Presenters

Call for
Abstracts

Submission Guidelines

Submit your Abstract by June 9

Please Note: Submissions with “Status: INCOMPLETE” cannot be processed. Your submission is complete when you select “Submit” at the end of the abstract submission process. On the screen you will see the message, “Abstract successfully completed.” You will also receive an email with your abstract number and the link to go back and review your submission.

  • Include a concise statement of the research under investigation and its objectives. Define all concepts and abbreviations at first use.
  • Describe experimental methods briefly (including relevant numbers of patients and/or microorganisms).
  • Describe specific findings and analysis of data (promises such as “to be completed” are not acceptable).
  • Include specific conclusions, with supporting statistical analyses when appropriate (concluding statements such as “the results will be discussed” are not acceptable).
  • Do not submit multiple abstracts on overlapping facets of the same project unless each abstract has important, novel information and clearly stands on its own. Repetitive abstracts will be rejected.
  • Abstracts must not be submitted if previously presented at a national or international meeting such as, but not limited to: IDSA, SHEA, ASTMH, ASM, CROI, ASM Microbe or ECCMID. Abstracts that have been previously presented but include updated information with significant new implications will be considered.
  • Resolve any issues relating to patent matters before submitting the abstract.

Important Dates

*Timeline is subject to change.

Submission and Travel Award Application Site Open
Submission and Travel Award Application Deadline
Late Breaker Submission Site Open
Abstract Notifications
Travel Award Notifications
Abstract Withdrawal Deadline
Late Breaker Submission Deadline
Abstract Titles Released (Interactive Program Site)
Abstract Text Released (Interactive Program Site)
Late Breaker Notifications
Late Breaker Abstract Titles and Text Released (Interactive Program Site)
All Abstract Audio, PowerPoints, Poster PDFs Released (Interactive Program Site)
March 15, 8 a.m. ET
June 9, 5 p.m. ET
June 16, 8 a.m. ET
July 26, 5 p.m. ET
July 30, 5 p.m. ET
August 13, 5 p.m. ET
August 18, 5 p.m. ET
August 18, 8 a.m. ET
September 15, 8 a.m. ET
September 15, 5 p.m. ET
September 22, 8 a.m. ET
September 29, 8 a.m. ET

Types of Presentations

Accepted abstracts can be presented in one of the following presentation types.

Oral Presentations

The presenting author is expected to discuss his or her scientific research and summarize the data into a comprehensive 10-minute presentation. Presenting authors are required to use PowerPoint slides to accompany their oral presentations.

Abstract Travel Awards & Grants

IDWeek is proud to offer grants acknowledging distinguished, quality scientific research presented at IDWeek. The IDWeek Program Committee will award these grants to support attendance and travel needs of candidates whose abstracts have been selected and who are scheduled to present their work at the IDWeek meeting.

Session Suggestions for IDWeek 2021
The deadline to submit suggestions is Friday, Jan. 15, 2021, 11:59 p.m. ET. Because there is a finite limit to the number and types of sessions at IDWeek, the selection process is competitive, and the program committee reserves the right to alter and/or combine suggestions where applicable.
Session Suggestions for IDWeek 2021
The deadline to submit suggestions is Friday, Jan. 15, 2021, 11:59 p.m. ET. Because there is a finite limit to the number and types of sessions at IDWeek, the selection process is competitive, and the program committee reserves the right to alter and/or combine suggestions where applicable.
Session Suggestions for IDWeek 2021
The deadline to submit suggestions is Friday, Jan. 15, 2021, 11:59 p.m. ET. Because there is a finite limit to the number and types of sessions at IDWeek, the selection process is competitive, and the program committee reserves the right to alter and/or combine suggestions where applicable.

Travel Award

IDWeek is proud to offer grants acknowledging distinguished, quality scientific research presented at IDWeek. The IDWeek Program Committee will award these grants to support attendance and travel needs of candidates whose abstracts have been selected and who are scheduled to present their work at the IDWeek meeting.

Only regular abstract submissions (not late breaker abstracts) are eligible. Your abstract must be submitted by the submission deadline to be eligible for the awards listed below.  Apply for the award during the online abstract submission process, you cannot apply after the deadline. The requirements described here must be met in order to qualify. Only presenting authors are eligible for awards/grants, and the presenting author may apply for more than one.

