23rd Annual Conference of BHIVA - Abstract Information

Date: 4 - 7 April 2017

Venue: Arena and Convention Centre, Liverpool

Download Abstract instructions

ABSTRACT DEADLINE: 13 January 2017 (1700 GMT)

Abstract submissions have now closed

BHIVA invites research papers of high quality in areas of HIV, GUM and sexual health research. Abstract submissions are peer reviewed for quality of research, scientific content and logical presentation. Accepted abstracts are scheduled as oral or poster abstract presentations.

It is essential that your abstract conforms to the preparation guidelines.

General guidelines

  • All abstracts must be submitted in English.

  • All abstracts must be submitted via www.bhiva.org as a Microsoft Word® document (97–2003 version [.doc]) using the BHIVA abstract template.

  • Abstract content will be reproduced exactly as submitted, therefore proofreading beforehand is essential. Adding additional authors to your abstract after the submissions deadline will not be permissable

  • Please conduct a spell check of your document before submission as this will help avoid typographical errors.


  • Corresponding author: The person who submits the abstract and to whom all correspondence will be sent. It is the responsibility of the corresponding author to forward this correspondence to the presenting author and other co-authors. Please note there is a limit of four abstracts that can be submitted per corresponding author. Abstracts are considered official communications to the conference. Individuals submitting abstracts that are accepted agree that the presenting author will register to attend the meeting and present their abstract as scheduled. Failure to present the scheduled abstract may result in forfeiture of attendance and research submission at future meetings.

  • Presenting author: Presenting authors need to register for the conference before 13 January 2017 for presentation and publication of their abstract. If the abstract is not selected for presentation at the conference and the presenting author does not wish to attend the conference, then the conference organisers will refund the registration fee paid. You may wish to note that registration rates increase after the abstract deadline. Please note that each presenting author may present a maximum of one (consultant grade) or two (sub-consultant grade or consultants in post for less than 1 year at the time of abstract submission) oral abstracts at the conference.

Abstracts may be submitted if previously presented at a national/international meeting. Abstracts are more likely to be considered for oral presentation if they contain new information and clinical rather than non-clinical data.

Multiple abstracts reporting results from the same study and overlapping abstracts from the same group of investigators are strongly discouraged. Multiple abstracts considered to be the result of excessive splitting of data will be evaluated and scored accordingly. To accommodate additional submissions, the Abstract Review Committee may request that multiple submissions be combined and a revised abstract be provided.

It is the responsibility of the corresponding and presenting authors to assess whether ethical approval is necessary for their research and, if so, to obtain necessary clearances.

You may be eligible for an award or scholarship. Please click here for further details.

Abstract format

Anonymous submission: A 'blind' review process is used. Please do not include identifying features such as names of hospitals, medical schools, clinics or cities in the title or text of the abstract. Please do not include the names or affiliations of authors in the text of your abstract; these details must be submitted as separate pieces of information during the online abstract submission process.

Subject category: For review and scheduling purposes, abstracts will be divided into categories. It is mandatory that one of the subject categories listed be chosen. Read all of the categories before selecting the most appropriate one for your abstract.

Title: Use a concise title that indicates the nature of the study.

  • Please capitalise the first letter of the title and use lower case for the rest of the title (with the exception of proper nouns or abbreviations).

  • Please do not use a full stop at the end of the title.

  • Please ensure that species names are given in full at first mention and in italics throughout (e.g. Chlamydia trachomatis).

Affiliations: Each author should be listed by institution, city and country. Do not include department, division, laboratory etc.

Authors: Names should be typed in sentence case (please do not use all capital letters). Indicate title (Dr/Prof/Mr/Mrs/Ms) and use first initial(s) and last name. The author presenting the paper must be designated.

Abstract body: Abstracts MUST be submitted using the template provided. Each abstract must contain no more than 2,500 characters, including spaces and tables, and use the Arial font in size 10. Only one data table is permitted in the body of the abstract. The body of the abstract should follow the general outline format below.

General outline:

  • Background: the study aims/objectives, the hypothesis to be tested, or a description of the problem.

  • Methods: method(s) used or approach taken.

  • Results: specific results in summarised form (with appropriate statistical analysis).

  • Conclusion: description of the main outcome of the study. All abstracts should disclose primary findings and avoid, whenever possible, promissory statements such as 'experiments are in progress', or 'results will be discussed'.

Please define abbreviations in full at first mention, including names of clinical trials or studies. Please avoid citing references in the abstract.

Submission guidelines

You will need to register with the abstract submission system, and submit a username and password. Once registered, you will need to download the abstract template. This is a Microsoft Word file designed to ensure that your abstract is prepared in the right way for publication. Please save this template file to your PC's hard drive and use it when you prepare your abstract.

The body of your abstract must be submitted as a Microsoft Word document (97–2003 version [.doc]) using the abstract template. Open the template file and enter/paste your abstract into it. It is vital that the body of your abstract does not exceed 2,500 characters including spaces and table. You will not be able to submit an abstract that exceeds this specification. Save your abstract and make a note of its saved location. You will be required to upload your document to the website when prompted.

If you are submitting more than one abstract, you can use the same email address and password for each abstract.

Amending your submission:

You may wish to change your answers to some of the questions on the submission form, or even to change the abstract file itself. Do not submit multiple versions of the same abstract with incremental changes. Instead, log in to the abstract submission system and click 'edit' against the abstract that you wish to change. The process of amending an abstract is the same as the original submission process, except that the submission form will be automatically filled in with previously submitted answers. When you reach the final step, press 'Submit'. You will be able to review your abstract to ensure that the changes have been saved.

Withdrawing an abstract:

If you would like to withdraw an abstract, please contact the Conference Organiser at: conferences@bhiva.org.

How abstracts are reviewed and selected

Abstract submissions will be peer-reviewed by the BHIVA-appointed Abstract Review Committee and will be allocated to be presented orally, or as a poster. To minimise subjectivity in the scoring process, abstracts will be reviewed anonymously and any reviewer with a conflict of interest that could affect objectivity of scoring (e.g. co-authorship, financial interest, or scientific/personal conflict with the authors) will be excluded from scoring or discussing the abstract in question. In the final rankings, mean score and standard deviation will be calculated. Abstract acceptance is based on abstract quality, the potential significance of the observations, and the rigour with which the scientific methods were applied. Furthermore, the Review Committee considers thematic balance in determining which abstracts will be presented orally.

All successful corresponding authors will be contacted during the week commencing 13 February 2017 to confirm which format their abstract is to take. Oral presentations will be allocated a maximum of 10 minutes, which is to include time for questions. Delegates submitting successful poster abstracts will be required to produce their poster in an A0 portrait format.

Published abstracts

Accepted abstracts will be published in HIV Medicine. Abstracts will be reproduced from the Microsoft Word document submitted online. Abstracts need not be exclusive to this conference and may be presented elsewhere. It is the responsibility of the author to obtain permission, where necessary, for publication of the abstract in HIV Medicine. In addition, all abstracts will be posted on the BHIVA website.

Copyright and webcasts

By submitting an abstract, authors and co-authors transfer any copyrights and grant permission to BHIVA to audio/video record oral presentations for potential conference webcasts.

Abstract submissions have now closed