WSAUA Annual Meeting
Presentation Submission Instructions
& Award Opportunities

Abstract Preparation | Posters | Video | Round Table | Essays | Disclosure Form
PowerPoint File Info | Tips | Terms & Policies | Sample Abstract


General Abstract Preparation

  • Type the title of paper in bold CAPITAL LETTERS. (Use 10 pt. Arial font)
  • Use first names, middle initials, last names and degrees of all authors, list the principle author first.
  • If any author is not a member of the Section or AUA, place an asterisk (*) after his/her name.
  • List city and state of origin, but not the institution.
  • After listing city and state of origin: “Presentation to be made by Dr./Ms./Mr._______________.”
  • Use the Word document set-up: 0.5″ inch margins for top/bottom and right/left, 10 pt Arial font, center title portion and justify body, single space with double spaces between paragraphs.
  • The abstract should be informative and detailed. It must contain -  objectives, methods, results and the conclusions.
    It is NOT acceptable to state that “the results will be discussed.”
  • REQUIREMENT: If there is a funding source, this must be listed at the bottom of the one-page abstract.
  • On the abstract submittal form check preference of Podium or Poster, Poster only, Round Table, Essay or Video.
  • Submit the abstract form only once. If there are any updates or corrections, email the new abstract to abstracts@wsaua.org. Include the paper title and your name in the email. Please note that the essay manuscripts and one page abstract are due at time of the abstract deadline.


Sample Abstract

Page setup: width 5.5″, height 8.5″. Use 0.5″ inch margins for top/bottom and right/left.
Use 10 pt Arial font (or smaller if needed), center title portion and justify body
text.
Type single space on one page of text and double space between paragraphs.

wsaua abstract samplev2


Poster Submissions

Posters are designed to permit the author of a technical paper to explain and illustrate concepts, techniques or research findings in a simple graphic manner that will promote understanding more readily than a “rapid fire” podium address. All poster session posters are 4 feet in length and 4 feet tall. Moderated poster presenters will be given the opportunity to present his/her poster during the Poster Sessions.

James L. Goebel Grand Prize: -$500 / 2nd Prize – $300 / 3rd Prize -$200
*Best of each session receives a Ribbon Award

  • Design the poster(s) to explain and illustrate concepts, techniques or research findings in a simple graphic manner. See design guidelines under item 7.
  • MODERATED POSTERS: Poster Size = 4 feet in length by 4 feet tall.
  • UNMODERATED POSTERS: Poster Size =  4 feet in length by 4 feet tall
      1. Once a MODERATED poster is accepted for the program, presenters are required to submit one digital PowerPoint summary slide (see example) to accompany the presentation. (If more than one slide is submitted, the first slide will be kept and the rest omitted.)
      2. Accepted Posters will be presented at the meeting.
      3. Award winning posters will remain on display during the remainder of the meeting, all others must be removed.

    poster board setupweb

 


Video Submissions

      1. Video submissions should be less than 10 minutes and Microsoft Windows PC compatible – running Quicktime or Media Player.
      2. All video’s will be tested and stored for presentation. You will NOT be permitted to use your own computer at the time of presentation.
      3. Send video files to: Western Section AUA at 1950 Old Tustin Avenue, Santa Ana, CA 92705 by deadline.
      4. Upon arrival to the meeting, please check-in at the Slide Preview Room to be sure the video has been tested and labeled as ready. Please bring a copy of your video to the meeting.

Round Table Program

Prizes:
Bodner-Stegemann Award: $500
Hadley Award: $500

      1. Only Western Section members, residents and fellows are eligible.
      2. A panel of judges assigned by the Western Section will award prizes based on the most value,the unusual nature of the case, its level of intrigue and the quality of presentation.Tip: Interactive, clever, funny, or otherwise “out of the box” presentations do well.
      3. Eligible Round Table presenters may qualify for either of the two awards.
      4. For the Bodner-Stegemann Award, submit an abstract in one of the following categories: 1) A gadget; 2) A diagnostic trick; 3) A therapeutic aid, medical or surgical; 4) A problem case; and 5) Unusual cases. The presentation must be under 3 minutes.
      5. For the Hadley Award, submit an abstract of a unique, interesting or bizarre case. The presentation must be limited to 3 minutes in length. 


Essay Contest Submissions

Miley B. Wesson- Resident Essay
Joseph F. McCarthy- Physician Essay
Historical Essay
Health Policy Essay

(Please note: Essay manuscripts and one page abstract are due at time of abstract deadline.)

