Abstract Submission Guidelines

General Information & Deadlines

1. Abstracts MUST be submitted electronically via the online submission system by the given deadline May 31, 2023

Abstracts received via fax, e-mail or received after the deadline will not be accepted and therefore will not be considered for the program or publication.

2. Abstracts can be submitted for the following categories and scientific topics:

Clinics: (12 Topics)

  • CNS
  • Base of Skull
  • Eye
  • Pediatrics
  • Breast
  • Lung
  • GI
  • GU
  • Sarcoma
  • Lymphoma
  • Head and neck
  • Gynecology

Physics: (8 Topics)

  • Beam delivery and nozzle design
  • Commissioning new facilities
  • Absolute and relative dosimetry
  • Quality assurance & Verification
  • Treatment planning
  • Dose calculation and optimisation
  • Image guidance and adaptive therapy
  • 4D treatments and motion modelling

Biology: (6 Topics)

  • Biological differences between carbon, proton and photons
  • Drug and immunotherapy combinations
  • Enhanced biology in treatment planning
  • Mathematical modelling and simulation
  • Translational and biomarkers
  • BNCT

Multidisciplinary / Other: (5 Topics)

  • Hypofractionation
  • Flash
  • Re-iradiation
  • Facility administration, operation and set up
  • Practice patterns


3. A preferred presentation method should be selected during the submission from the following options:

  • Oral Presentation
  • Poster Presentation 

4. Abstracts can be amended in the online submission system until the submission deadline May 31, 2023.

5. All abstracts will be reviewed by the PTCOG-NA Scientific Committee, who will consider its formal aspects and the content. They will decide which abstracts will be accepted and may reconsider the final presentation type.

6. PTCOG-NA will accept abstracts submitted or presented to other conferences for review.

7. Accepted abstracts will be made available electronically to all conference attendees. Rejected abstracts will not be displayed or published. Please have your abstract checked for correct spelling, punctuation, grammar and formal structure. PTCOG-NA reserves the right to edit abstracts if necessary prior to publication within the PTCOG-NA Conference or IPTJ Journal.

8. All presenting authors will receive an acceptance/rejection notification via e-mail by June 29, 2023.

9. All presenting authors are obliged to register by July 13, 2023.

Abstract Formatting

10. All abstracts must be written in English.

11. When submitting your abstract, consider and choose the appropriate category, scientific topic and the presentation method.

12. The maximum abstract title is 20 words and must be submitted using the sentence case (eg. This is the title of my abstract).

13. Up to 20 authors can be submitted for one abstract (including the presenting author).

14. The maximum abstract length is 250 words.

15. Up to 2 pictures/charts/tables can be included within the abstract text. (Please check the step-by-step picture upload guide below.)

  • Pictures must be saved in .jpg
  • Charts can only be inserted as a picture (saved as .jpg first)
  • Tables can only be inserted as a picture (saved as .jpg first)

16. The number of submitted abstracts per one submitter/author is not limited. 

Picture Upload Guide

Up to two pictures (1) can be inserted within the abstract text using the picture insert icon. They must be saved in JPG.

  1. Place the picture title within the abstract in the location where the picture should appear(2). Click the “Picture Insert” icon to start the upload process (3).


  1. Click the “Upload” button (1) and select the picture you wish to insert from your computer. It will be uploaded to the insert image gallery (2). 


  1. Select the corresponding picture (1), copy the picture title into the “Alternate Text” field (2) and add the picture dimensions (one size is enough) (3) and confirm the selection with the ”Insert” button. (4) (width 300px = approx. 7cm wide)

  1. When the picture is uploaded, the correct location and size can be checked. If you wish to change the dimensions you can simply delete the inserted picture and upload it once again with a different size.
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