Abstracts & Cases

The Abstract submission site is now closed.

Submit your Abstract by May 4 at 5 p.m. ET

Please Note: Please scroll down to read more about abstract submission policies and requirements. If you have questions, please email abstracts@idweek.org.

Important Dates for 2022

*Timeline is subject to change.

Late Breaker Submission Site Open
Abstract Notifications
Travel Award Notifications
Abstract Withdrawal Deadline
Late Breaker Submission Deadline
Late Breaker Notifications
Abstract Titles Released
(Interactive Program Site)
Abstract Text Released
(Interactive Program Site)
Late Breaker Abstract Titles & Text Released
(Interactive Program Site)
All Abstract Audio, PowerPoints, Poster PDFs Released
(Interactive Program Site)
June 15, 8 a.m. ET
June 24, 5 p.m. ET
July 1, 5 p.m. ET
Aug. 26, 5 p.m. ET
July 27, 5 p.m. ET
Aug. 24, 5 p.m. ET
Sept. 7, 8 a.m. ET
Oct. 12, 8 a.m. ET
Oct. 12 8 a.m. ET
Oct. 19, 8 a.m. ET

*Use the scroll bar above to view more important dates.

Abstract General Information

Policies and Procedures
Abstract FAQs
Abstract Formatting
Abstract Changes/Edits
Author Requirements

Abstract Travel Awards

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.

Call for
Cases

The Case submission site is now closed.

Case Submission Process

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.

Case presentations are always a popular part of the Pediatric Fellows’ Day workshop! We are excited to consider interesting pediatric cases from medical students, pediatric residents, pediatric infectious diseases fellows, and trainees in combined programs including one of the above. Please pay careful attention to the instructions that follow and be sure to read the helpful tips on what makes a great case.

All submitting/presenting authors must complete and submit a signed cover letter 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 and will not be published prior to Fellows’ Day;
  • 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.

The deadline to complete a submission is 5 p.m. ET on May 4, 2022. Incomplete cases will be deleted without consideration.

The Journal of the Pediatric Infectious Diseases Society, JPIDS, is enthusiastic about publishing case reports based on the cases presented at Pediatric Fellows’ Day. As with all submissions to JPIDS, the Fellows’ Day case presentations will undergo external review and discussion by the Associate Editors. Publication is not guaranteed. Additional instructions regarding submission to JPIDS will be provided to those whose cases are selected for presentation at Pediatric Fellows’ Day.

Deadline & Case Report Revisions

The deadline to submit a case for either the General & Adult ID or Pediatric ID is May 4, 2022, at 5 p.m. ET. Revisions of the case reports, including additions or deletions of author names, will not be permitted after the submission deadline, May 4, 2022, at 5 p.m. ET.

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).

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. 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. If 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.  To be considered for the Fellows’ Day workshops, all authors must ensure that their cases comply with these HIPAA regulations. See HIPAA Regulations.

Dispositions

Case report disposition notices will be sent on or before June 27, 2022, 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 June 27, 2022, 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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