Miley B. Wesson – Resident Essay Contest
1st Prize: $1000 • 2nd Prize: $700 • 3rd Prize: $300
(All winners also receive an engraved plaque)

      1. Send or email essay by abstract deadline to abstracts@wsaua.org or send to:
        Western Section AUA, Program Chairman, 1950 Old Tustin Ave., Santa Ana, CA 92705-7812.
      2. On abstract form, select presentation options “essay” and then check “Resident Essay Contest”.
      3. Eligibility: Only residents (does not include fellows) who have not completed their residency by the time of the abstract submission deadline and are in training within the geographical area of the Western Section American Urological Association. The contestant must be the principal worker and author of the paper.
      4. Subject matter: The essay may consist of any topic of urologic interest. It need not be based on research. It must not be published prior to the meeting date.
      5. Program: Prize winning essays will be assigned a place on the Annual Meeting Program. All other papers submitted in the competition will be considered for a place on the program. If the paper is not acceptable, the paper will be returned to the author. Must present paper at annual meeting to be a winner.
      6. Rules: The essay should bear the title of the subject but not the name of the author. The manuscript form is that required by the Journal of Urology.
      7. Judging: Essays are judged by originality, importance of material and editorial clarity.
      8. Accompaniments: Your essay should be accompanied by the following information.
        A) Email or letter of Residency verification: Letter to be on department letter-head and signed by the urologist who heads the department.
        B) Photos or illustrations: Please label each photo with paper title.

Joseph F. McCarthy – Physician Essay Contest
1st Prize: $1000 • 2nd Prize: $700 • 3rd Prize: $300
(All winners also receive an engraved plaque)

      1. Send or email essay by abstract deadline to abstracts@wsaua.org or send to:
        Western Section AUA, Program Chairman, 1950 Old Tustin Ave., Santa Ana, CA 92705-7812.
      2. On abstract form, select presentation options “essay” and then check “Physician Essay Contest”.
      3. Eligibility: Any urologist in the geographical area of the Western Section American Urological Association who has been out of training no more than 10 years is eligible to qualify for the contest. The contestant must be the principal worker and author of the paper.
      4. Subject matter: The essay may consist of any topic of urologic interest. It need not be based on research. It must not be published prior to the presentation date.
      5. Program: Prize winning essays will be assigned a place on the Annual Meeting Program. All other papers submitted in the competition will be considered for a place on the program. If the paper is not acceptable, the paper will be returned to the author. Must present paper at annual meeting to be a winner.
      6. Rules: The essay should bear the title of the subject but not the name of the author. The manuscript form is that required by the Journal of Urology.
      7. Judging: Essays are judged by originality, importance of material and editorial clarity.
      8. Accompaniments: Your essay should be accompanied by any Photos or illustrations. Please label each photo with paper title.

History Essay Contest
1st Prize: $500 • 2nd Prize: $300 • 3rd Prize: $100 and a certificate.

      1. Send or email essay by abstract deadline to abstracts@wsaua.org or send to:
        Western Section AUA, Program Chairman, 1950 Old Tustin Ave., Santa Ana, CA 92705-7812.
      2. On abstract form, select presentation options “essay” and then check “History Essay Contest”
      3. Eligibility: Any category of Western Section membership is eligible.
      4. Subject matter: The essay may consist of anything of an historical nature including but not limited to persons, training programs, procedures, instruments, pharmaceuticals, diseases, treatment, concepts, etc. It must not be published prior to the date of the meeting.
      5. Program: Prize winning essays will be assigned a place on the Annual Meeting Program. All other papers submitted in the competition will be considered for a place on the program. If the paper is not acceptable, the paper will be returned to the author. Must present paper at annual meeting to be a winner.
      6. Rules: The paper should bear the title of the subject but not the name of the author. The manuscript form is that required by the Journal of Urology.
      7. Judging: Essays are judged by originality, importance of material and editorial clarity.

Health Policy Essay Contest
1st Prize: $1,000 • 2nd Prize: $600 • 3rd Prize: $600 and a certificate for all

      1. Send or email essay by abstract deadline to abstracts@wsaua.org or send to:
        Western Section AUA, Program Chairman, 1950 Old Tustin Ave., Santa Ana, CA 92705-7812.
      2. On abstract form, for presentation topic check “Health Policy Essay Contest”  and for options select “essay
      3. Eligibility: All Western Section Members and Residents/Fellows are eligible.
      4. Subject matter: The essay must address of an aspect of Health Policy and/or practice management.
      5. Program: Prize winning essays will be assigned a place on the Annual Meeting Program. All other papers submitted in the competition will be considered for a place on the program. If the paper is not acceptable, the paper will be returned to the author. Must present paper at annual meeting to be a winner.
      6. Rules: The essay should bear the title of the subject but not the name of the author. The manuscript form is that required by the Journal of Urology.
      7. Judging: Essays are judged by originality, importance of material and editorial clarity.

