AVA Abstract Guidelines (Vienna 2014) - AVA 2014

AVA Abstract Guidelines (Vienna 2014)
Accepted abstracts will be published in title form in the VAA journal and in full electronically
on the website. Publication in VAA will be dependent on the Editor’s final approval.
You will need to submit the abstract via Manuscript central to the VAA on line manuscript
submission service. Along with your abstract itself, you will need to include a submission
form (available on the Vienna AVA meeting website). This form should be completed and
submitted as a covering letter to the editor. You should submit BEFORE 00:00hrs
Wednesday June 25th 2014 (local time in Vienna, CEST Central European Summer
time, UTC/GMT + 2 hours).
The submission form requires you to specify:
1. Whether you prefer oral or poster presentation (please note, this preference cannot be
guaranteed and will depend on meeting constraints. The final decision will be taken
by Editor and meeting organizers and will take into account the advice of reviewers)
2. If a trainee (resident) is presenting the abstract
3. If you prefer your abstract to be 300 or max 250 words
4. Confirmation of ethical approval will be required during the submission process.
Stating ethical approval within the abstract is not required
5. You must confirm that the work described in the abstract has not been presented or
published before. Work which has been submitted to a journal but not yet accepted is
acceptable, as is something which has only been presented in the host institution (ie
not public). If you have significantly changed your work since a prior presentation
(e.g. more results added and producing a different conclusion) this may be
acceptable, the abstract editor should be informed to make the final decision.
Incomplete or absent submission forms will result in immediate rejection.
If the following guidelines are NOT adhered to, the abstract will be returned to the author for
corrections prior to review process.
The abstract itself should be submitted as a document (note: please ignore the structured abstract guidelines for VAAthis is for abstracts attached to full articles and is not the same style as for a conference abstract. Ignore the section
asking for an abstract. When asked to submit the ‘abstract’ –please just write ‘see document’
Language
All abstracts must be written in English. American or UK spelling is acceptable, but please
be consistent through the text.
Word count
The abstract text MUST NOT exceed 300 words. This does not include Title, Authors,
Institution or References but DOES include any tables or figures. This will be checked
electronically and ANY abstract exceeding this word limit will be automatically rejected
WITHOUT review. Please note requirements for spaces as defined below (e.g. p = 0.001
NOT p=0.001)
PLEASE NOTE: some journals will consider an abstract of 300 words to count as prior
publication. If you wish to submit a shorter abstract (<250 words) so as not to preclude
publication in journals such as EVJ, AJVR, then this will be acceptable but please make it
clear when submitting, in the submission form.
Font and overall format
 Arial 11 pt
 Single space
 Text justified
 Lower case
 Do not indent except where indicated below
 All margins 3.17 cm
 Do not use the carriage return (enter) at the end of lines within a paragraph
 Turn the hyphenation option off
 Avoid using hidden and embedded text options
 When using μ e.g. in μg kg-1, use the greek letter which can be found in the Arial font
by looking in “character map” (found in “accessories/system tools” in the program list
which is accessed via the start menu). Avoid using a different font e.g. “symbol”.
 Adhere to the “specific formatting guidelines” below regarding presentation otherwise
the abstract risks rejection
Title Page
Type the title in BOLD lower case. Include authors and institution details as below ONLY ON
THE TITLE PAGE
 List the authors` initials and surname, with no full stops, separated b commas until the
final author where use an ampersand (e.g. AB Jones, J Bloggs & AN Other)
 Underline the name of the presenting author
 Leave a blank line between authors and institutions
 For affiliations (e.g. University or practice) use italics and be brief- only specify Faculty
OR department, University, location including country. Avoid repetition (e.g. do not
say University of Zurich, Zurich). If more than one institution is listed, indicate using
superscript numerals which author(s) are from each. This should total no more than
2 lines of text and may be shortened by the editor (due to limits on space in VAA
journal). See example below.
1
Faculty of Veterinary Medicine, Ghent University, Merelbeke, Belgium 2Clinic for Small
Animals, University of Veterinary Medicine Hannover, Germany
Main Document
Include the title, typed in bold lower case, but EXCLUDE authors and institutions for blind
reviewing.
