Publishing in Medical Education: Conference Series – Writing effective conference abstracts

Building on our previous BMERG Publishing in Medical Education blogs, in this post Dr Sally Dowling introduces our Writing for Publication Conference Series. Here she talks about a different sort of writing and dissemination of your work – responding to calls for conference presentations and posters.

Image: The Climate Reality Project/Unsplash

Why should you present your work at academic conferences?

Academics choose to present their work at conferences and meetings for a range of reasons. It’s an important part of the dissemination of finished research projects, but it can also be an opportunity to gain feedback on ‘work in progress’, as well as to hear from and meet others in your field and those whose work may be related to yours.

If you are an early career researcher it can be a good way to build connections and network. If you are able to obtain funding to attend a conference it can be a good way to have some ‘time-out’ from everyday pressures to think about, and discuss, your work. You may also get the opportunity to visit some interesting places! Post-covid, some conferences now offer hybrid attendance and others have remained online.

What’s the difference between a paper presentation and a poster?

A paper presentation, sometimes called an oral presentation (or if you are the main speaker, a ‘keynote’ presentation) is where someone delivers a talk to an audience. In some disciplines this might mean literally reading a paper (similar to a journal article); in others it is more usual to deliver a talk accompanied by a slide presentation.

This may be to a large lecture hall full of people or to a smaller audience in parallel sessions – depending on the type and structure of the conference. Length of presentations varies and may or may not include time for questions. Sometimes all presenters in a session will give their presentations and questions will follow, addressed to the speakers as a panel.

Conference posters are usually displayed for the duration of the conference – they are large (often A1 or A0) posters presenting reports of a research project or other work, usually including words and images. Recently the use of electronic posters is also becoming more common, either made available to view online or physically on large screens at the conference venue.

The aim is to give conference attendees the chance to find out about a range of relevant work and, usually, to ask questions of the researcher or representative of the research team. Some conferences expect poster presenters to stand with their posters at specific times (coffee breaks or lunchtimes, or an early evening session, for example) in order to ‘talk to’ their poster if required.

What is a ‘call for papers’?

Many conferences publish a ‘call for papers/posters’ well in advance of the conference. These will usually be on the websites of relevant organisations (such as AMEE or ASME). You can keep an eye out and find out what time of year these usually appear by visiting our BMERG Abstract Calls! page.

When you look at the call there will be important information to note:

  • Submission format: Some conferences will want you to submit your abstract as an attachment – others will use an online platform, which may require you to register.
  • Deadline: There will usually be a strictly-enforced deadline.
  • Word count: This is usually very specific and may be constrained by allowances of online text boxes.
  • Structure: It is important to note whether the abstract should be structured or unstructured. If they require that the abstract is structured it will often follow a Background, Aim, Methods, Results, Conclusions format (see figure 1 below) – if there are different headings to be used make sure you are aware of this.
  • References: Instructions may also specify whether or not you can use references and, if so, may give a limit (usually a small number).
  • Themes and Streams: Details should be on the conference website of themed conference streams or specific types of sessions you can submit to; make sure you are clear about these and indicate which you prefer if asked.
  • Presentation format: You may be asked if you are submitting for an oral or a poster presentation, and if there is more than one author you will usually be asked to indicate who will be the presenter.
Example of conventional headings for a structured abstract
HeadingContent
BackgroundSpecify the nature and size of the problem; outline its importance to practice, and the gap that needs to be addressed. This section should emphasise the relevance and significance of the issue to the conference delegates and should embrace a relevant theme
AimSpecify this clearly and simply, including study design/approach
MethodsSample
Data collection Data analysis Ethical issues
Results/ FindingsReport this clearly and succinctly to provide the reader with a fair impression of the data
ConclusionIt is important to be specific and produce a balanced conclusion based on the results and how it captures the selected conference theme
Figure 1: Example of conventional headings for a structured abstract. From Albarran and Dowling (2017, p.325).

What should I put in my abstract?

Writing a good abstract will maximise your chances of acceptance. It’s also a way for people to read about your project in advance, or after the conference. Some conferences publish abstracts after the event; sometimes as a supplement to a journal connected to the conference.

What you say in your abstract will act as a ‘hook’ to bring people to your presentation or poster, or to want to contact you to find out more about your work. Use an engaging and academically persuasive tone, take time to refine what you have written and proof-read carefully before submission. Asking a critical friend to read through your abstract can be helpful.

