Policies And Instructions On Abstract Submission

Western Orthopaedic Association
83rd Annual Meeting
July 31-August 3, 2019
Grand Hyatt Monterey
Monterey, CA

Submission Deadline: January 25, 2019

Policies Governing Accepted Submissions:

(Please read all of the instructions below before filling out the submission form.)

  1. Submission of a corrected abstract is not allowed after January 25, 2019.
  2. An orthopaedic surgeon, resident/fellow or a member of WOA must be listed as one of the authors.
  3. Once an abstract is accepted, additional authors cannot be added.
  4. Acceptance and rejection letters and all future correspondence will be emailed to the Primary Author listed on the Abstract Submission Form no later than April 2019. Notification of acceptance will be sent by email to the email address provided on the submission form. Failure to return Presenter Forms attached to the acceptance email, by the date listed, will result in the presentation being removed from the program.
  5. Abstracts not accepted for a podium presentation may be accepted for an E-Poster presentation.
  6. The paper is to be original, unpublished work. (See instruction #12 below.) 
  7. All co-authors must complete a disclosure or your presentation will be eliminated from the Final Program.
  8. A copy of the manuscript will be requested for award consideration following the abstract review process. Please indicate on the form if you would like to be considered for a Resident/Fellow Award, Young Investigator Award, or neither.
  9. WOA reserves the right to publish the accepted abstracts in a medical journal. This will not preclude publishing the manuscript in another journal.
  10. Award winners are required to be present at the Annual Meeting to receive their award, which will be presented at the Gala Dinner. (Exceptions for medical conditions are allowed with final discretion given to the Program Chair and a replacement presenter must attend the meeting and present the paper.)
  11. The WOA reserves the right to withdraw a presentation at any time.

Instructions to complete abstract submissions:

(Please read all of the instructions below before filling out a submission form at the bottom of this page.)

  1. TITLE: Make the title brief and clearly indicate the nature of the study/procedure. Do not use all caps. Please do not use similar titles for numerous submissions.
  2. CONTENT: The abstract must include four parts: INTRODUCTION should clearly state the problem and the purpose of the study; METHODS should provide a description of what was actually done; RESULTS should contain the findings of the study; DISCUSSION AND CONCLUSION should be based upon the findings and relate to the stated purpose of the study and existing knowledge. Provide specific details about your research/study. DO NOT list any author's name or institution in the abstract or manuscript. A two-year minimum follow-up per patient is required for all results for reconstructive procedures and new or modified techniques as they relate to diagnosis, surgery, complications or other phases of orthopaedic surgical problems.
  3. LENGTH: Do not exceed space provided on abstract submission form. Provide as much information as space permits. Additional pages will not be accepted.
  4. TYPE: The abstract should be typed on the form provided within space allotted (300 words max). Use English only.
  5. STYLE: Use title case for the entire title. DO NOT include company names, titles, appointments or addresses in the abstract. DO NOT use subtitles. Standard abbreviations may be used, when necessary. Do not cite references. Omit P values. No reference is to be made in your text as to authors, institutions, clinics, pharmaceutical companies, or specific manufacturers. Submit the form, completed in full. Please check your work prior to submission. The Western Orthopaedic Association is not responsible for proofreading or accuracy.
  6. AUTHOR INFORMATION: Indicate your name, mailing address, email address, telephone numbers, degree, and the institution where the research took place. Also, include the name, degree,and email address of all co-author(s). Please notify WOA if any of this information changes.
  7. DRUG NAMES: Nonproprietary (generic) names of drugs are required and should be written in lower case. Proprietary names are capitalized.
  8. AWARDS: If you are being considered for an award, one (1) copy of your full manuscript will be requested by the Program Committee following the abstract review process.
  9. SUBMISSIONS: An Electronic Submission form is provided below for all abstract submissions. The abstract submission deadline for WOA’s 2019 Annual Meeting is January 25, 2019.
  10. NOTIFICATION OF ACCEPTANCE: The Program Committee will review Abstracts. You will be notified of acceptance by email no later than April 2019. The Western Orthopaedic Association reserves the right to withdraw a paper at any time.
  11. REGISTRATION FEES: All presenters are required to register for the meeting and pay the registration fee. A registration fee does not apply to Resident/Fellow Award Winners. The Moderator/Presenter or Resident/Fellow registration fee must be paid by all other presenters.
  12. MANUSCRIPT: The paper is to be original, unpublished work. All authors must indicate the publication status of their paper. Papers that have been previously published are ineligible. Papers that have been submitted for publication, but will remain unpublished prior to the date of the Annual Meeting are eligible. If a paper is accepted but is subsequently found to have been published before the Annual Meeting, the Program Committee has the right to withdraw the paper.

Podium Presentation

Each Podium presentation will be approximately 4-8 minutes in length. Standard audiovisual equipment in the scientific session room includes an LCD projector and Windows Computer (not a Mac). Personal laptops will not be used for presentations.

E-Poster Presentation

E-Poster presentations will be shown for the entire meeting (3 days).

Abstract Grading Process

  • Abstracts will be read in a “blind” fashion. Your text should not reveal the authors or institutions of origin.
  • Graders are orthopaedic surgeons and are members of the Program Committee. Each abstract is reviewed and graded by at least four graders and the final grade is then averaged.
  • Grade is influenced by: significance of the study, content and clarity, specific number of cases or specimen studies, clinical or research data to support its conclusions, minimum follow-up of 2 years per patient for results describing reconstructive procedures, and new or modified techniques as they relate to diagnosis, surgery, complications or other phases of orthopaedic surgical problems.

WOF Resident/Fellow and Young Investigator Awards

WOA will recognize outstanding papers submitted and presented by residents/fellows with the WOF Lloyd W. Taylor, Vernon P. Thompson, Harold and Nancy Willingham, Sanford and Darlene Anzel Awards, and three WOF Resident Awards, as well as three young investigators who will receive WOA/OREF awards. In addition, WOA will recognize the top three e-posters. The combined amount of these awards is over $26,000. Plus, the top two Resident Award Winners will present their papers at the 2020 AAOS Annual Meeting! See the Policies and Instructions above for additional information on award papers.

Submit your abstract

Mandatory Financial Disclosure

For your paper to be considered, the Primary Author MUST submit a Financial Disclosure Statement. If the paper is accepted for presentation, all co-authors MUST submit their financial disclosure information two months prior to the meeting.

Financial Disclosure Submission Form

(AAOS Disclosure Program. Please follow the disclosure program prompts to look up your login, and if you don't have one, click the "Register" link to register as an Individual. You will not be charged a fee. Then you can submit your disclosure information.)