Abstract submission FAQs

Period 1 

Abstracts must be submitted by 23:59pm Monday 8 March 2021. Any edits to abstracts already submitted must also be finalised by 23:59pm Monday 8 March 2021. If you are successful you must accept your place by Monday 17 May 2021 and register by Tuesday 1 June 2021.

Period 2

Abstracts must be submitted by 23:59pm Monday 21 June 2021. Any edits to abstracts already submitted during period 2 must also be finalised by 23:59pm Monday 21 June 2021. If you are successful you must accept your place by Friday 6 August 2021 and register by Friday 3 September 2021.

No, you are not required to be an RCGP member to submit an abstract.

Individuals may submit an unlimited number of abstracts as co-authors, however we have a strict policy that one two-day ticket must be purchased for each individual poster presented, at the appropriate rate for that presenter according to their professional status on the first day of the event.

Abstract submission guidelines can be downloaded here.

No, you can only submit and abstracts for consideration for a Poster Display only during period two call for submissions.

No, abstracts can be submitted only via the online submission service. Any abstract sent by email will not be accepted and automatically returned to the sender.

No, abstracts may only be submitted for consideration under one topic.

Abstract text must not exceed 250 words. There is an additional 100-word allowance for any conflicts of interest; title maximum of 160 characters.

Yes, Abstracts should be structured under the headings:

  • Aims/Objectives/Background
  • Content of Presentation
  • Relevance/Impact
  • Outcomes
  • Discussion

Yes, you may add up to one table and one graph to your submission.

Yes, your poster will automatically be considered.

No, you must indicate your request to be considered for this competition at the time of submission.

No, you must indicate your request to be considered for this award at the time of submission

You can include up to 10 co-authors. Please include authors at the time of submission.

Amendments can not be made to abstracts submitted during Period 1.

Any edits to abstract submitted during period two can be made up until the abstract submission deadline, 23:59pm Monday 21 June 2021.

Yes. You are not permitted to submit the same poster under different topics. We have a strict policy that one ticket must be purchased for each individual poster presented, at the appropriate rate for that presenter according to their professional status on the first day of the event. If you have multiple submissions accepted, we recommend assigning a co-author to present your poster(s) on your behalf.

You will be asked to assign the presenting author at the time of submission. If the presenter needs to be changed afterwards, please send an email to rcgp.posters@haymarket.com, including the presenters name, job title, organisation and contact details as soon as possible. 

In all cases, the presenter must be part of the submitted authors list and be able to present and discuss all aspects of the abstract and purchase a conference ticket.

Presenting authors must register for a two-day ticket, at the appropriate rate for that presenter according to their professional status on the first day of the event. Accepted abstracts for which a presenting author has not registered and paid the registration fee, will be withdrawn, will not appear in any Conference publication, and will not be presented at the Conference. The deadline for presenting author registration is Friday 3 September 2021.

To save an incomplete abstract submission for later, you must complete all the fields on the submission page you are working on and click Save at the bottom of the page. Please note, the page will not save your work unless you click the save button at the bottom of the page. 

If you do not complete all steps and press ‘Submit’ on the final step your information will not be saved and you will need to start over.

If you decide to withdraw your abstract prior to the submission deadline (11:59pm Monday 21 June 2021), you may log into the abstract submission system and withdraw your abstract there. 

After this deadline, abstract withdrawal requests should be emailed to rcgp.posters@haymarket.com. Please include your abstract submission ID number, title, and the presenting author’s name in your email.

You can either delete them or you can leave them in the system as “not submitted”. Please note that you will receive reminders to submit abstracts marked “not submitted”.

You will receive email confirmation that your abstract has been received. Please re-check your junk/spam email folder.

If still not received please contact rcgp.posters@haymarket.com

Submitting authors for period 1 will be notified, via email of the outcome of their submission at the end of April 2021. Submitting authors for period 2 will be notified, via email of the outcome of their submission at the beginning of July 2021. To ensure receipt of your notification, it is important that you provide a correct email address for the submitter and the presenting author.

Unfortunately due to the volume of applications and the size of the conference, we are unable to provide individual feedback on poster submissions during any stage of the process.

Accepted poster presentation- next steps

All submitting authors must confirm acceptance by contacting rcgp.posters@haymarket.com.

The period 1 deadline to confirm acceptance is Monday 17 May 2021.

The period 2 deadline to confirm acceptance is Friday 6 August 2021.

The Programme Committee makes the final decision on the presentation type. If you no longer wish to present your work as a Poster Display only, please inform us by contacting rcgp.posters@haymarket.com immediately so that we can withdraw your submission.

Amendments can not be made to abstracts submitted during Period 1.

Any edits to abstract submitted during period two can be made up until the abstract submission deadline, 23:59pm Monday 21 June 2021. If you are no longer able to present, please contact rcgp.posters@haymarket.com as soon as possible, quoting your submission ID. 

In order to present your poster at the RCGP Annual Primary Care Conference & Exhibition you must register and pay for a full priced two-day delegate ticket. This applies to all poster presenters, including students and those from low or middle income countries.

Please ensure that you have registered and paid the appropriate registration fee by the deadline. Accepted abstracts for which a presenting author has not registered and paid the registration fee, will be withdrawn, will not appear in any Conference publication, and will not be presented at the Conference. 

The deadline for period one presenting authors to register is Tuesday 1 June 2021.

The deadline for period two presenting authors to register is Friday 3 September 2021.

You do not need to pay to display your poster. However, in order to present your poster you must register and pay for a full priced two-day delegate ticket. This applies to all presentation methods and all poster presenters, including students and those from low or middle income countries.

If you cannot attend the conference to present your poster, you will be able to send a co-author in your place. Please inform us as soon as possible by contacting rcgp.posters@haymarket.com. Please include your abstract submission ID and the name, email address and organisation for your replacement presenter.

Please note that your replacement presenter cannot be already presenting a poster of their own. We have a strict policy of one poster display per presenter.

We are only able to provide invitation letters to individuals who have already registered and paid to attend the conference. If a letter of invitation is required to support your visa please contact us at rcgp@haymarket.com once you have registered.

Queries on the poster judging process

Nominated academics and GPs. This group is arranged by CIRC. Speaker to CIRC at the poster helpdesk for more details

Poster judges will be reviewing posters throughout Thursday 14 October. Winners and runners up in each category will be selected by 17.30 on Thursday.

One per category, plus several highly commended.

Winners and highly commended poster presenters will be notified via email and on the evening of Thursday 14 October. Winning posters will also be signposted on the official conference app and ePoster screens onsite. 

Yes, the winners will be announced via the app and highlighted on the ePoster screens onsite. Winners of the RCGP Student & Foundation Doctor Poster Competition will be announced at the RCGP Inspiring the Future Awards.

Post event queries

Certificates will be emailed to all authors and co-authors five working days after the conference.