Abstract submission deadline

Deadline for abstract submission is 1 November 2024, 23:59 Central European Time (CET). Submit in time to avoid
that your abstract cannot be submitted due to technical issues. Make sure you only use Google Chrome (latest
version).

Until this deadline you will be able to:

▪ make changes in your abstract or author list, even when already submitted
▪ withdraw your abstract

After the submission deadline (1 November):

▪ there is no possibility to edit abstracts anymore

▪ to withdraw your submitted abstracts you should send an email before 13 January 2025 to
[email protected]

After 13 January your abstract (if accepted by the SCO and not withdrawn by you) will be published on the EAU25
Resource Centre and in the EU Journal’s Supplement 1 month prior to the congress. It is not possible to withdraw the
abstract after this date.

Rules & regulations related to publication of abstracts

• Abstract(s) should not have been published or presented before the EAU25 Annual Congress (encore abstracts
are not accepted).
• All sources of financial support (including government grants or companies which handled the data) must be
listed in the assigned answering box as part of the submission procedure (and not in the abstract text). All grant
funding agencies and/or company abbreviations should be spelled out. This information will be published with
the full body abstract, wherever it is reproduced on the EAU’s publications, channels or online.
• Accepted abstracts, videos and author lists will be published as submitted, except for a simple general English
spelling check.
• One of the authors or someone assigned by the authors should defend the abstract physically in Madrid during
the session and therefore needs an on-site registration. If no one can defend the abstracts physically during the
congress, the abstract will be removed from the session programme and no certificate of presentation will be
available.

Copyright
• Copyright of the accepted abstract is transferred to the European Association of Urology and any conflict with any
other scientific association will be the sole responsibility of the author(s).
• All published abstracts, including figures and tables, are the property of EAU and are protected by copyright.
• By submitting an abstract you agree (also on behalf of co-authors) to the terms of use and conditions as stated
above. Please note that transfer of copyright to the EAU applies to all materials derived from the abstract
submitted (such as posters, videos, slide/audio presentations, live-streams, webcasts and all other materials).
• Requests for re-use of material can be done by sending an email to [email protected] (please
include the abstract code).
• Copyright can be shared with companies for a maximum duration of 1 year, these requests have to be made
written to [email protected] and come with a cost.

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 Publications
• Accepted abstracts will be published in the Supplement of the European Urology Journal 1 month prior to the
congress.
• By submitting an abstract you agree (also on behalf of (co-)authors) that the accepted abstract as well as related
materials such as videos, slide/audio presentations, live-streams, webcasts, poster PDFs and any other materials
are published in European Urology and other EAU publications and media channels.

Rules related to abstract submission

Content-related instructions

Clinical studies
In clinical studies, the authors must state that an Ethical Committee approval has been obtained.

Please note that the statement should clearly indicate whether the approval was obtained or not, accompanied by a
brief explanation of the reason in case of a disapproval. This information is necessary for the proper processing of
the review.

Case reports
Only high quality case reports based on a systematic review, which is based on raw data with a clearly defined
protocol, are allowed. Other case reports are not eligible for submission.

Human experimentation
Any human experimentation conducted with respect to the submitted abstract(s), should have been conducted
according to the protocol approved by the institutional or local committee on ethics in human investigation; or, if no
such committee exists, the works should have been conducted in accordance with the principles of the Declaration
of Helsinki of World Medical Association. Council may enquire further into ethical aspects when evaluating the
abstract(s).

Systematic reviews
Systematic reviews (with or without meta-analysis) can be submitted only when they meet the following standards:
• The clinical question was clearly defined using a standard PICO format
• A comprehensive systematic literature search was carried out
• An assessment of the risk of bias was made
• Key findings are clearly described including clinical practice relevance

Trial in progress
Trials in Progress abstracts offer researchers a platform to present ongoing trials, promote collaboration, and discuss
correlatives and innovative trial designs. It is expected that abstracts submitted as Trial in progress are ongoing trials
that have not reached any protocol-specified endpoints for analysis.

Trial in Progress abstracts should contain the following two sections and should not have data analysis available
before the submission deadline.

Introduction and objectives:

Provide the scientific background and rationale of the trial, highlighting correlative studies of interest.

Materials and methods:

Detail the trial design and statistical methods, emphasizing any innovative aspects.
Outline the planned interventions and specify major eligibility criteria.
Report current enrolment without disclosing protocol-specified results.
State clinical trial registry number.

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Topic
A topic has to be selected for your submission, the system will offer you a drop-down menu. For the review of the
abstract, it is of vital importance that the correct (sub)topic, clinical step(s) and management tool(s) are selected.

All topic combinations available can be found on the website, click here.

Practical instructions

All abstracts must be submitted in English.

Abstract title
• The title should clearly define the topic.
• There is no maximum length for the title, but the characters in the title are included in your total character count.
• The first letter of the title will automatically begin with a capital letter.
• Standard abbreviations may be used as follows: on first use spell out the full term and follow with the
abbreviation in parentheses.
• Do NOT mention your institution in the title.
• Do NOT type the abstract title in capital letters.
• Do NOT end the title with a period.