Text of abstract
The following sections should be included, each as a separate paragraph. The first line of
each paragraph should be indented three (3) spaces. Subheadings should NOT be used. Do
NOT leave a line between paragraphs.
THE HEADINGS BELOW INDICATE THE SECTIONS EXPECTED BUT DO NOT WRITE
‘INTRODUCTION’ ETC IN THE ABSTRACT
Introduction should be concise and summarize the reasons for the study and its relevance to
anaesthesia. It should not exceed three lines.
Material and methods must provide sufficient details to allow the quality of the study to be
evaluated. Specific details of the number of animals studied, dose of drugs given must be
recorded. Generic names should be used for all drugs. Statistical methods should be
recorded.
Results must include data. Parametric data should be presented as mean ± SD.
Nonparametric data should be presented as median values (range). All data should be given
in SI units (see below) with the exception of arterial blood pressure measurement, which
should be reported in mmHg.
Conclusions should be drawn from the data presented in the abstract without repetition of
results.
References should be listed in the order in which they appear in the text. They must be
presented in Harvard style. Consult formatting guidelines below. No more than three
references should be cited.
Acknowledgements should be limited to the major source of funding of the study
Specific formatting guidelines
These are the same as for the VAA journal (Veterinary Anaesthesia and Analgesia) and
must be adhered to – otherwise the abstract risks immediate rejection. All abstracts will
automatically be considered for publication in the journal if accepted by reviewers.
References
Harvard style
How to cite:
 For more than three authors, first 3 authors then et al.
 Abbreviate Journal title.
 Book titles in full.
 No bold or italic references
 Punctuation for Jr and III : Muir WW III, Smith ST Jr,
 Page range in full
In Text
Direct citations: Kitts (1989) for single author, Jones & Smith (1990) for two authors, Kitts et
al. (1989) for more than two authors.
Indirect citations: In (Jones and Smith 1990), (Kitts et al. 1989) or (Jones & Smith 1990).
In list
Journal
 Young LE, Blissitt KJ, Clutton RE et al. (1998) Temporal effects of an infusion of
dobutamine hydrochloride in horses anesthetized with halothane. Am J Vet Res 59,
1027–1032.
 Argraves WS, Suzuki S (1987) Amino acid sequence of the human fibronectin
receptor. J Cell Biol 105, 1183–1190.
Book
 Hall LW, Taylor PM (1994) Anaesthesia of the Cat. (2nd edn), Balliere Tindall, London,
UK.
Edited book
 Dejana E, Sanchez-Madrid F (1998) Cell Biology. Johnson HL (ed.), Oxford University
Press, Oxford, UK. pp. 245–262.
 Pascoe PJ, Bennett RC (1999) Thoracic surgery. In: Manual of Small Animal
Anaesthesia and Analgesia (3rd edn). Seymour C, Gleed R (eds). BSAVA,
Cheltenham, UK. pp. 183–196.
Proceedings
 Matthews NS, Hartsfield SM, Carroll GL et al. (1997) Maintenance and recovery from
anesthesia with sevoflurane in 40 equine clinical cases. Proceedings of the 6th
International Congress of Veterinary Anaesthesiology, Thessaloniki, Greece. p. 125.
Abstract
 Bailey JE, Walsh MT, Webb AI et al. (1999) Anesthesia of the Florida Manatee
(Tricheus manatus). Vet Surg 28, 133 (abstract).
Web address
 Seeler DC,Turnwald GH, Bull KS (1999) From teaching to learning: Part III. Lectures
and approaches to active learning. J Vet Med Edu 21
http://scholar.lib.vt.edu/ejournals/JVME/V21-1/Seeler1.html
Lists
Lists should be separated thus: 1) with a single bracket; 2) separated by a semi-colon; 3)
neatly; and 4) finished with an and – just like it is done here.
Figures and Tables
 Figure 1a at beginning of sentence; Fig. 1a elsewhere.
 In brackets use &: (Fig. 1 & Table 1) or (Figs 1 & 2).
 Figs 1a and b in text; (Figs 1a & b) in brackets.
 Figure legend should explain the figure, with acronyms expanded, so that the reader
doesn’t have to refer to the text.
