2020 USCHA

The 2020 USCHA planning committee has issued the Call for Abstracts to solicit proposals from people working in the field of HIV/AIDS interested in convening a workshop or a poster presentation at USCHA. When preparing submissions, please follow all guidelines outlined in this site and submit required materials on or before April 17, 2020, by 5:00 p.m. PST. The committee will notify everyone accepted as presenters well in advance of the conference dates and send them information concerning all applicable registration and presentation confirmation details.

Important Deadlines

• March 18 – Webinar: “How to Successfully Submit an Abstract to USCHA”
• April 17 – Abstract Submission Deadline
• June 12 – Abstract Notifications Sent
• June 23 – Presenter responses due

How to Submit an Abstract

1. Visit the Abstract Submissions System
2. Enter your email to create a Profile, then click “Submit”
   1. You will receive an email confirming you created a PROFILE (not an Abstract submission)
3. Complete Steps 1 through 4, ensuring no red asterisk (*) remain
4. STEP 1: Enter Required Information (Main Contact for Abstract)
   1. Name
   2. Organization
   3. City
   4. State
   5. Phone Number
   6. Upload CV/ Resume
   7. Demographic information is Optional
   8. Click “Save”
5. STEP 2 & STEP 3 are optional
6. STEP 4: Enter Abstract Information, click “Save”
7. When you get back to the dashboard click “Submit”. You will receive a Confirmation email acknowledging the submission

Guidelines:

1. The Lead Presenter is the person will receive all communications regarding this abstract. They are responsible for disseminating the information to the other presenters
2. We do not accept Abstracts from Pharma Industry

3. Presentation Titles are Limited to 10 words or less
4. Workshop and Poster descriptions are limited to 150 words. This is description, if accepted will be used on all official publications.
5. Abstract Format:
   1. Scientific based
   2. Community Based
6. Presentations Types:
   1. Workshops – 2-hour interactive oral presentations.
   2. Posters – 4’ by 8’ placards for display
7. Presentation Levels: Should be based on the level of knowledge your attendees need to understand your content
8. Presentation Tracks: We offer a variety of Track topics, you are only able to submit your abstract once under the One Track you believe it best fits within.

Scoring Rubric

Your abstract is scored on the following:

1. Interactive: Based on your abstract will the presentation be interactive for the attendees
2. Track: How closely does your abstract reflect the track’s description
3. Relevant: Is this appropriate to the Track
4. Innovative: Is this a new concept or idea?
5. Essential: Is this information required?
6. Clarity: How clearly did you describe the topic and explain the objectives.

The maximum score is 20.  To ensure you get as many points as possible, please visit the Submission tips and the sample of a well written Abstract.

Submission Tips:

1. Start Early
2. Pick the topic or program that you are most well versed in for submission.
3. Review the Track topics thoroughly and decide which track your topic best fits in.
4. Do not submit the abstract more than once in the system.
5. Do not submit one abstract to multiple tracks
6. The submission of “work in progress” is discouraged. When submitting research abstracts should have their results analyzed and findings completed prior to and included in the abstract.
7. Write your Abstract in Word before you enter in the Abstract Submission System.
8. Fully write out acronyms before using them.
9. For “Learning Objectives”, write them for what the attendee will learn by attending your workshop or poster.
10. Eliminate ambiguous language. Cleary and quickly hit your points and stay on topic.
11. Proofread your abstract for grammatical and spelling errors. Reviewers may score low if they are unable to understand your abstract due to simple errors
12. Have a couple of colleagues read your abstract. Ask them if your abstract is clear and concise.

You’ve Submitted, What’s Next

Decisions will be sent to all applicants on June 15, 2020. Please check your spam and junk folders to ensure you get the Abstract notification email. NMAC emails are often blocked from main inboxes.

If selected, USCH only provides one (1) Complimentary registration for the accepted abstract. Presenters will need to secure their own travel and accommodations. All co-presenters are expected to register for the conference as well.  It is suggested you plan ahead so that your co-presenters can take advantage of early bird registration. Please do not register before you’ve been notified, we are not refunding registration fees for presenters who registered prior to notification.

Presentation Types:

Workshop Guidelines

Workshop presentations are 2-hours in length.

All meeting rooms will have projectors, screens, microphones & laptops. Please come prepared with our presentation on a flash drive. We recommend limiting panel presentations to no more than 4 speakers total.  Please plan your workshop around the limitation of the presentation room.

Poster Presentation Guidelines

Poster materials will be displayed on a 4′ x 8′ poster board supplied by USCHA. Since a poster format is best when your material can easily be communicated visually, text should be limited to brief statements.

• Each presentation should make a unified, coherent statement
• Materials, both textual and visual, should be of professional quality and be clearly legible from a distance of four feet (4′)
• 4′ x 8′ poster board (landscape-oriented only)
• Posters should be professionally printed.