Late-breaking abstracts for an international chemistry symposium

A late-breaking abstract can give researchers an opportunity to present significant findings that were unavailable when the regular submission period closed. For a specialist meeting such as the 16th International Symposium on Applied Bioinorganic Chemistry (ISABC), the process depends on the organisers’ approval, available programme space and the scientific relevance of the new work.

ISABC was held in Ioannina, Greece, in June 2023 and was organised by the University of Ioannina. Researchers preparing a similar request should treat the official symposium information, rather than general conference practice, as the controlling source for deadlines, formats and eligibility. The secretariat, Zita Congress & Event Management, handled registration, accommodation and abstract-related enquiries.

Check whether late submissions are permitted

A conference may accept late-breaking material only for genuinely new results, urgent developments or findings that could not reasonably have been submitted by the standard deadline. A delayed application caused by missed planning or an incomplete draft may not meet that standard. Review the symposium’s participation information and abstract instructions before sending anything.

Look for wording such as “late-breaking,” “additional abstracts,” “exceptional submissions” or “programme amendments”. The page may specify a final date, a separate email address, a different submission form or restrictions on presentation type. Where the original call for abstracts is no longer visible, use the official symposium contact rather than relying on an archived third-party listing. General conference submission guidance can provide background, but it cannot replace the event’s own rules.

Prepare a concise scientific case

A late request should explain what is new and why the result matters to applied bioinorganic chemistry. State the research question, methods, central result and significance in a compact abstract that can be assessed quickly. Clear evidence is especially important for work involving metalloproteins, metal-based therapeutics, imaging agents, biomaterials or environmental applications.

Avoid presenting a late-breaking abstract as a replacement for a full paper. Do not include unsupported claims, extensive background or results that are still purely speculative. A strong submission usually identifies the scientific advance in the opening sentences and uses precise terminology that fits the symposium’s themes.

Follow the required format exactly

Abstract requirements can include a word limit, title length, author order, institutional affiliations and designated keywords. Some meetings ask for plain text, while others require a template or a specific file type. Check whether figures, references, special characters and chemical notation are allowed before uploading or emailing the material.

Use the submitting author’s professional email and preserve the correct spelling of all names. Australian researchers should double-check institutional details for universities in Sydney, Melbourne, Brisbane, Perth or Adelaide, particularly when collaborators have moved laboratories. A mismatch between the abstract, registration record and presenter information can create avoidable problems for the programme team.

Make the timing clear from Australia

Ioannina operates several hours behind Australia. In June, Sydney and Melbourne use Australian Eastern Standard Time, while Brisbane remains on the same standard-time offset without daylight saving; Perth is further behind. A submission sent late in the afternoon from Brisbane or Sydney may arrive on a different calendar day in Greece, so convert the stated deadline before preparing the final email.

Keep a copy of the message, uploaded file and automated receipt showing the time and date. University email systems may apply security checks, attachment limits or overnight delays. If the symposium specifies Greek local time, use that precise deadline rather than assuming an Australian date. This practical step is particularly useful when a deadline falls near an Australian public holiday or a university shutdown period.

Account for registration and presentation rules

Acceptance of a late-breaking abstract does not always guarantee a place in the scientific programme. The organisers may offer a poster slot instead of an oral presentation, place the work in a special session or require the presenter to register by a short follow-up deadline. Clarify whether the abstract will be published, displayed only at the meeting or considered for a poster prize.

Ask the official secretariat about fees, accommodation and presenter eligibility in the same concise message. Australian institutions often require purchase orders, tax invoices or internal approval before paying an international registration fee, and the Australian GST treatment of an overseas conference service may need to be checked with the university finance office. Early clarification can prevent an accepted abstract from becoming difficult to fund.

Send a professional request

The email subject should identify the meeting, the phrase “late-breaking abstract” and the presenting author’s surname. In the body, provide the proposed title, author list, affiliation, preferred presentation format and a brief explanation of why the results became available after the standard deadline. Attach the abstract in the requested format and include a mobile number if the secretariat needs to resolve an urgent issue.

Keep the tone direct and respectful. Do not send multiple versions to different addresses, and do not assume that silence means acceptance. If there is no response within the period stated by the symposium, send one carefully worded follow-up with the original message attached. Researchers working in drug discovery may also review the symposium’s bioinorganic chemistry workshop for context when positioning their results within the meeting’s scientific scope.

A late submission should be ready for immediate review: a polished abstract, accurate author details, a clear reason for the delay and evidence that the presenter can attend. Contact Zita Congress & Event Management through the official symposium channels, follow the applicable instructions, and retain every confirmation connected with the request.