How to submit an abstract

Thank you for your interest in the Europlanet Science Congress 2021. Please follow the guidelines on this page for submission of your abstract. The abstract submission deadline is 26 May 2020, 13:00 CEST. All abstracts published in the EPSC2021 programme will receive a DOI.

Important information for the abstract submission process

• Please note that an abstract processing fee (APF) of €50 gross per abstract is levied. This is non-refundable and does not include the participation fee. We have introduced an abstract processing fee to cover the handling of abstracts submitted to the meeting. Find out why.
• We have introduced a new abstract submission tool to make it simpler for authors to upload abstracts, conveners to review submissions, and participants to view abstracts on multiple devices. More details.
• Oral presentations are requested as pre-recorded video submissions of a maximum 10-minute length (see Tools and Tutorials for details of simple ways to create these).
• Poster presentations are requested as static or interactive PDF files, formatted to be viewable on screen (see Tools and tutorials).
• The asynchronous format of oral presentations (pre-recorded video) in the virtual meeting means that there is no time limitation on oral session length. All accepted contributions will be allocated as an oral or poster according to the requests of the authors during abstract submission.
• To allow time for checking and upload of the scientific contributions for the virtual meeting, all oral and poster presentations must be submitted two weeks in advance of the start of the meeting (deadline: 2 September 2021).
• When you upload your presentation, you will be able to select whether you would like it to be 'private' (accessible only to registered participants of EPSC2021) or 'public' (open access to all).

Bursaries to Support Abstract Processing Fees for Early Career and Under-Represented Researchers

We will be offering bursaries for early career professionals (within 7 years of last degree), students, doctoral candidates, amateur astronomers, outreach providers, educators and researchers from under-represented states.

Successful bursary applicants will be able to reclaim the EPSC2021 abstract processing fee of €50, as well as their participation fee. A call for applications will be announced following the issue of letters of acceptance for abstracts for EPSC2021.

Abstract submission recipe

• Use a text editor of your choice to compile your abstract: title, author(s), affiliation(s) of author(s), and abstract text. Your abstract body can have a maximum of 1,000 words (and does not need to follow the formatting of EPSC abstracts in previous years) and can include up to 6 figures.
• Browse through the session programme and select the session of your interest.
• Use the abstract submission link at the respective session. Please keep in mind that submission of the same abstract to more than one session is not allowed. Duplicates will be rejected.
• You will be asked to log in to the Copernicus Office Meeting Organizer. Use your account data or create a new account.
• Fill in the submittal information about title, author(s), and affiliation(s) of author(s). Please remember that only full author names (also for first names) are accepted, i.e., initials for names cannot entered.
• ORCID numbers will be linked to authors that have their ORCID included in the personal data section of their Copernicus account.
• Add a short, plain language summary of your abstract of up to 250 words to help the EPSC2021 media and education teams in their review of abstracts of interest.
• For your abstract body, the submission form provides you with an HTML editor.
• Select your preference for poster presentation or for oral presentation.
• Accept the licence & copyright agreement as well as the code of conduct and proceed to the abstract preview.
• If the conversion of your abstract fails, please specify your problems and we will then take care of them.
• Submit your abstract. A confirmation message including your abstract number will be displayed and you will receive a confirmation email providing your abstract number. Should you not receive the abstract submission confirmation email within 24 hours, please check your spam folder first and then contact us at: epsc2021@copernicus.org.
• Your submission entries are stored in case of a failed payment or interrupted submission process as long as your browser cache is not cleared. In this case, you will still be able to continue the submission process by accessing the abstract submission again. However, please remember that your abstract is not submitted until the credit card payment has been processed successfully.
• Please note that your abstract will only appear under "Abstract information" or "Abstract update" once the respective abstract processing charges are paid by credit card.
• Once your abstract is submitted and paid, you can still update your abstract until the end of the abstract submission deadline.

In case any questions arise, please do not hesitate to contact us at: epsc2021@copernicus.org.

Abstract guidelines and rules

Abstract text

• The abstract body can have up to 1,000 words and should be clear, concise, and written in English with correct spelling and good sentence structure. Sub-headings can be used to divide the text into sections.
• Mathematical symbols and equations can be typed in or embedded as images.
• You should not include more than 6 figures. The figure caption must be embedded in the image. Each figure must not exceed a max. resolution of 1500 x 1500 px and a max. file size of 2 MB. Only .jpg and .png files are accepted for the images. Please note that file extensions must be lower-case letters (e.g., .jpg instead of .JPG).
• Abstracts should be carefully compiled and thoroughly checked, in particular with regard to the list of authors, before submission in order to avoid last-minute changes.

Responsibilities

• The submission of an abstract carries with it the obligation that it is actually presented at the meeting by the author or, at least, by one of the co-authors. If this is not possible, please withdraw your abstract as early as possible.
• By submitting an abstract, authors accept the licence & copyright agreement and the code of conduct.
• Submission of the same abstract to more than one session is not allowed. Duplicates identified by the programme committee will be rejected.
• The content of EPSC abstracts is the responsibility of their authors. EPSC reserves the right to reject abstracts that are not written in English, are out of the scope of the Europlanet Science Congress, do not meet basic standards of scientific quality, or do not adhere to conventional standards of civil discourse and common decency.
• The official language of the Europlanet Science Congress is English. Simultaneous interpretation is not provided. It is therefore expected that authors are able to present their research more or less fluently in the English language.

Abstract processing fees (APFs)

• An APF of €50 gross must be paid for each abstract submission. This is a flat fee with no discounts available.
• APFs can only be paid by credit card. You will be asked to provide your invoice details since a proper invoice and payment receipt will be sent by email. Please note that most probably, this invoice is meant to be an institutional invoice addressed to your institute rather than to you personally. The submission form therefore has institutional invoice as default but this could be changed to personal invoice, if applicable. If your institution is based in an EU country, you are requested to provide a VAT identification number. This VAT ID can normally be found in the imprint of your institution's website. Please carefully check your provided invoice address to avoid later changes.
• Abstracts are only processed and available for session organization by conveners after the payment is completed. Please note that this is a processing fee and not a publishing fee.
• APFs are not refundable in case of an abstract withdrawal, rejection, or double submission. The fees collected cover the cost to process the abstracts, whether or not one attends the meeting.
• The APF does not include the participation fee for the Europlanet Science Congress 2021. A separate fee will apply. Early career professionals, students, outreach providers, educators, amateur astronomers and members of the community from under-represented countries may apply for bursaries to cover their participation and abstract processing fees. The bursary application form will be available from 1 July 2021.
• Solicited speakers do not receive discounted APFs or registration fees.

Late abstract submissions

Abstracts sent to conveners after 26 May 2021 for submission on your behalf need to reach conveners well in advance (31 May 2021 as a guideline) of their strict upload deadline of 2 June 2021, 13:00 CEST. It is important to send the following information to the conveners:

• Your abstract title;
• All authors, including full first names (no initials) and last names;
• All email addresses of authors (i.e. email address of each individual author);
• Your abstract text;
• Your presentation type preference;
• The billing address for the invoice of the abstract processing fees.