SBCRS 2025 – Author Guidelines for Abstract Submission
Version 2.1 | Updated 9 July 2025
These guidelines reflect the standards of major surgical societies while supporting the mission of the Society of Black Colon & Rectal Surgeons (SBCRS). Submissions that do not meet the requirements outlined below will not be reviewed.
1. Key Dates
All deadlines are at 23:59 U.S. Eastern Time. No extensions will be granted.
Milestone | Date |
Online portal opens | Friday, 1 August 2025 |
Abstract submission closes | Friday, 5 September 2025 |
Acceptance notifications | Friday, 3 October 2025 |
Presenter registration deadline | Friday, 10 October 2025 |
Final e-poster upload | Friday, 31 October 2025 |
SBCRS Annual Meeting | 14–16 November 2025 |
2. Eligibility & Authorship
- Open to all surgeons, trainees, researchers, nurses, and allied professionals globally.
- SBCRS membership is not required.
- The presenting author must register and attend in person.
- All listed authors must complete the online conflict-of-interest (COI) disclosure.
- Maximum of 10 authors per abstract.
3. Abstract Processing Fee
Fee Type | Amount (USD) |
Per abstract | $50 |
Payment is required by credit card before submission is finalized. Fees are non-refundable.
4. Abstract Categories
Authors must choose one primary category and may select up to two secondary tags for cross-review.
Code | Category |
ONC | Colorectal Oncology – Colon (screening/surgery) |
REC | Colorectal Oncology – Rectum |
NEP | Rare, Syndromic & Non-Colorectal Malignancies (e.g., GIST, lymphoma, appendiceal tumors) |
BIP | Benign Intraperitoneal Disease (diverticulitis, bowel obstruction, hernias, stomas, anastomotic complications) |
ANO | Benign Anorectal Disease (hemorrhoids, fissures, fistulae, abscesses, anal cancer) |
IBD | Inflammatory Bowel Disease (Crohn’s disease, ulcerative colitis, pouchitis, perianal IBD) |
PFN | Pelvic Floor, Continence & Functional Disorders (incontinence, prolapse, constipation, LARS) |
EQD | Surgical Equity, Access & Disparities (racial, socioeconomic, geographic, systems-level) |
EDU | Surgical Education & Workforce Development (resident training, simulation, DEI, career pathways) |
INO | Innovation, Translational Science & Technology (robotics, AI, imaging, novel techniques) |
GLO | Global Surgery & Underserved Populations (LMIC delivery, community initiatives, international collaborations) |
QIP | Quality Improvement, ERAS, Safety, & Outcomes (process improvement, PROs, system redesign) |
CAS | Case Reports & Operative Pearls (instructive, novel, educational value required) |
5. Presentation Formats
Format | Details |
Premier Oral (“Top 10”) | 3-minute presentation + 2-minute Q&A. Delivered live during Saturday 15 Nov, 08:00–09:00. Highest-scoring abstracts only. |
Poster Presentation | Printed board (1.2 m × 0.9 m) or 16:9 digital ePoster. Authors must be present during designated breaks. |
All accepted abstracts will be published in the SBCRS 2025 Abstract Compendium. Final presentation formats are assigned by the Program Committee.
6. Abstract Formatting Guidelines
Item | Requirement |
Word Limit | ≤ 400 words (excluding title, authors, disclosures) |
Structure | Use bolded headers: Background, Methods, |
Figure/Table | One maximum, optional; counts as 50 words; embed in the text or upload as single-page PDF |
References | Optional, max 3 (Vancouver style), not included in word count |
IRB/IACUC | Clearly state approval, exemption, or “Not applicable” in Methods section |
Language | English only; avoid excessive jargon; define abbreviations at first use |
Submission Format | Submit online via portal. Upload matching PDF backup for reviewer integrity. |
7. Images & Presentation Slides
Item | Requirement |
Abstract Image | One max; ≤ 1MB; ≤ 900×900 pixels; ≥ 300 dpi; JPEG or PNG format |
Oral Presentation Slides | Max 5 slides (+ disclosure); format 16:9 PPT or PDF; upload by 06:00 Sat 15 Nov |
All images must be de-identified. Blurring or covering patient information is required to maintain HIPAA compliance.
8. Review Process & Scoring
Abstracts are double-blinded and independently reviewed by two faculty reviewers using the following criteria:
- Originality
- Scientific rigor and study design
- Clinical relevance and potential impact
- Equity or community-level relevance (10% of total score)
- Clarity of writing and adherence to format
Ties are resolved by the Scientific Program Chair. The top 10 scoring abstracts receive Premier Oral presentation invitations.
9. Withdrawal Policy & Penalties
- Withdrawals must be emailed to info@sbcrs.newwavesoftware.com by 31 October 2025.
- Failure to present without proper withdrawal will result in a 2-year submission ban for all authors listed on the abstract.
10. Prior Presentation & Publication Policy
SBCRS supports the amplification of scholarly work, even if previously shared. Submissions are permitted under the following circumstances:
- Previously Presented Locally or Regionally: Abstracts presented at institutional, departmental
, or regional meetings are eligible. - National or International Presentations: Abstracts presented at other major society meetings are eligible, provided this is disclosed during submission.
- Published Work: Abstracts based on already peer-reviewed and published work may be submitted, as long as that is fully disclosed at time of submission.
- Copyright Responsibility: It is the responsibility of the authors to ensure no copyright violations occur from dual use of published materials.