FAQs & Tips

Help with Abstract Submission
Abstract General Information
Policies and Procedures
  • Abstracts should be no more than 1,950 characters, not including title, authors and spaces. Figures, tables submitted as images, title and authors do not count against the 1,950-character limit. Use simple fonts.
  • Italics, underline, bold, superscript and subscript formatting, Greek characters (both upper and lowercase), scientific characters, charts, tables and graphs are accepted.
  • Figures are accepted and they do not count towards character limit. There isn’t a maximum allowed resolution for figures. Acceptable file types for images are .gif, .jpg and .png. Color images are allowed. Please provide high resolution images; low quality images will not present well.
  • All fields must contain the requested information or the submission will not be complete.
  • Do not send multiple submissions of the same abstract. Duplicate abstracts will be rejected. Be sure to combine all new information into one abstract.
  • Always keep an original copy of your submitted abstract.
  • Always proofread your abstract. Accepted abstracts will be published as submitted. If English is not your first language, please have a fluent English speaker review your abstract for conference abstract editing. Please note that edited abstracts will still need to undergo peer-review by IDWeek.

FAQs & Tips

Help with Abstract Submission
Oral Abstract Preparation
Poster Presentation Guidelines
Abstract General Information
Policies and Procedures

Call for
Cases

Submit your Case by June 9

Why Submit?

Submitting a case report to IDWeek will provide an opportunity to have your work reviewed by colleagues in the field of infectious diseases. It also provides an excellent opportunity for fellows in training to showcase their cases to a large audience at IDWeek. Selected cases will be featured in one of two popular Fellows’ Day workshops (one for General or Adult ID training programs and another for Pediatric ID training programs). They may also be selected to present during the Challenging Cases in Infectious Diseases session on Oct. 1. Those cases featured in the General or Adult ID Fellows’ Day workshop will also be posted on the Partners Infectious Disease Images website: www.idimages.org.

Which Workshop?

Case reports submitted in a General or Adult infectious diseases training program should be submitted for consideration in the General or Adult ID Fellows’ Day workshop or for the Challenging Cases in Infectious Disease session. Case reports submitted in a Pediatric infectious diseases training program should be submitted for consideration in the Pediatric Fellows’ Day workshop.

Case reports of pediatric patients submitted to general infectious diseases training programs may be submitted to both workshops. In the event that the case is selected for both workshops, the author may claim no more than one travel award. Submitting a case to both workshops requires that the submission steps are followed for each workshop.

Who May Submit?

Fellows, residents and med students from infectious disease training programs inside and outside of the U.S. may submit case reports for the General Adult ID Fellows’ Day workshop or for the Challenging Cases in Infectious Diseases session.  The Pediatric Workshop will also accept case submissions from fellows, residents and medical students. For anyone submitting a case from a non-U.S. program, please pay careful attention to the Health Insurance Portability and Accountability Act (HIPAA) regulations to which all U.S. program trainees must adhere.  In order to be considered for the Fellows’ Day workshops, all authors must ensure that their cases comply with these HIPAA regulations. See HIPAA Regulations.

Case Submission

Case submissions require multiple steps, including an independent attestation required by your program director or faculty attending; thus, we strongly recommend you begin this process early.

Medical students and residents can submit cases; a single case from this applicant pool will be selected. Please encourage mentees and those interested in pursuing a Pediatric Infectious Diseases fellowship to apply.

All submitting/presenting authors must complete and submit a cover letter and consent form stating:

  • That he or she is enrolled as a fellow in an ID training program or as a resident or medical student;
  • The case has not been published or submitted for publication elsewhere;
  • That no confidential patient information is revealed (see HIPAA Regulations and list of 18 identifiers that must be removed);
  • Program director/faculty attending must complete and sign the attestation form. The form must be uploaded with the other files during the submission process. Please note that it is the responsibility of the primary/submitting author to provide a copy of the case presentation directly to the program director/faculty attending for review;
  • That if the case includes an image of a physical finding, a signed consent form from the patient or legal guardian has been obtained and is on file;
  • All contributors are acknowledged in the letter and case report, have given their permission for the case to be published on the Partners Infectious Disease Images website, and have agreed to the transfer of copyright of the case and images to the Infectious Diseases Society of America (IDSA) if the case is accepted for presentation;
  • That the case includes the affiliations of all the contributing authors;
  • The units and reference ranges for all laboratory tests are specified.

*All authors must sign the cover letter and consent form. If case submissions are found not to be HIPAA compliant, they will be automatically rejected without the option to edit or amend.

