Overview of Submission Process

Description:

This guideline provides instructions for the abstract submission process of SIDC 2025 Research & E-Poster Awards. The process involves three (3) stages.

This document outlines the steps for each stage and the associated requirements. The below steps are applicable to E-Poster Presentation, Clinical Case Presentation, Young Dentist Research Award, and Graduate Dentist Research Award only.

Stage 1: Abstract Submission

1. Register for the Conference: Ensure that you have selected the SDS member category during the registration process. To be eligible to submit in all categories, you must register to the Conference with an active SDS membership.
2. Create an Account on the Portal: After registration, create an account on the abstract portal. This account will be used to submit your abstract and track the submission process.
3. Submit Your Abstract:
   • Select Submissions from the top menu. Click “Create new submission.”
   • Adhere to the Abstract Submission Guidelines outlined on the conference website for each category.
   • It is mandatory that a digital poster in JPG/PNG and PDF format should be submitted.
4. The Review Committee will assess all submitted abstracts based on the provided guidelines:

• • Abstract is Promoted/Rejected
    • The Committee will review all abstracts and select those that demonstrate high quality and relevance for Promotion to Stage 2.
    • If your abstract is selected, you will proceed to Stage 2: Selection of Finalists.
    • If your abstract does not meet the criteria, you will receive a notification email.

• • Revision required to the abstract submission
    • If your submission requires some revision or updates upon review, you will receive an email mentioning the Reviewer’s notes.
    • Important: The deadline to make necessary updates and/or changes in your abstract is 3 days after receiving the email notification. Non-compliance may result in your abstract being rejected.
    • To update your submission, you may log-in using your account at the abstract portal.

How to update your submission from the abstract portal:

1. Go to Submissions. Select the abstract you wish you update.
2. Click Edit Abstract.
3. Edit the required field. Save Changes. (The stage status will show as Pending once done.)

Stage 2: Selection of Finalists

The Review Committee will evaluate the selected abstracts and choose the number of finalists required for each category.

• Finalist Selection:

  • Finalists will move on to Stage 3: Presentation Submission.
  • The Finalists will have the chance to present their abstracts to the panel of judges, from which the Winners will be awarded.  
  • If you have been selected as a Finalist, you will receive a congratulatory email. You will need to confirm your availability to attend the final evaluation to present your research by replying to the same email on the given deadline stated.
  • The digital posters of all accepted abstracts in all categories will be displayed on the Posters Area inside the exhibition halls of Riyadh International Convention & Exhibition Center, and rotated throughout the event dates.

• Accepted (Poster Display):

  • If your abstract is NOT selected as a finalist, you will receive an Acceptance Email for Poster Display instead.
  • The digital posters of all accepted abstracts in all categories will be displayed on the Posters Area inside the exhibition halls of Riyadh International Convention & Exhibition Center, and rotated throughout the event dates.
  • For any accepted abstract, the poster format previously submitted in JPG/PNG/PDF format will be used for poster display. Any updated poster should be submitted within 2 weeks from the date of this acceptance email. (Send your updated poster by replying to this email and by resubmitting it on the abstract portal)
  • Refer to the Poster Display Schedule which will be posted on the website by early January 2025. 

Stage 3: Presentation Submission

Presentation Schedule and Requirements:

• Finalists will receive a notification detailing their presentation schedule for the final evaluation.
• For abstracts selected as Finalists, PowerPoint presentation (PPT) should be submitted within 2 weeks from the date of the acceptance email. Delay in submission of the presentation may result in cancellation.
• Follow the provided guidelines for creating your presentation material (PowerPoint slides), or any other necessary content.

If you have any questions or concerns, contact us at research-awards@sidc.org.sa