Congress and Symposium Content
Pubrica prepares congress abstracts, posters, oral presentations and satellite symposium programmes for sponsors, medical affairs teams and author groups. Each society sets its own deadlines, word counts, structured-abstract rules and embargo policy. A missed deadline can mean waiting a year, and an embargo breach can lead to withdrawal. Our congress content writers prepare each output to the society’s rules and calendar, and settle prior-publication questions before submission.
- Prepared to each society’s rules, which differ in word count, structure, table and figure allowances and encore policy
- Embargo position agreed in advance, covering what may be said, to whom and when, including on social media, where most breaches occur
- Encore submissions checked against policy, because presenting the same data twice is permitted at some societies and prohibited at others
- Posters designed to be read from two metres, rather than enlarged journal figures, with the main finding legible before the reader reaches the abstract
- Symposium programmes designed as a whole, with a connected argument across speakers rather than separate presentations
Abstracts to society rulesIncluded
Posters and oral presentationsIncluded
Embargo and encore policy checkedIncluded
Symposium programme designIncluded
Promotional content in a scientific sessionNot offered
Data → abstract → accepted → presented → manuscript
- Prepared to the society’s rules
- Deadlines actively managed
- Embargo position settled at the start
- Encore policy checked
- Designed to be read in the congress hall
Deliverables
Four Components of Every Congress Project
Congress deadlines are fixed. Most of the value lies in the planning and writing completed before the deadline, rather than in the artwork prepared afterwards.
Example from a submission checkA 300-word abstract truncated to 250 by a portal removes your conclusion, because the conclusion is at the end. It is a mechanical failure with a scientific consequence.
Example from an embargo briefSocieties do withdraw accepted abstracts for embargo breaches. The breach is usually made by an author who was not told about the embargo.
Example from a design reviewFull methods section, 11-point, three columns.The finding is the headline, one figure supports it, the method sits in a readable panel and the full detail is behind a QR code. Delegates decide whether to stop from two metres away.
Example from a programme designFaculty are chosen for the argument, briefed on the preceding talks and given slides that connect the presentations. This is what distinguishes a symposium from a timetable.
The samples shown are illustrative and anonymised. Hover over a sample to replay it.
Compliance and Standards
Congress Content Standards: GPP 2022, ICMJE and COPE
Society rules govern the submission, and publication guidelines govern the content.
GPP 2022 (good publication practice)
The 2022 update replaces GPP3. It covers company-sponsored research, including translational, biomarker and real-world studies, and extends to preprints, plain language summaries and social media. Professional medical writing support is legitimate, provided it is disclosed.
ICMJE Recommendations (authorship and disclosure)
Sets four criteria, all of which each author must meet. Contributors who do not meet all four are acknowledged. Employment by the sponsor neither qualifies nor disqualifies anyone.
COPE (Committee on Publication Ethics)
Covers authorship disputes, redundant publication, undisclosed conflicts and the handling of corrections, which are the standards a journal applies when a problem arises.
Quality management (cert. H3CR9TCU20251212INDQM10N)
Our certified quality system governs how work is run, recorded and released.
Responsible Use of AI
Our Approach to AI Use in Congress Content
Medical affairs work must distinguish scientific exchange from promotion, a boundary that regulators monitor. That judgement depends on context, jurisdiction and the individuals involved, so it is always made by our specialists rather than by an AI tool.
Why We Do Not Publish AI Accuracy Figures
Accuracy figures for AI tools are usually reported by the companies that sell them.
Pubrica therefore does not quote a self-generated accuracy figure, because it would carry the same conflict of interest. Instead, we tell you which tool was used on your project, at which stage, and what a specialist changed afterwards.
Our Process
How Our Congress Content Process Works
We plan backwards from the submission deadline, which is the only fixed point in the process.
Congress calendar and rules
We select target congresses, map deadlines and establish each society’s submission rules, embargo policy and encore position.