RESIDENT SCHOLARSHIP AWARDS

Resident scholarship awards are presented to one outstanding resident from each of the training facilities in the Western Section geographic boundaries. The Resident is chosen by the Chief of Urology of each training facility. The award amount varies each year but is currently $500 except for Hawaii meetings in which case it is $1000.

Qualifications:

      1. The resident has submitted an abstract to the annual meeting.
      2. The abstract has been accepted for presentation.
      3. The resident must present the paper and register for the annual meeting.

Scholarship award winners will be published in the official annual meeting program book and Mainstream Newsletter.


 

PowerPoint File Submittal Instructions

      • Send your PowerPoint presentation file by the deadline via our file upload utility.
      • All files received will be loaded into a Windows PC where they will be tested and stored for use in your presentation. You will NOT be permitted to use your own computer at the time of presentation.
      • Minor adjustments to your presentation may be made on-site at the Slide Preview Room no less than two hours in advance of your presentation time. Please do not attempt to update your file in the session room.
      • MAC Users: Please be sure your file can be opened on a PC. Some early versions of PowerPoint may not be compatible.
      • Short embedded videos are permitted, however, will be subject to output testing. Please be sure your video file is included or combined with the PowerPoint file so it will work on our computer.
      • Upon arrival to the meeting, please check-in at the Slide Preview Room to be sure we have your file loaded and status as ready. Please bring a backup of your file on a memory stick to the meeting.

 

Tips for a Better Presentation:

      1. Use a dark blue background, white lines and letters, and red surrounded by white for highlights.
      2. Stay with the primary colors, do not use blended colors such as gray or mauve.
      3. Use white or yellow bullet points.
      4. Do not use red lettering.
      5. Change numbers to pictures – whenever possible use graphs.
      6. When using diagnostic images, place arrow to show the important features.
      7. Show conclusions at both the beginning and the end of the presentation.
      8. Use an outline for case presentations.
      9. Limit verbiage. Use “6 x 6” rule. Use no more than six words across and six lines down of information.
      10. Do not use the laser pointer to draw circles and repeatedly underline your slide. Simply point at the projected feature and then turn the pointer off.
      11. If you have to apologize for a slide, do not use it

 

Terms and Policies

Publication & Presentation of Accepted Abstracts

Abstracts selected for presentation will be available in the annual meeting materials, both print and digital, and are published online. At this time, your abstract and all information will become a matter of public record and may be referenced by WSAUA, media relations staff, and others. Please review the abstract licensing agreement/copyright policy below for more information.

 

Copyright Regulations

• The submitter acts on behalf of all co-authors and in submitting an abstract, transfers to Western Section of the American Urological Association (WSAUA) the copyright and all other rights in the material comprising the abstract if the abstract is accepted. Co-authors reserve the following: All proprietary rights other than copyright, such as patent rights; and the right to use all or part of the abstract in future works of their own.

• WSAUA, as holder of the copyright of the accepted abstract, reserves all rights of reproduction, distribution, performance, display, and the right to create derivative works in both print and digital formats.

 

Copyright Policy

Abstracts should not include libelous or defamatory content. Material presented in abstracts should not violate any copyright laws. If figures/graphics/images have been taken from sources not copyrighted by the author, it is the author’s sole responsibility to secure the rights from the copyright holder in writing to reproduce those figures/graphics/images for both worldwide print and web publication. All reproduction costs charged by the copyright holder must be borne by the author.

 

Authorization to Record

Authors and Presenters grant to WSAUA and their vendor the right to audio record thier presentation and/or use of associated material (PowerPoint etc) for use in the publishing of event-based materials for/from the distribution in any media format on behalf of the WSAUA and agree that they shall receive no compensation for this recording.

General Terms and Policies

• All abstracts presented at the WSAUA Scientific Sessions must conform to the eligibility criteria listed above.

• The WSAUA Program Chair will determine presentation time and format for all accepted work, based on the topic and relationship to others submitted.

• All presentations and question-and-answer periods will be in English. If presenters need assistance in understanding or responding to questions in English, they are encouraged to have a member of their research group assist them.

• Each presenting author is required to comply with the WSAUA Disclosure Policy and is expected to disclose to the audience any real or apparent conflict(s) of interest that may have a direct bearing on the subject matter of the continuing medical education activity. This pertains to relationships with pharmaceutical companies, biomedical device manufacturers, or other corporations whose products or services are related to the subject matter of the presentation topic.

• Presenters are required to make disclosure of any financial interest/arrangement or affiliation with any organization(s) that could be perceived as a real or apparent conflict of interest in the context of their presentation subject matter. Disclosure information collected during the submission process will be published in WSAUA’s final program materials. To be in compliance with this policy, oral presenters must disclose at the beginning of their presentation. Poster presenters must include disclosure information on their posted presentation materials.

• Any additional or revised guidelines for abstract presentation will be provided to presenting authors of accepted abstracts in their notification email.