Guidance on how to format your abstract
Guideline
Name of lead presenter and contact detailsYou will be required to provide details of your place of work and qualifications
Name of authors, titles and contact detailsObtain full addresses, titles, professional qualifications and contact details including email address
TitleThis should be kept to 12 words or less. If reporting the results of a study, audit or service improvement, it is good practice to include methodology in the title. A good title should provoke interest, curiosity and relate to the chosen theme
HeadingsEmploy the headings as suggested and in the order recommended
Word limitThis will range between 200–300 words maximum—abbreviations are often discouraged, check this out
Key termsYou may be invited to provide 4–6 search terms that embrace the content of your abstract
Font size and typeThis will normally be prescribed—ensure you follow the recommendations.
Referencing style and numberConfirm the referencing style permitted prior to drafting the abstract, and how many are allowed; some will limit the number to a maximum of three
Conflicts of interestIf you have any conflicts of interest, declare these
FundingSome scientific committees expect you to state whether your project was externally funded; if it has, confirm this
Permission to publish your abstractShould you be accepted to present, the abstract may be published as part of conference proceedings. Note that you may not have the opportunity to revise
AbbreviationsGenerally these are discouraged, so it is sensible to check the guidelines; it is likely that only universally accepted abbreviations may be permitted
Figure 2. Guidance on how to format your abstract. Table adapted from Albarran and Dowling (2017, p.326).

What happens to my abstract after submission?

Most conferences will have a conference committee who will review abstracts received before the deadline (so this is a form of peer review). Depending on the conference preparation timeline, it can take some time to hear, so be patient! Some conferences will give a date on their webpages, telling you when you will hear from them; others don’t do this. Wait to hear and then start preparing for your conference!

The next blog in this series coming soon: Tips on how to produce your conference poster

Further reading:

Albarran, J. & Dowling, S., 2017, Writing an effective conference abstract British Journal of Cardiac Nursing. 12, 7, pp. 324-328

Higgins, M., Eogan, M., O’Donoghue K., Russell, N. (2013) How to write an abstract that will be accepted. BMJ, 346: 2974 doi:10.1136/bmj.f2974 

Pieper, P. (2014) Writing Your Journal or Conference Abstract. Journal of Pediatric Surgical Nursing. 3(2), pp. 47-50


More about this blog’s author

Sally is a Lecturer at Bristol Medical School, working both for the Health Professions Education programme and as Co-Director of the MSc Reproduction and Development. She also runs a series of writing for publication workshops (see programme here) for the Faculty of Health Sciences at the University of Bristol.


Check out our previous Publishing in Medical Education Posts


Hot Topics: BMERG launches a new page for Abstract Calls!

Sarah Allsop

Following on from our recent BMERG blog on Building Community: Attending, presenting and networking at Conferences we are launching a new page in the BMERG site to highlight abstract calls as they are released from Medical Education Associations. This list will build throughout the year and aims to support researchers to find out more easily about the timings of annual conferences and events.

Take a look by clicking on the “Abstract Calls!” in the top menu or clicking on the link below:


If you know of either a medical education and research event or an event with a broader scope that may be of interest to the BMERG audience, let us know in the comments below:


Abstract Call: Postgraduate Researcher Exchange Sessions at ASME’s RME Conference 16 Nov 2023

Thursday 16th November 2023, 9.00am-5pm UK time

IN PERSON EVENT
Friends House, London

Postgraduate Researcher Exchange Sessions: Call for abstracts
Deadline for submission Friday 29th September 2023 at 5pm

ASME’s Education Research Committee (ERC) are very keen to support and encourage our excellent early career HPE research community to share their ongoing work. With this in mind, we are inviting those who are undertaking postgraduate research studies, at any stage, (e.g. PhD, Professional Doctorate, MD, MRes) to submit an abstract to present their work in progress.  

The abstract that you submit should focus on the theme of the conference “Alignment matters: from conception to communication”, demonstrating how you have integrated and aligned, or plan to integrate and align your choices of theory, research philosophy, and if relevant to stage, methodology and methods (or proposed methodology and methods).

Your abstract should be no more than 300 words long and finish with a question or topic that you would like to discuss with the audience (who will consist of fellow HPE researchers with a range of experiences).

Once all abstracts have been received we will then shortlist 6 presenters for our Postgraduate Researcher Exchange Sessions, which will form part of RME (those not selected will be given the option to present a poster at RME). The emphasis of these sessions is on discussion and ideas exchange; therefore, you will have 7 minutes for your presentation and 13 minutes will be given over to discussion.

Please send your abstract(s) submission to ERC-Events@asme.org.uk by Friday 29th September 2023 at 5pm. You will receive notification of whether you have been selected for presentation or poster by Wednesday 11th October, 2023.

Submissions are final on receipt, no amendments will be permitted after submission.

For full event details visit: https://www.asme.org.uk/events/rme2023/ or email events@asme.org.uk