WELCOME

Mark your calendar for the 57th Annual Conference of the Particle Therapy Co-operative Group (PTCOG57) and 5th Annual PTCOG-NA meeting. The 2018 event will take place May 21-26, 2018 at the Duke Energy Convention Center in Cincinnati, Ohio, USA. With the beautiful backdrop of the Ohio River, and dynamic culinary, arts, culture and entertainment scenes, we promise an outstanding experience in the Queen City. We’re excited about our developing particle radiotherapy agenda that will educate and inspire you. We look forward to seeing you in Cincinnati.

Welcome Message from PTCOG 57 Conference Chairs

On behalf of the Organizing Committee, we invite you to attend the 57th Annual Particle Therapy Co-Operative Group (PTCOG) Meeting, taking place Monday, May 21 through Saturday, May 26, 2018, at the Duke Energy Convention Center in Cincinnati, Ohio USA. The conference is held in conjunction with the 5th Annual Meeting of the PTCOG North American chapter and co-hosted by Cincinnati Children’s Hospital Medical Center, the University of Cincinnati and the University of Cincinnati Medical Center.

PTCOG 57 kicks off with the Educational Session from May 21-23. The Educational Session provides a comprehensive overview of physics, technology, radiation biology and medicine as it relates to particle therapy, from its origins to modern technologies and practices. After concluding the Educational Session, the Scientific Session commences, from May 24-26. The Scientific Session includes invited and submitted oral and poster presentations, covering all major sub-topics within particle therapy, including but not limited to medical physics, engineering, biology, medicine, and translational science. The theme of the meeting is: “Translating Science and Technology into Cancer Cures.” In addition to the oral and poster presentation format, special keynote sessions and invited panel discussions are designed to highlight and reinforce the theme of translational research and development.

PTCOG 57 is appropriate for a wide range of disciplines within the field of oncology. Physicians, physicists, biologists, basic scientists, as well as nurses, radiation therapists, dosimetrists, administrators and industry professionals, are cordially invited to attend. Attendees will have the opportunity to tour the state-of-the-art Cincinnati Proton Therapy Center, a collaboration between Cincinnati Children’s Hospital and University of Cincinnati Medical Center. Attendees are also invited to attend a Gala Event at a private space in Great American Ballpark to watch the Cincinnati Reds play the Pittsburgh Pirates, located in Cincinnati’s Banks Entertainment district, steps from all the excitement the Cincinnati waterfront has to offer.

In May, Cincinnati is at her best with a temperate spring climate and greenspaces in full bloom. Set on the banks of the beautiful Ohio River, Cincinnati (also known as “The Queen City”) is a cultural and financial center of the United States mid-west. The conference venue is in the heart of the entertainment district, with multiple opportunities for dining, sporting events, and exploration of the artistic, cultural and educational offerings of the city.

The 57th Annual PTCOG Conference aims to enhance your scientific knowledge in particle therapy, deliver a comprehensive and well-round educational experience, and stimulate the particle therapy community in driving innovation, research and best practices.

We welcome you from around the world to PTCOG 57 and Cincinnati, Ohio.

 

John Perentesis, MD, FAAP
Co-Chair PTCOG57

Anthony Mascia, PhD, DABR
Co-Chair PTCOG57

John Breneman, MD
Co-Chair PTCOG57

The Particle Therapy Co-Operative Group (PTCOG), founded in 1985, is a non-profit worldwide organization of scientists and professionals interested in proton, light ion and heavy charged particle radiotherapy.

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PTCOG 57 will be highly relevant to physicians, physicists and radiobiologists as well as nurses, technicians, healthcare executives, and developers of future particle beam facilities.

  • Plenary talks from internationally nationally recognized experts
  • 50+ abstract presentations; hundreds of scientific posters
  • Receptions and networking opportunities among colleagues
  • Exhibits of latest technologies from vendors around the world
  • Site visit to the new Cincinnati Children’s Hospital/University of Cincinnati Medical Center Proton Therapy Center

Welcome from PTCOG Chair

I would like to add my welcome to you in anticipation of seeing you at PTCOG 57 in Cincinnati. As the Chair of PTCOG, it is my honor to let you know that through the hard work of Cincinnati’s Local Organizing Committee and the PTCOG Scientific Program and Educational Subcommittees, PTCOG 57 is shaping up to be a most memorable meeting! Particle Therapy has always been a multi-disciplinary collaboration. It may be one of the shining examples of how science and technology have been seamlessly fused and applied to medical therapy. Therefore, it is appropriate that I repeat the theme of this meeting, which is “Translating Science and Technology into Cancer Cures”. Accessibility to Particle Therapy continues to be in a strong growth phase and the modality has shifted from work in national science laboratories to multi and single room treatment facilities in hospitals and outpatient clinics. Additionally, the focus is shifting from the application of technology to the application of life sciences, such as biology and concurrent medical oncology therapies, to benefit even more patients.

