a personal space in this system. When submitting, correcting and deleting your abstract, you need to log in "My LaCool" with your ID and password. You are responsible for keeping the ID and password safe. The secretariat office will not disclose the ID and password for security reasons.

[3] Register your abstract from the [New Submission of Papers] button

After the log-in ID and password have been set, [JDDW 2018 Registration Page] window will open. Click on the orange-colored [New Submission of Papers] button to move to the abstract registration window.

[4] Confirm the name of the affiliation

First, the [Entry of information on Affiliation] window will appear showing the name of the affiliation you registered in [1] above. Check it over for any mistakes.

* If there are any mistakes, press the [Return to Top Page (My LaCool)] button at the bottom of the window, click on the [Edit Profile] button in the upper-right corner of [JDDW 2018 Registration Page] window, and correct the information on affiliation.

[5] Confirm the presenter's name and affiliation

Next, move to the window where the presenter's name you registered is already entered. Confirm the name, check [Affiliation of the Top Author] checkbox, and click on the [Next] button at the bottom of the window.

[6] Enter your abstract

A list box is provided for selecting a type of categories at the top. Select an appropriate [Session category] from the list box. Next, select the [Academic society]. Then, register the title of abstract, abstract body, and figure/table data (if you are going to provide the data). For instructions on input, make sure you also read “Notes on input in abstract registration/submission” below.

[7] Check the items on ethics and conflict of interest

Presenters must check the items on ethics and conflict of interest I and II.
When you submit your abstract, make sure you read those items and choose the appropriate options.

[8] Completing registration/submission

After completing the entry of all the information above, click on [Next] at the bottom of the window, a confirmation window will open. Check the abstract registration information in the window, then click on the [Save] button. When the sequence of [Submission Complete] and the Receipt number appear, abstract registration/submission is completed.
After completing registration/submission, a notice will be sent to you via e-mail for verification of registration completion. (Note: A send-only automatic delivery system is used to send notices, therefore do not reply to the notice).

5. Checklist

Click the appropriate receipt number in the [My LaCool] window to correct your abstract. Be careful of duplicate registration.

I. Checklist for the lead presenter (Required)

Your abstract must correspond to all of the following items.Upon confirmation, please check the box at the bottom of the list.

  • For the JDDW conference, multiple abstracts of identical or similar content have NOT been submitted (the abstract will be withdrawn if such incident is discovered).
  • The abstract has never been presented at another Japanese academic conference.
  • The abstract title and body text do not contain any specific data as described below.
    Hospital admission and discharge dates, treatment commencement dates, etc. / the name, name of affiliated institution or company of the presentation applicant and co-researchers (the name of an ethics committee may be specified) / the title of any literature that could identify the applicant / any acknowledgements
    Notes: Please refer to some specific examples on the Registration page.
      If it is necessary to include the name of a research group, please use the name of the institution.

□ All of the items 1-3 above are true for this Abstract.

II. Regarding approval by an Ethics Committee

Residence (Ethics) (Required)

□  Overseas Presenter
□  Domestic Presenter

[For overseas presenters only]

Are the contents of your abstract based on the medical research ethical guidelines of your country?

□ Yes □ No

[For domestic presenters only]

* Please refer to the JDDW ethical guidelines here.
* Please fill in the boxes on the checklist as appropriate on the Registration page.

Note for domestic presenters:
The above ethical guideline-related information may be subject to change in accordance with future Japanese government policy revisions. (As of September, 2017)

III. Conflict of interest (check one) (Required)

Note: Any potential conflict of interest must be declared not only by the lead presenter but also by any co-presenter.
□ 

Not applicable

□  Applicable
(If "Applicable" is selected or the details of the conflict of interest are unclear, click here.)
Note 1 Please indicate the presence or absence of the disclosed items.
Note 2 Please visit the website of the society for which you are making a presentation, for the disclosure standards (to view the disclosure rules of each society,click here.)

Notes on input in abstract registration/submission

  • It is your own responsibility to retain on to the ID and password you yourself created. The ID and password cannot be disclosed for security reasons.
  • If you wish to change or withdraw your submitted abstract after the deadline, please contact the Secretariat by e-mail by forwarding the e-mail sent to you when you submitted your abstract, notifying you that your abstract registration was completed. Title and abstract content cannot be edited. Only the authors and affiliations can be modified.
  • No changes whatsoever will be accepted after August 1 (Japan Time).
    Your understanding of this matter is highly appreciated. Please be aware that any author that withdraws an abstract after acceptance notification or is absent without notice on the day of presentation may be penalized according to the rules of the concerned society.