  • General and Adult Submissions
  • Pediatric Submissions

All submitting/presenting authors must complete and submit a cover letter and consent form stating:

  • That he or she is enrolled as a fellow in an ID training program or as a resident or medical student;
  • The case has not been published or submitted for publication elsewhere;
  • That no confidential patient information is revealed (see HIPAA Regulations and list of 18 identifiers that must be removed);
  • Program director/faculty attending must complete and sign the attestation form. The form must be uploaded with the other files during the submission process. Please note that it is the responsibility of the primary/submitting author to provide a copy of the case presentation directly to the program director/faculty attending for review;
  • That if the case includes an image of a physical finding, a signed consent form from the patient or legal guardian has been obtained and is on file;
  • All contributors are acknowledged in the letter and case report, have given their permission for the case to be published on the Partners Infectious Disease Images website, and have agreed to the transfer of copyright of the case and images to the Infectious Diseases Society of America (IDSA) if the case is accepted for presentation;
  • That the case includes the affiliations of all the contributing authors;
  • The units and reference ranges for all laboratory tests are specified.

*All authors must sign the cover letter and consent form. If case submissions are found not to be HIPAA compliant, they will be automatically rejected without the option to edit or amend.

All submitting/presenting authors must complete and submit a signed pediatric cover letter and consent* stating:

  • That he or she is enrolled as a fellow in an ID training program or as a pediatric resident or medical student;
  • The case has not been published or submitted for publication elsewhere;
  • That no confidential patient information is revealed (see HIPAA Regulations and list of 18 identifiers that must be removed);
  • That if the case includes an image of a physical finding, a signed consent form from the patient or legal guardian has been obtained and is on file;
  • That the case includes the affiliations of all the contributing authors;
  • The units and reference ranges for all laboratory tests are specified.

*All authors must sign the cover letter and consent form.

All contributors are acknowledged in the consent letter and case report have given their permission for the case to be published in the Journal of the Pediatric Infectious Diseases Society, and have agreed to the transfer of copyright of the case and images to the Pediatric Infectious Diseases Society if the case is accepted for presentation.

The deadline to complete a submission is 5 p.m. EDT on June 9, 2021. Incomplete cases will be deleted without consideration.

To ensure high quality submissions and that HIPAA Privacy Regulations are met, the author’s program director or ID faculty attending must review the case report and validate that the report complies prior to uploading the case files.

Program director/faculty attending must complete and sign the attestation form. The form must be uploaded with the other files during the submission process. Please note that it is the responsibility of the primary/submitting author to provide a copy of the case presentation directly to the program director/faculty attending for review.

Deadline & Case Report Revisions

The deadline to submit a case for either the General & Adult ID or Pediatric ID is June 9, 2021 at 5 p.m. EDT. Revisions of the case reports, including additions or deletions of author names, will not be permitted after the submission deadline, June 9, 2021 at 5 p.m. EDT.

Technical Assistance

Please contact Cadmium CD or call +1 (410) 638-9239 or toll free at (877) 426-6323 between the hours of 9 a.m. and 9 p.m. Monday through Friday, U.S. Eastern Standard Time (GMT -05:00).

Dispositions

Case report disposition notices will be sent on or before July 26, 2021 via email to presenting authors only.  Case report dispositions will not be provided over the telephone.  It is the responsibility of the presenting author to notify and ensure that all co-authors are informed that the case has either been accepted or rejected, and to disseminate the presentation information.  If your case report is accepted, you will receive edits to include in your PowerPoint presentation for the workshop. If you have not received your notification by 11:59 p.m. EDT on July 28, 2021, please send an email to program@idweek.org.

Dispositions

Case report disposition notices will be sent on or before [TBD] via email to presenting authors only.  Case report dispositions will not be provided over the telephone.  It is the responsibility of the presenting author to notify and ensure that all co-authors are informed that the case has either been accepted or rejected, and to disseminate the presentation information.  If your case report is accepted, you will receive edits to include in your PowerPoint presentation for the workshop. If you have not received your notification by 11:59 p.m. EDT on [TBD], please send an email to program@idweek.org.

Policies

To ensure that case reports are compliant with Health Insurance Portability and Accountability Act (HIPAA) regulations, please read the list of 18 elements which the U.S. Department of Health and Human Services and National Institutes of Health require the removal of from shared public health information. In the statements below, the healthcare provider is considered the “covered entity.”

 

De-identifying Protected Health Information Under the Privacy Rule Covered entities may use or disclose health information that is de-identified without restriction under the Privacy Rule. Covered entities seeking to release this health information must determine that the information has been de-identified using either statistical verification of de-identification or by removing certain pieces of information from each record as specified in the Rule.