I believe that it’s important to remind you that PTCOG was central to the initial translation of the science and technology of particle therapy to hospital and clinic based particle therapy treatments. Our organization has since evolved to be the heart and soul of the entire Particle Therapy community. As this modality becomes more widespread, its applicability becomes more germane within other organizations. Therefore, PTCOG has taken steps to start to form relationships with organizations such as ESTRO and IPACS to build the bridges necessary for working together. It is so important to ensure that the powerful tool of Particle Therapy is used appropriately and cost effectively. It is for that reason that we have continued to expand the number of PTCOG subcommittees which are actively developing consensus standards for virtually every disease site and this year we have added an opportunity for the community to submit abstracts that will contain elements of cost effectiveness.

The Educational program has also expanded to include outreach sessions which are held in places outside the PTCOG annual meeting. In addition, workshop meetings, again outside of the normal PTCOG annual meeting, are being formed. One such meeting is the Treatment Efficiency Workshop with a focus on quality assurance and treatment planning, being held December 4-6, 2017, in Knoxville Tennessee. More programs will follow.

PTCOG, as an organization, is taking an increased role in the management of the annual meetings and has developed more detailed criteria for hosting future meetings. As attendance at our annual meeting continues to grow, this change will insure that our meetings maintain the high quality, consistency and relevance of past meetings and remain an exceptional value for our sponsors without which our meetings will not be possible. PTCOG is also happy to begin to host an exchange program to help those who may be interested in visiting other particle therapy facilities. In addition, we will soon be starting an open web-based community for discussion and advanced technological and clinical development. All of this is necessary to fulfill the ever increasing appetite for activities associated with today’s Particle Therapy community. This, as indicated earlier, is a multidisciplinary community and involves academia, healthcare and the vendor companies all of whom learn and grow from each other. PTCOG is an acronym for the Particle Therapy Co-Operative Group, and, despite our growth, is more than ever a community whose foundation of success is based on cooperation and interaction. We must rise to the challenge to enable that interaction while embracing the large community and robust annual meetings.

I invite your participation and leadership in the Particle Therapy community and I look forward to seeing you, meeting you and talking with you at the PTCOG 57 annual meeting in Cincinnati, Ohio in May.

Jay Flanz, PhD

PTCOG Chair

PTCOG 57 – POSTER PRESENTATION GUIDELINES

Poster Dimensions

The maximum printed poster dimensions allowed are: 

4’ x 3′ PORTRAIT ORIENTATION (equivalent to European A0 format – 1189 mm x 841 mm)

Please make sure your poster does not exceed the maximum size.

Moderated Poster Session

Poster authors / presenters are expected to be present by their posters during the poster session to present their work and answer any questions from the audience. This year the best posters will be presented orally during the moderated poster session in the poster area – Grand Ballroom Foyer.

Poster session is scheduled on Friday, May 25, 2018, 17:30 – 18:30.

 

Mounting your Poster

The poster area will be open for mounting as of Wednesday, May 23, 2018 at 13:00. Mounting materials will be available on site. All posters should be set up no later than the first coffee break (10:30) on Thursday, May 24, 2018, and remain in place for the duration of the Scientific Meeting.

 

Please make sure that you mount your poster on the poster board with the number corresponding to the number assigned to your poster (e. g. P 001).

The poster area will be located in front of the Exhibition Hall on the Grand Ballroom Foyer.

 

Removing your Poster

Please remove your poster on Saturday, May 26, 2017, by 13:00

The conference organisers cannot accept responsibility for any material left behind. The organisers are not responsible for any loss or damage to any posters that are not removed by the specified time. Posters left behind after this time will automatically be destroyed.

Printing Facility

Should you like to avoid carrying the poster while travelling to Cincinnati you may want to consider using the FedEx Office Print & Ship Center, where your poster can be sent electronically for printing.