Authors and affiliations

• A maximum of 24 authors per abstract is allowed.
• Each quoted author should have contributed substantially to the represented work in terms of conceptual design
or analysis, writing of the article and final approval of the article in order to take public responsibility for the
content.
• An abstract presenter is limited to 5 abstract presentations.
• Please make sure to write the name of the Organisation/Institution, Department, City and Country in English (one
institution per author).
• If co-authors are from the same institution, the programme will automatically copy all information into the next
boxes, so you do not have to type all information again. If co-authors are not from the same institution you can
edit any box as your wish.
• There is only the possibility to enter one first author, one presenting author and one last author.
• Do type family name and full first name of all authors. Do NOT type titles, degrees and institutional affiliations.
Carefully check the correct spelling of all names as this will be the way that names will be published.

Abstract body
• The following headers have already been formatted for you and should not be repeated in the text fields:
▪ Introduction & objectives (state the objective of the study)
▪ Materials & methods (describe the material and methods)
▪ Results (summarise the results presenting sufficient details to support the conclusions reached, it is NOT
acceptable to state: “The results will be discussed”).
▪ Conclusion
• Use digits for numbers (example: 1 instead of one) and only very well-known abbreviations e.g., ml, kg, MRI.
Standard abbreviations may be used as follows: on first use spell out the full term and follow with the
abbreviation in parentheses.
• To insert tables use the ‘Insert table’-icon.
• To insert symbols or specific characters use the ‘Special character’. Do NOT copy/paste as this will cause format
problems.
To insert figures see explanation below.
• Any acknowledgements can be placed underneath the conclusion.

Abstract size
The size of the abstract is limited to 3,000 characters (this includes title, body of abstract, spaces, tables and
pictures/graphics). The submission programme will automatically calculate the size of your abstract and will not
allow submissions that do not fit in the size requirements. A picture/graphic counts for 500 characters.

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Figures
• Upload of pictures/graphics is only possible as jpg file (counts for 500 characters).
• Upload of only 1 picture/graphic is allowed and a collage of multiple pictures is NOT allowed, because of
readability. If not it will be removed from the submission.
• How to upload a jpg file:
▪ Click on the insert/edit image icon
▪ To upload new image, click on upload -browse for an image
▪ Select your image
▪ Click on upload
▪ Your selected image will be shown in the list of Uploaded Images
▪ First select the image and click on ‘Insert’
▪ To resize your image, please click on ‘Appearance’ and adjust the dimensions

Proof reading
After you have inserted all data for your abstract submission a preview will show on your screen. Please verify that
your abstract submission is correct and read this preview carefully (including author information). Keep a print for
your own records.
It is the responsibility of the submitting author to ensure the abstract is in perfect order with no errors in spelling or
grammar, as revisions will not be accepted. Abstracts will not be corrected.

Presenting in abstract sessions

Presenting authors in Abstract sessions are expected to attend the session in person to discuss their research.
Presenting authors will be asked to prepare and upload more abstract material in advance of the congress. Detailed
instructions will follow upon selection.

Presenting in other than abstract sessions

Abstracts may be chosen for presentation in sessions other than abstract or video sessions. In such an eventuality,
you will receive personal communication containing detailed instructions.

Format of presentations at EAU25

There are three types of presentations: oral, poster, and video. The submission criteria for poster and oral
presentations is the same. The Scientific Congress Office will determine the presentation format in December.
Detailed instructions regarding the presentations will be provided after the selection process.

AI technology
Where authors use generative AI and AI-assisted technologies in the writing process, these technologies should only
be used to improve readability and language of the work. Applying the technology should be done with human
oversight and control and authors should carefully review and edit the result, because AI can generate authoritative-
sounding output that can be incorrect, incomplete or biased. The authors are ultimately responsible and accountable
for the contents of the work. Authors should disclose in their abstract the use of AI and AI-assisted technologies.

Authors should not list AI and AI-assisted technologies as an author or co-author, nor cite AI as an author. Authorship
implies responsibilities and tasks that can only be attributed to and performed by humans. Authors are also
responsible for ensuring that the work is original.

Abstract review process

Abstract presentations
All abstracts are subject to peer review and are expected to meet the standards of academic/scientific excellence.
Submissions will be reviewed by an expert panel whose identities will remain anonymous to the authors. Reviewers
will give scores from 1 to 5 points, taking into consideration the following criteria: Originality, priority, quality of
research methodology and data. Review and session composition will take place in November/December 2024. The
outcome of the abstract selection is available online through the abstract submission website on 24 December 2024.
You will receive a notification by email. The Scientific Congress Office reserves the right to obtain your raw data for
statistical evaluation.

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Video abstract submission
Please find the video submission guidelines available here.

Late breaking abstracts

Late-breaking abstract submission will open on 23 December 2024, following the outcome of the regular submission
period. Detailed criteria and additional information will be made available at the time of submission opening.

Note, the late-breaking abstract deadline is not an extension of the regular submission deadline.

For any questions, please contact the Abstract handling department at [email protected]