 

The Privacy Rule allows a covered entity to de-identify data by removing all 18 elements that could be used to identify the individual or the individual’s relatives, employers, or household members; these elements are enumerated in the Privacy Rule. The covered entity also must have no actual knowledge that the remaining information could be used alone or in combination with other information to identify the individual who is the subject of the information. Under this method, the identifiers that must be removed from the case and images submitted are the following:

  1. Names.
  2. All geographic subdivisions smaller than a state, including street address, city, county, precinct, ZIP Code, and their equivalent geographical codes, except for the initial three digits of a ZIP Code if, according to the current publicly available data from the Bureau of the Census: The geographic unit formed by combining all ZIP Codes with the same three initial digits contains more than 20,000 people. The initial three digits of a ZIP Code for all such geographic units containing 20,000 or fewer people are changed to 000.
  3. All elements of dates (except year) directly related to an individual, including birth date, admission date, discharge date, date of death; and all ages over 89 and all elements of dates (including year) indicative of such age, except that such ages and elements may be aggregated into a single category of age 90 or older.
  4. Telephone numbers.
  5. Facsimile numbers.
  6. Electronic mail addresses.
  7. Social security numbers.
  8. Medical record numbers.
  9. Health plan beneficiary numbers.
  10. Account numbers.
  11. Certificate/license numbers.
  12. Vehicle identifiers and serial numbers, including license plate numbers.
  13. Device identifiers and serial numbers.
  14. Web universal resource locators (URLs).
  15. Internet protocol (IP) address numbers.
  16. Biometric identifiers, including fingerprints and voiceprints.
  17. Full-face photographic images and any comparable images.
  18. Any other unique identifying number, characteristic, or code, unless otherwise permitted by the Privacy Rule for re-identification.


Source: U.S. Department of Health and Human Services, National Institutes of Health. (2 Feb. 2007). “HIPAA Privacy Rule.” In addition, if an image of a physical finding is present (even if it is not identifiable), please confirm that the patient or their legal representative has signed a consent form for the image or images to be published for medical education, and that the consent form is on file.  The consent form should NOT be submitted but should be kept on file.

Invited Faculty

Information about invited faculty registration, forms, the audience response systems and presentation guidelines will be posted here in Spring 2021.

All faculty, presenters and moderators, must register to attend IDWeek. Invited speakers (not oral/poster abstract presenters) should have received an email invitation to register using a VIP link on [TBD].  Please email info@idweek.org if you did not receive the link. Speakers planning to attend IDWeek for the sole purpose of giving a talk, who do not plan to claim CME, attend any additional scientific sessions or visit the exhibit or poster halls can register for a complimentary one day pass through the VIP link. Complimentary pass holders cannot claim CME, CPE or MOC.

Faculty Forms
Your official speaker invitation includes a link to your Speakers Center which houses your faculty forms, explains the travel reimbursement policy and provides other important information regarding your role.

Faculty Registration
Login to your Speakers Center to access the VIP speaker registration link. See the Speaker Registration FAQs for more information.

Question Writing
Review tips for writing audience response questions.

Audience Response System Process

Presentation Tips & Tricks – available Summer 2021
A few tips for making your creating and giving your presentation. You can use the IDWeek template to save time.

Faculty Reimbursement Guidelines
Please check the IDWeek 2020 Reimbursement Amounts to see what the rules are for your speaker category. Presenters of oral or poster abstracts do not qualify for speaker reimbursement. More materials will be emailed to speakers after the meeting. The deadline for reimbursement submission will be in early Nov. 2021.

Uploading Your Presentation & Speaker Ready Room (will open Sept. 2021)
Information on uploading your presentation in advance of IDWeek or onsite in the Speaker Ready Room.

Moderators

Information about moderator instructions, reimbursement and registration will be posted here in Spring 2021

Moderator Registration
All moderators must register to attend IDWeek. Moderators received an email invitation to register using a VIP link. Moderators planning to attend IDWeek for the sole purpose of giving a talk and who do not plan to claim CME/CPE credit may register for a complimentary one day pass through the VIP link. Please note, that with the complimentary pass you cannot claim CME, CPE or MOC credit. If you need the VIP speaker link, please email info@idweek.org. For more information on registration, please review the Speaker FAQs.

Moderator Instructions
Please review this information before you travel to San Diego. This is the moderator form you will see on the podium in San Diego. You will need to sign it and leave it on the podium for IDWeek staff to collect at the end of the day.

Q&A and Live Polling
For IDWeek 2020, moderators will have the ability to collect questions for Q&A sessions via the IDWeek meeting app. Please review the instructions and details on how to use this new feature.

Moderator Reimbursement
Moderators will most likely be either speakers and/or program committee members and will therefore qualify for speaker reimbursement; otherwise there is no reimbursement for a moderator. An exception is made for Interactive Moderators of Interactive Symposia who develop case-based PowerPoint presentations for panelists and audience members to respond to. In this case, reimbursement for these individuals would be the same as the speaker reimbursement rate.

The deadline for reimbursement submission will be [TBD]. Review the IDWeek 2021 Reimbursement Amounts.

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