How to submit an abstract (step-by-step)

Before starting the process of submitting your abstract, please READ carefully the instructions here.

I. Prepare your abstract

Prepare your complete list of authors and their affiliations, your abstract title [max. 180 characters] and text [max. 300 words], as well as your preferred topics and keywords.

II. Submit on the website

The abstract submission process has 5 sections.

1. Authors and affiliations
2. Abstract title and text
3. Topics and keywords
4. Presentation format
5. Preview and Submit

II.1 Enter authors and affiliations

1. The primary author first name and last name will be automatically filled from your user profile. 
   *Note: if you wish to modify your first and/or last name, go to your profile before continuing this process.
   

2. You will then need to choose one or more affiliations for the primary author. 
   Affiliations should follow the following format: University/Research Center/Institution name, Department (if any), City, Country. Please do not write the full address of your institution.
   *Note: If the affiliation already exists in the database, it will appear when you start typing, otherwise write your affiliation and then click ENTER [ATTENTION: this is a new feature in 2025 so your affiliation might not exist yet].

   

   If you have another affiliation, type it and click ENTER to add it

   

3. You can now enter your co-authors by clicking on "Add Additional authors". 
   

4.  Enter the first name, last names and affiliations of each co-author, one by one, in the same order as you wish them to appear on your abstract. Repeat this step as many times as needed.

   

5. Repeat step 4 as many times as needed then move to the next section by clicking on "Abstract content"
   

II.2 Abstract title and text

1. Enter you abstract title. 
   *Note: your title should have a maximum number of 180 characters, otherwise it will be cut.
   

2. Enter your abstract text as one paragraph. 
   *Note: your abstract should have a maximum number of 300 words, otherwise the system will block the preview and submission until you reduce to 300 words.

   
    Reduce the number of words

   

3. Move to the next section by clicking on "Keywords & taxonomy"
   

II.3 Topics and keywords

1. Choose the topic that best fits your abstract from the list. If none of them applies, please choose "Other"
   
2. If needed, choose a Secondary topic.
   

3. Then choose up to 5 keywords and taxonomy (species) and click on Preferences to move to the next section
   

   II.4 Presentation format

   1. Choose your preferred presentation format. 
   *Note: the Scientific Committee will make the final decision based on reviews and the overall scientific programme.

   2. Language assistance for non-native English speakers. 
   If English is not your first language and you would like assistance during the Q&A session to feel more confident presenting your work orally, please indicate this at abstract submission. If your work is chosen for an oral presentation, we will contact you to provide assistance. We will then pair you with a fellow speaker of your native language who is also fluent in English to support you during the Q&A (e.g. ensuring you understand the questions or help formulating your answer).

   

   3. Click on Finish and Submit to go to the final section
   

   II.5 Final statements

   Check all final statements. 
   *Additional notes: you can use this box to provide any additional information that is relevant to the review process. If you believe that providing more detail may help reviewers in deciding whether to flag your abstract to the Science Advisory Committee for ethical concerns [more info here], please use this box.
   

   III Preview and submit 

   Once you have filled all the required information, please note that you will need to preview your abstract and then submit it before the submission deadline for the submission to be EFFECTIVE:

   1. Click on "Preview" at the bottom of the page [only if all mandatory information is filled AND your abstract text ≤ 300 words]
   

   2. Verify that title, authors, affiliations, abstract text, topics and keywords are correct.

   3. Click on "Back to content editing" at the bottom of the preview page.
   

4. If anything needs to be edited, please do so and then go back to Preview to check again that title, authors, affiliations, abstract text, topics and keywords are now correct.
5. Once happy with your abstract, click on "Submit" to submit it.
   
6. Once submitted, it will show a message "Thank you for submitting your abstract" and you will receive an automatic email confirming your submission. If you do not receive the email, please first check your spam folder and otherwise contact the ECS webeditor before the submission deadline.
   
7. Please note that you will be able to edit your abstract as many times as you need until the submission deadline but that no new confirmation email will be sent. Make sure that all information is correct as no modifications will be accepted after the deadline