Tables
 In text: Table 1, Table 2 etc
 In legend: Table 1 Table legend should explain the table, with acronyms expanded, so
that the reader doesn’t have to refer to the text.
 Online symbols (*, †) are used to link footnotes
 Tables will contribute to overall word count
Manufacturer details
 Do not use ® or TM signs
 Manufacturer data not required for abstract
Acronyms/abbreviations
 Never start a sentence with an acronym or abbreviation (unless in a figure legend or
table footnote).
 Standard acronyms may be use without writing in full the first time (examples below).
Other acronyms should be written in full at first usage followed by acronym in
brackets. The editor (aided by reviewers) will make any final decision regarding
whether an acronym should be written in full first.
Acronyms and abbreviations that may be used without explanation:
HR
PR
heart rate units are beats minute-1
pulse rate
ECG
electrocardiogram
EEG
electroencephalogram
fr
respiratory rate units are breaths minute-1
SAP
systolic arterial pressure
DAP
diastolic arterial pressure
MAP
mean arterial pressure
PaCO2
arterial partial pressure of carbon dioxide
PvCO2
venous partial pressure of carbon dioxide
PaO2
arterial partial pressure of oxygen
PvO2
venous partial pressure of oxygen
PvCO2
mixed venous partial pressure of carbon dioxide.
PvO2
mixed venous partial pressure of oxygen. The v in both these instances should
have a bar over it
end-tidal carbon dioxide. Preceded by F (fractional concentration) or P (tensions
E ́CO2
or partial pressures).
VT
tidal volume -- The V should have a dot over the centre
VE
Minute ventilation – The V should have a dot over the centre
NSAID
non-steroidal anti-inflammatory drug
ANOVA
analysis of variance
Standard acronyms which are less common and should be written in full at first use:
sAP systemic arterial pressures
pAP pulmonary arterial pressures
SPAP systolic pulmonary arterial pressure
DPAP diastolic pulmonary arterial pressure
MPAP mean pulmonary arterial pressure
SVR systemic vascular resistance
PVR pulmonary vascular resistance
PCOP pulmonary capillary occlusion pressure
Qt cardiac output. The Q should have a dot over the centre
CI cardiac index can be either litres per kg-1 or m2, ensure units are stated
SB Spontaneous breathing
SV stroke volume
For any other abbreviations or acronyms, write in full at first usage
Units






SI units
mmHg for blood, intracranial and intra-ocular pressure
cmH2O for airway pressure
cms water
Negative indices, not solidus i.e. mg kg-1 NOT mg/kg
cms H2O CVP
Anatomy
 Thoracic limbs NOT for(e)limbs
 Pelvic limbs NOT hind(-)legs etc.
 Stifle NOT knee
Drug Administration Routes and Names
 Upper case, no full stops. e.g., IM, SC, IV. For example, “the drug was given by IV
injection”. These would be considered standard abbreviations not requiring writing in
full at first usage.
 Use recommended non-proprietary names (rINN, recommended international nonproprietary name).
Hyphenation
 Acid-base, Blood-gas.
 Side-effects when used as adjective, side effects when used as noun.
 Not SWG though, i.e., 20 SWG needle
 Non-steroidal anti-inflammatory
Numbers
 At the start of sentences, use words if possible. For example “in the survey. 350
doctors responded within 10 days” should be changed to “in the survey. A total of
350 doctors responded within 10 days”.
 Thousands – 2300 but 23 000 (thin space).
 No commas in numbers
 1960s NOT the sixties, 1960’s or 60s
 n = number(e.g. n = 9)- note space between = sign
 Use % in, for example, “50 % of cats”. Avoid 50 per cent and 50 percentage.
Statistics


Statistical tests used should be specified
Report actual p value formatted as: p = 0.003 (note spaces)
QUERIES:
Any queries relating to abstract submission should be directed to the AVA abstract editor
[email protected]
All abstracts are sent for peer review by at least 2 reviewers. Please bear in mind that many
abstracts are submitted at the same time for review and responses to the first draft may take
a couple of weeks. Please submit revisions promptly, as we are often under tight deadlines
for conferences (e.g. to produce proceedings)

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