FAQ

Abstract & Invited Presenter FAQs

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: Only Phase II and III Clinical Trials may be given late breaking privileges. You need to submit a ‘placeholder’ before the regular submission deadline April 15, 2015 April 20, 2015 and send an email to wclc2015-abstracts at icsevents.com applying for late breaking privileges. This email needs to include information as to why you require late breaking privileges 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 Wednesday, April 15, 2015 Monday, April 20, 2015 at 23:59 PST.
  • When is the Late Breaking Abstract submission deadline?
    • Answer: Late Breaking Abstract Submission deadline is Saturday, August 1, 2015 at 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?
  • 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 July 17, 2015, please contact wclc2015-abstracts at 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 on Friday, August 21, 2015 at 4pm Pacific Standard Time as well as in the Journal of Thoracic Oncology at the conclusion of the Conference.
  • If I am unable to attend the Conference, can another author present?
    • Answer: Yes. Please contact wclc2015-abstracts at icsevents.com for presenting author changes no later than July 17, 2015. Any changes after July 17, 2015 may not be reflected in the onsite proceedings.
  • Does the Conference offer Poster Printing Services?
    • Answer: Yes, the Conference will offer Poster Printing Services. Further information will be available closer to the Conference dates.
  • For my oral presentation, how long is my presentation and how many slides can I use?
    • Answer: Oral presentations are 11 minutes in total (9min presentation + 2min 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.
  • 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 (no Q&A). Please prepare a PowerPoint presentation with a maximum of 8 slides (excluding the title slide and disclosure slide). It is mandatory for all presenting authors to include a disclosure slide in their presentation.
  • 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 July 17, 2015 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 July 17, 2015 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 15 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. A 100 USD discount will be provided on full registration fees if delegates book their accommodation through the official Housing Bureau at the time of registration.
  • 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. A 100 USD discount will be provided on full registration fees if delegates book their accommodation through the official Housing Bureau at the time of registration.
  • How do I book my hotel accommodations?
    • Answer: Please book your accommodation through the housing bureau. You can make a reservation at the time of registration. A 100 USD discount will be provided on full registration fees if delegates book their accommodation through the official Housing Bureau at the time of registration.
  • 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 ‘Travel Awards‘ 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 expense reimbursement via wire transfer or check following your participation in the Conference.
  • 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, there will be a Speaker Ready Room.
  • What are the hours of operation for the Speaker Ready Room?
    • Answer:
      Saturday, September 5 11:00 – 18:00
      Sunday, September 6 06:30 – 20:00
      Monday, September 7 06:30 – 17:00
      Tuesday, September 8 06:30 – 17:00
      Wednesday, September 9 06:30 – 17:00
  • What equipment is available in the Speaker Ready Room?
    • Answer: PC Desktops 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 on the head table. 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 in an Abstract Session 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. Abstracts and later the PowerPoint Presentations will be provided to you ahead of the Conference. 
  • As an invited faculty member when do I have to register by?
    • Answer: Please register before July 3, 2015.
  • 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 Headquarter Hotel, the Hyatt Regency. However, you are more than welcome to book any of the other 15 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 provided through the Conference Secretariat. Should you already be registered and would like to add a hotel reservation, please contact wclc2015-housing at 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 wclc2015-housing at 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 wclc2015-abstracts at 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: Please 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 must 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: It is required by all speakers to use the IASLC PPT template. It is also mandatory 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 wclc2015-abstracts at icsevents.com.

 

WCLC 2015 UPDATES