For details, please contact the FedEx Office Print & Ship Center directly at https://local.fedex.com/oh/cincinnati/office-0125/?cmp=LOC-1001545-3-1-971-1110000-US-US-EN-GPLCOPYANDPRINT

 

Please feel free to contact the PTCOG57 Scientific Program Department for any assistance.

Please note this letter is being sent to both, the presenting author as well as the submitter of the abstract.

We are looking forward to welcoming you in Cincinnati soon.

PTCOG 57 Scientific Program Department
Ptc57_abs@c-in.eu


PTCOG 57 – ORAL PRESENTATION GUIDELINES

Please read and respect the following guidelines when preparing your presentation.

 

Oral presentations are always accompanied by a PowerPoint presentation. The speakers are entirely responsible for the presentation content (order, graphics etc.). Once on-site at the conference, every speaker should verify that the name of the room and the time of the session have not changed.

Presentation Times

All presentations and questions must be delivered in English, the official language of the conference. The time reserved for your presentation is:

  • Educational Sessions: 30 minutes (incl. discussion)
  • Scientific Sessions: 8 minutespresentation + 2 minutes discussion
  • Scientific Session – Cost Effectivness: 8 minutes presentation + 1 minute discussion

 

Presentation Formatting

Please make sure your presentation is in a compatible format. Please prepare your presentation preferably using PowerPoint version 2016, 2013 or 2010. Please avoid using KeyNote. The on-site computers will handle Windows versions of PowerPoint only. There will be Windows Media Player 12 installed for your potential movie file.

 

Supported file types:

  • Presentation: PPT, PPA, PPTA, PPTX, PDF
  • Video: AVI, MPG, MKV, MP4, WMV
  • Audio: WMA, MP3, WAV
  • Pictures: JPG, GIF, BMP, TIF

 

The ensure your presentation is displayed correctly and in the best quality, please use 16:9 ratio.

Do not forget, when saving your final presentation on a USB, to make sure that you include your video files (if any) and all links to any multimedia files, even though the WIFI is available in all lecture rooms.

Virus scanning in advance is desirable.

 

Depositing your File

Your presentation must be handed over to personnel on a USB stick in the SPEAKERS’ PREVIEW ROOM as far in advance as possible and two hours BEFORE the beginning of each of your dedicated sessions AT THE LATEST. Any presentations for an early morning session should be handed over the evening before, if opened. Technicians will be available to help you with uploading your presentation and with any modifications needed.

 

All presentations will be automatically delivered from the SPEAKERS’ PREVIEW ROOM into the respective lecture room.

 

The SPEAKERS’ PREVIEW ROOM will be located on the second floor, room 251 and will be available in the following times:

  • Monday, May 21,                  07:30 am – 5:00 pm
  • Tuesday May 22,                  07:30 am – 5:00 pm
  • Wednesday, May 23,                  07:30 am – 5:00 pm
  • Thursday, May 24,                  07:00 am – 5:00 pm
  • Friday, May 25,                  07:00 am – 5:00 pm
  • Saturday, May 26,                  not available
Please note, that all authors who have their presentation on Saturday, May 26 are obliged to upload their presentations one day earlier, on Friday, May 25.

 

In the Lecture Room

Once you arrive into the lecture room, please make sure you are there at least 10 minutes before the session starts, your presentation will be uploaded on the presentation screen. When the presenter ahead of you takes the stage, please be ready to take your turn afterwards.

 

Please, do NOT come at the last minute with your own computer, you will NOT BE ABLE to connect it. All presentations must be downloaded beforehand in the Speakers’ Ready Room.

 

Each morning the lecture rooms will be accessible 30 minutes before the program starts.

 

Storing of PPT Presentations

Please note that all presentations delivered during the PTCOG 57 will be published on the PTCOG website to members only if you provided authorization during the abstract submission process. In case you are not sure whether you provided authorization or would like to change your decision, please contact the PTCOG 57 conference secretariat on ptcog57_abs@c-in.eu prior to the end of the conference.

The presentations will be video recorded.

 

Please feel free to contact the PTCOG57 Scientific Program Department for any assistance.

 

Please note this letter is being sent to both, the presenting author as well as the submitter of the abstract.

We are looking forward to welcoming you in Cincinnati soon.

PTCOG 57 Scientific Program Department
Ptc57_abs@c-in.eu

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