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Presentation format (lectures, theme sessions, sponsored event)

  • Oral presentations at JDDW 2018 (lectures, theme session presentations, sponsored event) must be computer-based. Please prepare them as follows.

    For computer presentations, you can either bring your own laptop, or you can register the data by bringing it on a USB flash drive or CD-ROM. To avoid problems, please bring backup media with you. Other media, such as MO, floppy disk, ZIP or DVD cannot be accepted.

    The presentation data file name should be in the following order:
    (Presentation No.) (Name) (Venue No.)
    Example: [IS-S3_H Joe Gastro 8]

    At the venue, the presenters will have to manage the equipment and materials on the podium. There will be no PC on the podium but only a monitor and a mouse.

    Please prepare any handouts of presentation data yourself and bring the handouts with you. The event venues (such as the Operations Center) will not be able to handle such matters on the day.

  • The time to end your oral presentation will be signaled by a light. We request that all presenters observe the time limits.

Presenter acceptance

  • All data should be submitted to the Operation Center at the venue. Please inform the Operation Center of the venue name and presentation number no later than one hour before your presentation.
    The Operation Center will receive your data and copy it to the server. The copied data will be sent to the presentation venue and will be ready. Please take your seat and wait for your presentation near the seats reserved for the next presenters (at the front left side of the venue). The organizers assume full responsibility for the deletion of the data after the conference.

    2018 Operations Center

    First to Third presentation venue
    Kobe International Exhibition Hall, No.2 Building 1st floor lobby
    Fourth to Seventh presentation venues
    Kobe Portpia Hotel, South Building 1st floor lobby (in front of Owada banquet Room)
    Eighth to Tenth presentation venues
    Kobe Portpia Hotel, Main Building B1 floor lobby (in front of Kairaku banquet Room)
    Twelfth and Thirteenth presentation venues
    Kobe International Conference Hall, 3rd floor lobby (in front of International Conference Room)
  • Presenters should take seats reserved for the next presenters, immediately after the presenter before you has begun his or her oral presentation.

When bringing your own laptop, please note the following

  • If bringing your own laptop, you can use a laptop running Windows (Windows 7, Windows 8) or Mac OS (Mac OS X 10.5 or later [if not bringing your own, Mac OS X 10.6 or later]) with a USB port. Please use PowerPoint only.
  • If your PowerPoint presentation file contains video (movie), we recommend that you bring your own laptop (there is a possibility that the laptop made available at the venues may not be able to play the videos). Even when bringing your own laptop, please bring backup data on a USB flash drive or CD-ROM, in case your computer malfunctions. Moreover, please be sure to bring your PC AC adapter.
  • If bringing an iPad, Windows 8 touch-panel PC or tablet PC, you will be giving a presentation with it connected via a mini D-sub 15-pin cable (not wirelessly). For an iPad 1, presentation will be displayed only on the external monitor and not on the iPad screen. The PCs made available at the venues do not have touch panels. If you wish to use a touch panel for your presentation, please bring your own computer.
  • When bringing your own laptop, the PC video output cables made available at the venues are of the mini D-sub 15-pin type. Please bring a computer that can connect to such cables. Moreover, if an adapter is required to connect to the cable, please be sure to bring your own with you.
  • The resolution of the projectors at the venues is XGA (1024×768). Please be aware that if your output cannot match this resolution, it may lead to compromised image quality.

When bringing a USB flash drive or CD-ROM (CD-R), please note the following

  • When bringing a USB flash drive or CD-ROM, please save your data in the following format.
    Use PowerPoint only
    Please prepare your data using Windows: MS PowerPoint 2007, 2010, 2013, 2016 or Mac: MS PowerPoint 2008, 2011.
    To avoid garbage characters, use only the following fonts
    English: Century, Century Gothic
    For video, use only video which can be played by the following software
    Windows: Windows Media Player 11
    Mac: Quick Time Player 10
    Caution regarding video files
    If the size of the video exceeds 500 MB, please bring your own computer for the presentation.
    Windows:
    Please make sure that your video files are playable with the codecs included in a standard installation of Windows Media Player 11. (WMV format is recommended.)
    Mac:
    Please make sure that your video files are playable with the codecs included in the standard installation of QuickTime Player 10. (MOV format is recommended.)
  • If your presentation file contains links to other data (still images, video, graphs, etc.), please be sure to have the source data saved, and check beforehand that they work correctly.
    Note: Please make sure your data work correctly beforehand on a computer other than the one on which the files were created.
  • The computers made available for use at the venues will be as follows.
    Windows 7
    Application software: Windows MS PowerPoint 2007, 2010, 2013, 2016
    Mac OS X 10.6 or later
    Application software: Mac MS PowerPoint 2008, 2011
  • The venue Operation Centers will have the latest security software installed on all computers, taking all possible anti-virus measures. However, please bring your own storage media after scanning it with security software with the most recent virus definitions, and confirming that is virus-free.

