Abstract Submission Portal

Deadline to apply: November 1, 2022
Notification of decisions: December 2022
          Program Overview
The Latino Medical Student Association Southwest Region Conference & Exhibition will accept abstracts of case reports and original research for presentation.  
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 Submission of an abstract indicates acceptance of all guidelines, policies, and procedures.



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                       Timeline
  • September 6, 2022: Abstract submission site opens
  • November 1, 2022: Abstract submission site closes at 11:59PM CST
  • December 2022: Abstract decision notifications sent to authors
  • January 10, 2023*: Abstract presenting author registration deadline
  • January 20, 2023: Presentation Withdrawal deadline at 11:59 PM CST
  • ​February 4, 2023: LMSA Southwest Conference & Exhibition​
                   LMSA Southwest Abstract Policies & Guidelines

General Guidelines
  • Submissions must be received via the online submission site by November 1, 2022 at 11:59 PM CST. No exceptions will be allowed. Only online submissions made through the submission site will be considered.
  • By submitting an abstract to the LMSA Southwest Conference and Exhibition submitters are agreeing to participate as accepted. The decision regarding acceptance and presentation format is final.
  • If the submission cannot be presented, the abstract must be withdrawn. Failure to present or withdraw may preclude any author on the submission from submitting to the LMSA Southwest Conference  for two years. To withdraw your abstract, email your request to conference.southwest@lmsa.net no later than January 20, 2023 at 11:59 PM CST.
  • All presenting authors (orals and posters) must register and must attend the 2023 LMSA Southwest Conference in-person in Fort Worth, Texas. Presenters are responsible for their own conference registration fees and travel expenses.
  • All accepted submissions will be made available to conference attendees and the public 
  • Health professionals in any field are welcome to submit abstracts. Some programs may have membership or sponsorship requirements for submission.
 
Prior Presentation
  • All submissions must provide information about any prior presentation and publication. Please refer to program specific guidelines for any restrictions. For purposes of describing your prior presentation the following definitions will be used:
    • Original: The first presentation of this work or data.
    • Encore: Original’s data are reproduced except for formatting, word count, or other “trivial” changes for presentation at multiple conferences.
    • Adaptation: The content overlaps with the Original, but contains new/additional data, analyses, and/or interpretations.

Submission Content
  • Submissions are allowed in one section/council program only. Duplicate submissions will be a basis for automatic rejection.
  • Abstract text is limited to 450 words.
  • Abstracts will be published exactly as submitted. No copyediting will be provided by the LMSA Southwest. Submitters are responsible for thoroughly reviewing their submission and ensuring accuracy before submission (no edits/updates).
  • Up to two images and/or tables are permitted (file formats: JPG, PNG, BMP). Image content/text and captions do not count towards word limit.
  • The submitter will serve as the primary contact for all correspondence regarding the abstract during the submission process. After an abstract is accepted, the presenting author will serve as the primary contact.
  • Only individuals can author a submission. Study groups are not allowed to author a submission and will be removed.
  • It is highly encouraged that authors meet the definition of authorship as defined by the International Committee of Medical Journal Editors.
  • Geographical location and name of institution and/or study site is permitted only when it is a significant variable to the study.
  • Study registration numbers should be included on abstracts, posters, and slides, where applicable.
  • Use only standard abbreviations. Special or unusual abbreviations should be placed in parentheses after the first appearance of the full word.

Author Conflict of Interest/Research Funding Disclosure
  • All sources of funding for the research must be disclosed within the submission and should be acknowledged on posters and slides.

​Submission Types
  • Case Report: Presenting scientific documentation of a single clinical observation to enhance knowledge on clinical manifestations, diagnostic approaches, or therapeutic alternatives of a rare or unusual clinical condition/disease. Required Headers: Introduction, Case Description, Discussion, Conclusion
  • Original Research: Presenting systematic investigation designed to produce new knowledge and approaches using process or outcome variables. If your abstract describes animal experimentation or involves the use of human subjects, IACUC or IRB approval numbers must be included in the submission. Required Headers: Background, Methods, Results, Conclusion.​
Accepted Presentation Guidelines

Poster Presentation Guidelines
  • All accepted poster presenters must create a poster to be on display within the designated poster hall.
  • There will be a Poster Hall located at the Texas College of Osteopathic Medicine. Each poster hall will be organized by topic area.
  • Each poster will be designated for presentation one day.
  • Poster presenters should set-up their posters between 8:30 AM CST- 9:45 AM CSTon the day of their presentation. Posters must be removed between 6:00 PM CST– 6:45 PM CST. Posters that remain after 6:45 PM CST will be discarded.
  • Poster presenters will have a designated Q&A time to present their work to the public. This time will be available as the meeting approaches.
  • Posters should be horizontally oriented, no smaller than 3 feet tall x 4 feet wide (36 inches x 48 inches), and no larger than 4’ tall x 8’ wide (48 inches x 96 inches). Pushpins will be provided.
  • Fonts should be sans-serif (e.g., Arial, Calibri, etc.).
  • Minimum font size should not be smaller than 6pt.
  • All author financial relationships and research funding sources must be present/visible on the poster. If there is nothing to disclose, the poster must include the following: “Authors have no financial relationships to disclose.”
  • The presenting author is the only author allowed to submit a poster and participate in the Q&A onsite
  • Changes to presenting authors will be considered until the withdrawal deadline January 20, 2023.
  • The Texas College of Osteopathic Medicine and LMSA Southwest do not provide printing services onsite.

Oral Presentation Guidelines
  • All accepted submissions must create a PowerPoint slide deck for the oral presentation and be required to present in person on their section/program’s designated date and time.
  • The presenting author is the only author allowed to present, submit slides, and participate in the Q&A. Changes to presenting authors will be considered until the withdrawal deadline January 20, 2023.
  • A slide template will be available for development of slides within the Abstract Portal. PowerPoint slides should be formatted with a 16:9 aspect ratio.
  • Each presentation must have a title slide and a second slide disclosing all author financial relationships and research funding sources.
  • Slide upload information will be available through the abstract portal.
  • A maximum of one slide per minute will be allowed, including title and disclosure slides.
  • Presentation minutes and Q/A information will be provided based upon each program.

​Copyright Information in Posters and Slides
  • Any images, tables, figures, etc. must be the intellectual property of the presenting author or authors, unless expressed permission has been received.
  • The presenting author is responsible for ensuring compliance with copyright.

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