# How to submit an abstract for a conference run on Medvento

> Submit your abstract with your personal link: pick a topic, enter title, authors and text, attach a file, and see what happens next. No account needed.

Source: https://medvento.com/docs/abstracts/submit-an-abstract · Last updated: 2026-10-21 · Video: https://youtu.be/ElyKj5oMq4E

To submit an abstract for an event that uses Medvento, open the **personal submission link** the organizers sent you, choose a topic if the event has topics, enter your title, authors and abstract text, optionally attach one file of up to 10 MB, and select **Submit abstract**. You do not need an account or a password: your link identifies you. You can submit only once per topic, and you cannot edit it afterwards, so check everything first. This guide is for authors. Organizers should read [how to collect and review abstracts](https://medvento.com/docs/abstracts/set-up-and-review-abstracts).

## Before you start
* **Find your link.** The organizers email or message you a link that contains your name on their records. It looks like `medvento.com/<organization>/events/<event>/submit-abstract?token=...`. If you cannot find it, ask the organizers to send it again. A general event page does not have a submission form.
* **You must be registered.** Delegates need a confirmed registration. Faculty need to have accepted the faculty invitation.
* **Check the dates.** Submission is open only between the organizers' opening and closing dates. If you miss the deadline, ask the organizers for a late exception.
* **Have your material ready:** the title, every author with their affiliation, the abstract text, and any file.
* **Keep your link private.** Anyone with your link can submit as you.

## Step 1: Open your link
Your link opens a page headed **Submit an abstract** with the event name and the organization's logo. If the page says it cannot find your submission link, you are using the wrong link. Use the one from your registration or invitation email.

The page can also tell you:

| Message                                             | What it means                                                      |
| --------------------------------------------------- | ------------------------------------------------------------------ |
| The submission window has not opened yet            | Come back on the opening date                                      |
| The submission window has closed                    | The deadline has passed. Ask the organizers about a late exception |
| Abstract submission isn't set up for this event yet | The organizers have not set the dates yet. Contact them            |

## Step 2: Choose a topic (if there are topics)
Some events list topics or tracks. Each topic is a panel you can open. Choose the topic that fits your work. You can submit **one abstract per topic**. If you have already submitted under a topic, the panel shows its status instead of a form: awaiting review, accepted, or not accepted.

If the event has no topics, you see the form straight away, and you can submit one abstract for the whole event.

## Step 3: Fill in the form
The form begins with "Submitting as" and your name, so you can check it is you.

| Field         | Required? | Limit                                                      |
| ------------- | --------- | ---------------------------------------------------------- |
| Title         | Yes       | 2,000 characters                                           |
| Author(s)     | No        | 2,000 characters. List every author and their affiliation  |
| Abstract text | No        | 20,000 characters, typed as plain text, with no word limit |
| Document      | No        | One file, up to 10 MB                                      |

**Write in plain text.** The abstract text box does not keep formatting such as bold, tables or images. Put figures and tables in the attached document.

### Accepted file types
You can attach one document. Accepted types are PDF, Word, Excel, PowerPoint, Keynote, CSV, images (PNG, JPEG, GIF, WebP), video (MP4, QuickTime, WebM) and audio (MP3, WAV, M4A). If you see "This file type isn't supported" or "File must be 10MB or smaller", change the file and try again.

**Do not include patient details.** Remove names, hospital numbers and any other identifying information from your text and files.

## Step 4: Submit
Select **Submit abstract**. A missing title shows "Enter a title."

**Check before you select it.** You cannot edit or withdraw an abstract after submitting it. If you need a change, write to the organizers.

## What happens next
1. You see "Your abstract has been submitted", with your name. The form is locked.
2. You receive a **confirmation email** titled "We've received your abstract for" followed by the event name. It names the topic if there was one. The email is sent from Medvento on behalf of the organizers. If it does not arrive, check spam, but your submission is saved either way, because the email is a courtesy.
3. The organizers assign a **reviewer**, who accepts or rejects your abstract. There is one reviewer, no scoring, and the decision is final.
4. **You are not emailed the decision.** To see the result, open your personal link again. It will say "Your abstract has been accepted" or "Your abstract was not accepted". The organizers may also contact you.

There is no reference number. If you need to refer to your abstract, quote your title and name.

## If something goes wrong
* **"Unable to submit right now. Check your link and the submission window, then try again."** The page does not say which check failed. Make sure you are using your own link and that the window is open. If it still fails, contact the organizers.
* **Too many attempts.** There is a limit on how many times a device can submit or upload in an hour. Wait and try again after the time shown.
* **The link says it has already been used.** You have already submitted for that topic. Open the link to see its status.
* **You emailed your abstract to the organizers instead.** They can record it for you on their side.

## Your privacy
Your abstract, authors and file are stored by the organizing society. The society decides how they are used, and only the people it chooses can see them. If you ask for your data to be deleted, abstracts that were not accepted are deleted. Accepted abstracts are kept as part of the programme, so only include author details you are happy to have published. Read [privacy and consent for organizers](https://medvento.com/docs/guides/privacy-and-consent-for-organizers) for how organizations handle data, and use the data request form on the organization's pages if you want to ask for your data.

## Frequently asked questions
### Do I need an account to submit an abstract?
No. Use your personal link. You do not log in.

### Can I edit my abstract after I submit it?
No. Contact the organizers.

### Can I submit more than one abstract?
You can submit one abstract per topic. If the event has no topics, you can submit one.

### How do I know if my abstract was accepted?
Open your personal link again. It shows the status. You will not receive an email from Medvento about the decision.

### What if I missed the deadline?
Ask the organizers for a late exception. They can reopen your link, or record your abstract for you.

### I lost my link. What should I do?
Ask the organizers to send it again.

## Next step
If your abstract is accepted, the organizers may link it to a session in the programme. Read your event's programme page for details.