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Presentation format (digital poster sessions)

At JDDW 2018, there will be no poster presentations in paper form. They will be conducted using plasma displays.

Features

  • You can make presentations with video.
  • The presentation data will be registered in advance, via a dedicated screen on the Internet.
  • As full high-definition monitors will be used for the presentations, they will have the same reproducibility as paper. You can browse through the presentation topics at any time during the event using PCs at the conference venue.

Presentation display modes

There are two display modes: [Poster Mode] and [Slide Mode]. You can use Poster Mode mainly and Slide Mode partially to zoom in on slides, or use just one of the two modes.

[Poster Mode]  Not including the title slide, 15 slides can be displayed
(3-row, 5-column format).
[Slide Mode] You can make a presentation displaying one slide at a time.

Creating presentation data

  • Please create your presentation data using PowerPoint. Compatible versions are 2007, 2010, 2013, 2016. (PowerPoint 2013 for Windows is recommended)
  • Do not create large-sized poster data (as in the past); please create each slide individually.
  • Please set the slides to fit a 4:3 aspect ratio.
  • Use the following fonts:
    English: Century, Century Gothic
  • PowerPoint files will be converted to images to keep the original layout. Because of this, slide transition animation effects and animations cannot be used.
  • You can use video within PowerPoint. You can register up to a total of 200MB of data (PowerPoint file and video). Video is played automatically when the page that contains video is displayed. Please confirm this operation in advance.
  • The number of slides you can register is 15 (please state the “conflict of interest” information on the 15th slide). The title slide (presentation title and presenters' names) will be displayed separately. Please do not include the title slide in the presentation itself.

How to register presentation data

  • Please register your presentation data in advance. The link button for the registration screen will be placed on the JDDW 2018 website from Noon, September 26 (Wednesday) to Noon, October 11 (Thursday), 2018 (Japan time).
  • We ask that you register during this period. It is possible to register modifications as many times as you wish during this period. On October 12 (Friday) (Japan time), the registration screen will be closed and the data cannot be replaced or modified. If you cannot register during this period, we will cancel your presentation. Please note that penalties might be imposed.
  • Please note that even if you bring the data to the Operation Center on the day of the conference, you will not be able to exchange it for the data already registered.
  • On the day of the presentation, please come to the Poster Reception Table at the entrance to the poster venue, no later than 30 minutes before your presentation.

For digital poster inquiries, please contact:
JDDW digital poster support desk (to be set up in September, 2018)

For more details, please visit the JDDW 2018 website, which will be frequently updated.

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Disclosure of “Conflict of Interest” at the presentation

  • When making oral presentations, presenters are required to disclose the state of conflicts of interest in relation to their presentations. Please display such disclosure information on the screen, in accordance with the disclosure standards and bylaws of the society for which you are making a presentation.
  • Please check the disclosure standards and prescribed formats for each society at the following website: http://www.jddw.jp/english/coi.html#coi_form.

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Notification of abstract acceptance/rejection, and up-coming information

Email notification of acceptance/rejection

  • Notification of acceptance or rejection will be announced by email at the end of July, 2018 to the email address you registered when submitting your abstract.
  • The detailed information about presentation schedule, such as date and place, is going to be mentioned in the notification of acceptance.
  • In case of withdrawing your abstract and changing authors’ names or affiliations, please inform JDDW secretariat (kobe2018en@jddw.jp) with the notification of acceptance attached by the end of July, 2018. Please note that any changes to your abstract text, figures (tables, graphs) and title are NOT accepted.

No changes whatsoever will be accepted after August 1 (Japan Time).
Your understanding would be highly appreciated.

Please be aware that any author that withdraws an abstract after acceptance notification or is absent without notice on the day of presentation could possibly be penalized according to the concerned society’s rule.

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JDDW 2018 society information via the website and the e-abstract application

For JDDW 2018, prior to the conferences, the programs and abstracts for all participating societies, the latest society information, as well as conference information (including venues and vicinity information), will be made available via the website: http://www.jddw.jp/english/index.htmlJDDW 2018 KOBE.”.

An e-abstract application compatible with iPhone and Android, etc., will also be released (available from October 1, 2018 to November 30, 2018). Please check the website for more information.

For inquiries, please contact:
JDDW Secretariat   E-mail: kobe2018en@jddw.jp

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