Guidelines for Free paper and poster abstract submission

EVER members involved in ophthalmic and vision research are invited to submit an abstract for presentation at EVER.  

To submit free papers and posters the presenting (= first) author must have paid the 2017 membership fee.

Maximum 3 abstracts can be submitted: no one may be first author of more than one oral free paper and two posters. 

An abstract (body) can contain max. 1.850 characters. Every character and space is included and to make it easier to follow, the number of characters remaining is calculated.

Normally, the presenting author is the first author in the abstract. The order of the names in the abstract needs to be the same when the paper is later published in a journal.

By submitting the abstract the author certifies:

- that this abstract concerns original work that has not been submitted for publication elsewhere in a copyright-protected publication;

- that the experiments have been performed respecting the guidelines of the Helsinki declaration.

The Programme Committee will review the abstracts and decide on acceptance or rejection, solely on the basis of the quality of the abstract. 

Acceptance letters will be sent by e-mail by July 1, 2017 to notify the presenting (= first) author of the acceptance or rejection together with the time schedule of the presentation. The complexity of the programme will not allow schedule changes.

If the first author is unable to present, he or she must immediately inform the EVER office in writing which of the co-authors will be responsible for presentation. Only as a last resort the first author should send a written withdrawal to the EVER office before September 1, 2017. 

"No shows" will result in exclusion of the first author from submitting an abstract the following year. 

By submitting an abstract as a Free Paper/ Poster/ Rapid Fire, the first author implicitly agrees to attend and agrees to abide by the rules of EVER concerning changes in presenter or withdrawals. Allocation of the day/ time of presentation is non-negotiable.

Presentation preference

Authors should select the presentation preference: 

  • oral
  • poster
  • poster + rapid fire

The Programme Secretary will try to satisfy the preference. By allowing flexibility in the way the work will be presented, the author will keep it from being rejected simply because of a shortage of time or space.  

Abstracts must be submitted and presented at the conference in English.

Oral presentations in free paper sessions are scheduled in 12-minute blocks (8 minutes presentation and 4 minutes discussion).  All halls are equipped with a projector and a computer. Further instructions for presenters will be available once the programme has been finalised.  

Poster presentation: Poster boards are 180 cm (width) by 90 cm (high), landscape. Each poster is exhibited for one day only. The acceptance letter will specify the times when the poster is to be set up and removed, and the 60-minute period when an author must be in attendance by the poster. Some posters, selected by the programme committee will be invited to give a brief oral presentation ("rapid fire"), if they have indicated willingness to do so while submitting the abstract. 

EVER prizes

The best presentation in each free paper session will be awarded a “best presentation certificate” at the end of each free paper session.

A poster prize 
(free registration for next year’s EVER congress) will be awarded for the best poster. The winners will be chosen by the poster moderators and will be announced in the Award Ceremony on Saturday September 30. 

Travel support

Travel support with an amount of 500 EUR will be awarded to the best abstract of each of the 11 sections.
Applications for travel support must be submitted during the submission procedure online. No one can be awarded more than one prize.  Travel support will be awarded to early career researchers under 35 years old.  

Commercial interest

If any speaker has a commercial interest in either a product or any equipment being promoted as the subject matter of their presentation then it should be declared during the abstract submission.

Copyright transfer

If accepted, your abstract will be published in the EVER official journal Acta Ophthalmologica. It is then a legal requirement that the authors transfer the copyright to the legal owner of Acta Ophthalmologica, The Acta Ophthalmologica Foundation. If copyright is not granted, the abstract will not be accepted for the meeting.