Abstract writing
We write the abstract to the society’s structure and word count, apply ICMJE authorship criteria and submit it with time for internal review.
Poster or oral presentation
On acceptance, we prepare the poster or oral presentation for the congress setting and brief the presenter on likely questions.
After the congress
We prepare encore submissions where policy allows and carry the data into the manuscript already scheduled in the publication plan.
Our Experts
Your Congress Content Team
A named team of subject specialists stays with your project from scoping to delivery. Your project coordinator introduces each team member by name before work begins.
Reviews the scientific content for accuracy and confirms that each conclusion is supported by the evidence. Each expert is matched to your field.
Writes the content against the brief and the applicable code of practice, with every claim traceable to its reference.
Reviews the content for scientific accuracy, fair balance and compliance with the applicable code before it reaches your internal review.
Manages the timeline, keeps you informed at each stage and coordinates the team so that questions are answered and deadlines are met.
Packages
Congress and Symposium Packages
Costs depend on the number of outputs and the number of congresses in scope.
Abstract and poster
Single submissions
Quoted per projectBased on output count
Delivery By the congress deadline
- ✓Society rules established
- ✓Abstract written to structure and count
- ✓Authorship to ICMJE criteria
- ✓Submission handled
- ✓Poster or slides on acceptance
- ✓Presenter briefed
Tell us your target congress early. Society rules differ and the deadline is fixed.
Deliverables Request a quoteCongress programme
A season of several congresses
Quoted per projectBased on congress and output count
Delivery By the congress calendar
- ✓Calendar mapped against data availability
- ✓Outputs allocated across congresses
- ✓Encore policy checked per society
- ✓Embargo positions managed centrally
- ✓Consistency across the season
- ✓Carried into the publication plan
Deciding which data goes to which congress is a planning decision, and it is often made too late to allow a real choice.
Deliverables Request a quoteSatellite symposium
A sponsored session
Quoted per projectBased on faculty and session length
Delivery Agreed at scoping
- ✓Programme designed with a connected argument
- ✓Faculty briefed on the argument
- ✓Connected slides prepared for each speaker
- ✓Chair briefing and discussion questions
- ✓Compliance boundaries observed throughout
A sponsored session is still a scientific session. Where the brief asks for promotional content we will say so rather than deliver it.
Deliverables Request a quoteSend your target congress and your data readout dates, and we will map the deadlines against them at no cost so you can see which submissions are achievable.
FAQs
Frequently Asked Questions About Congress Content
If your question is not answered here, please ask an expert. No quote is required.
Rarely. Most journals do not treat abstract presentation as prior publication, and many state this explicitly.
The risks are full-text proceedings publication and presenting a secondary analysis before the primary paper is submitted. Both can be avoided through sequencing, which the publication plan addresses.
It depends on the society. Many permit encore presentation, some prohibit it and others permit it with disclosure.
We check each society’s policy rather than assuming, because withdrawal for an undisclosed encore is public.
The presenter should be an author who meets the ICMJE criteria and can answer questions about the analysis. A presenter who cannot answer a methods question can undermine confidence in the data.
Where the most suitable presenter is a sponsor employee, this is disclosed.
Start early enough to allow time for internal review before the deadline, as review is usually the main constraint rather than writing.
Symposia need considerably more lead time, because faculty availability and slot allocation are decided months before the content.
Related Services
Related Publication and Communication Services
A congress output is one part of a publication sequence that begins with the publication plan.
1PLANNINGupstream
Publication planningDeciding which data is presented where and when. Scientific platformDefining the programme’s scientific narrative.2THE OUTPUTSproduction
Poster preparationPoster design and production. Slide abstract and deckSlides for the session and afterwards.3AFTER THE CONGRESSdownstream
Scientific writingWriting the full manuscript. Publication extendersExtending reach beyond the congress.Request a Free Congress Deadline Map
The map shows which submissions are achievable and which have already been missed for this cycle.