Withdrawal and Penalties
If you wish to withdraw an accepted abstract for any reason, you must email your request to [email protected] by the withdrawal deadline. Withdrawal requests MUST come from a listed author to avoid erroneous requests. Withdrawal of an accepted abstract after the withdrawal deadline or failure to present an accepted abstract could result in disqualification from presenting an abstract at IDWeek for the subsequent year.
Send your withdrawal letter by email to: [email protected]
IDWeek AI policy:
Use of AI, Chatbots and Large Language Models
IDWeek and it's Partner Societies support the World Association of Medical Editors’ recommendations on AI, chatbots and scholarly manuscripts. If AI, a Large Language Model (LLM), or a similar tool is used in the development of an abstract submitted to IDWeek, the following is required:
- The AI/LLM cannot be credited as an author, as authorship requires that the author be accountable for the submitted/published work, and artificial intelligence cannot fulfill this requirement of authorship.
- Authors listed on the paper must review the content generated by the AI/LLM and take full responsibility for it, as they would for any other content within the submitted/published work.
- The use of AI/LLM tools must be noted in the abstract.
- The use of AI/LLM tools must be documented in the Methods, Acknowledgments, or another appropriate section of the abstract.
If a reviewer uses AI in their evaluation of a paper, the editor/reviewer must disclose this to each other and to IDWeek Staff. Reviewers may not upload an abstract to an AI, LLM, or similar system, as this would violate confidentiality.
Embargo and Copyright Policy
Abstracts are considered official communications of the conference. The presenting author and co-authors must comply with the IDWeek embargo policy that abstracts must be based on results that have not been previously published and are not anticipated to be published before the meeting UNLESS the publication occurs AFTER the deadline for abstract withdrawal. Abstracts must not be submitted if previously presented at a national or international meeting such as, but not limited to: IDSA, SHEA, ASM, CROI, ASM Microbe or ECCMID. The IDWeek Program Committee will consider abstracts that have been previously submitted at smaller/regional meetings but have not been published in a journal and on the proviso that no rights have previously been transferred; however, all new or updated data must be included in the abstract. Authors and co-authors transfer any copyrights and agree to release the abstract for future IDWeek publication and grant permission to IDWeek to audio/video record oral presentations for later sale or publication. IDWeek owns the copyrights to all abstracts accepted for presentation in perpetuity. Presenting authors maintain copyrights for their poster and/or presentation slides. In submitting your abstract, you also warrant that you have exercised reasonable care to ensure that the article is accurate and does not contain anything which is libelous, or obscene, or infringes on anyone’s copyright, right of privacy or other rights. IDWeek regular deadline and late breaker abstracts are embargoed until Oct. 19 at 12:01 a.m. ET. News releases, media alerts and news materials released in conjunction with IDWeek must be embargoed until the start of the meeting on Oct. 19 at 12:01 a.m. ET, with the exception of research findings presented at IDWeek-sponsored press conferences. Those findings are embargoed until the start of IDWeek or the specific press conference, whichever is later. News releases, media alerts and news materials that contain only abstract titles, author names and affiliated institutions (“curtain raisers”) are permitted in the lead up to IDWeek and may be distributed after abstract titles are released on the IDWeek site on Sept. 3 at 12:01 a.m. ET. View more information on the IDWeek Media Guidelines.
Publication
IDWeek abstracts will be published as an online supplement to Open Forum Infectious Diseases, IDSA’s open-access journal. They will be permanently archived as part of the journal and will be accessible to all journal readers, not only meeting attendees or society members. Abstracts will also be available in the IDWeek Interactive Program and in the official IDWeek app for iPhone and Android. If you do not want your abstract included in OFID, the Interactive Program or the app, you must withdraw your abstract completely from the meeting prior to the withdrawal deadline.
Author Policies
- Authors do not have to be members of one of the sponsoring societies to submit an abstract.
- Obtain approval in advance from all co-authors before placing their names on the abstract. Submission of an abstract denotes that co-authors as well as authors have read the abstract, take responsibility for its content and approve that their names appear on the abstract. Failure to obtain approval from all authors will result in immediate rejection of the abstract.
- All authors must agree to the IDWeek embargo and copyright policy.
- All authors must provide disclosures of potential conflicts of interest and complete an attestation form prior to the submission deadline. List any financial interests, assistance, or relationships with companies, supporters, or commercial products that are related to the research (for example, research support, grants, sponsors, stockholders, etc.). A response to this request must be provided for each author or author group before the abstract can be peer reviewed. IDWeek will not allow or accommodate completion after the submission deadline.
- Adding or removing authors after the submission deadline is not permitted.