International Conference on Advances in Radiation Oncology (ICARO)

27-29 April 2009
Vienna, Austria

Organized by the
International Atomic Energy Agency

Cosponsored by the
European Society for Therapeutic Radiology and Oncology (ESTRO)
American Society for Therapeutic Radiology and Oncology (ASTRO)
American Association of Physicists in Medicine (AAPM)
International Commission on Radiation Units and Measurements (ICRU)
American Brachytherapy Society (ABS)

In cooperation with the
Asia-Oceania Federation of Organizations for Medical Physics (AFOMP)
Asociacion Latinoamericana de Terapia Radiante Oncológica (ALATRO)
European Association of Nuclear Medicine (EANM)
European Federation of Organisations for Medical Physics (EFOMP)
International Association for Radiation Research (IARR)
International Network for Cancer Treatment Research (INCTR)
International Organization for Medical Physics (IOMP)
International Union Against Cancer (UICC)
Trans Tasmanian Radiation Oncology Group (TROG)

On-line registration is now closed.
Participation is still possible by sending your completed Participation Form (Form A) through the competent official authority (Ministry of Foreign Affairs, Ministry of Agriculture, national atomic energy authority, ) to the IAEA. A participant will be accepted only if the Participation Form is transmitted through the competent official authority of a Member State of the IAEA or by an international organization invited to participate. Should you require the contact details of one of these offices please contact the conference coordinator mentioned in the Announcement.
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Participation Form (Form A): PDF, Word
Programme NEW
Programme Overview
Final List of Participants NEW
Please register for the LUNCH FORUM I — Refresher Course on Transition from 2D to 3D Conformal Radiotherapy and IMRT,
27 April 2009, 12:30–14:00 h (PDF)
Please register for the LUNCH FORUM II — Lectures on Altered Fractionation in Cure and Palliation,
29 April 2009, 12:30–14:00 h (PDF)
Please register for the Side Event 1: a lunchtime symposium — Clinical Trials: Global Quality Improvement, 27 April 2009, 12:30–14:00 h
Guidelines for the preparation and presentation of a poster
Logistical Information
Visa Information
Guide to the Vienna International Centre
List of Hotels
Vienna Transport Information
Vienna Information
Vienna Sightseeing


ANNOUNCEMENT AND CALL FOR PAPERS



1. BACKGROUND

The objective of the IAEA programme in Human Health is to enhance the capabilities in Member States to address needs related to the prevention, diagnosis and treatment of health problems through the application of nuclear techniques. The mandate arises from Article II of the IAEA s Statute: “the Agency shall accelerate and enlarge the contribution of atomic energy to health, peace and prosperity throughout the world”.

Increased knowledge and technological achievements in the last decades in the clinical, physical and biological aspects of radiation oncology represent important steps in providing tools for effective and safe cancer treatment. These steps include the transition from two-dimensional (2-D) to three dimensional (3-D) treatment planning and delivery including IMRT, the development of functional imaging as compared to classical morphologic imaging and the introduction of advanced molecular biology techniques.

Technological innovations are often accepted at face value without a thorough analysis of benefits versus pitfalls. Innovative treatment strategies have established themselves as standard without the scientific evidence to support their superiority as compared with previously existing approaches. Controversy exists in the medical literature over the widespread use of some technologies. The motivations of medical centres to implement some forms of imaging and treatment delivery are usually a combination of industry advertisement, enthusiasm for novel technologies and competitive challenge. However, the hard-data outcomes in terms of local cancer control, improvement of the therapeutic index, long-term survival and ultimate cure may be less compelling.

Low and middle income countries with limited public health resources should assess carefully whether the implementation of advanced technologies will reflect in the fulfillment of national priorities in terms of cancer prevention and control.
This meeting attempts to objectively review modern technologies from the perspective of countries with limited resources.

2. OBJECTIVE

The major theme of the ICARO meeting is to review technological advances in radiation oncology and its application in routine clinical practice, especially in mid- and low-income countries. A major goal of the conference will be to educate clinicians on the challenges of new technology in terms of assessing cost benefits, staffing, education, and Quality Assurance (QA), as these issues are frequently not properly considered when decisions are made to purchase new technologies. The main objectives of the conference are:

• To exchange information on the current advances in the field among leading experts;
• To define future challenges and directions in the clinical use of radiotherapy;
• To explore the applications of improved imaging tools in treatment planning;
• To review the current status of evidence based recommendations for the treatment of common cancers;
• To review the current role and future potential of technological and molecular /biological innovations in radiation oncology.

3. AUDIENCE

This conference will be of interest to individuals involved in the application of new technologies in radiation oncology. In particular, the conference will attempt to put technological developments into the perspective of the priorities of low and middle-income countries.

4. TOPICS

The Conference will cover recent developments in the field of radiation oncology. The IAEA welcomes both academic and practice based contributions on the following topics:

  • Transition from 2D to 3D conformal radiotherapy
  • Brachytherapy innovations
  • IMRT and IGRT in light of current evidence
  • Emerging use of combined modality (chemo-radiotherapy) strategies in common cancers
  • Changing role of radiotherapy in paediatric cancer care
  • PET and PET/CT in radiation treatment planning
  • Advanced imaging: impact on treatment planning and outcome
  • Radiotherapy efficiency and economic analyses
  • Radiotherapy for the HIV/AIDS patients
  • Quality in Radiotherapy/QA/QC
  • Dosimetry of small and non-standard fields

5. PAPERS AND POSTERS

Concise papers on issues falling within the topics outlined in the section above may be submitted as contributions to the conference. All papers, apart from invited papers, must present original work; they should not have been published elsewhere.

(a) Submission of extended synopses

Persons interested in presenting a paper or poster at the conference must submit an extended synopsis in English, of not more than 800 words. This should consist of not more than two A4 format pages of single spaced typing, including tables or diagrams and up to three pertinent references. The completed Form for Submission of a Paper (Form B) and the Participation Form (Form A) to the competent national authority for official transmission to the IAEA in time for them to be received by the IAEA before 15 October 2008. In addition, the synopsis should be sent electronically to the Scientific Secretariat, email: [email protected].
It is also possible to submit Forms A & B through one of the co-sponsoring or cooperating organizations.

Authors are urged to make use of the Extended Synopsis Template in Word 2000 on the conference web page. The specifications and instructions for preparing the synopsis and how to use the synopsis template are given in the attached “Instructions on How to Prepare the Synopsis and submit it electronically”. Also attached to this announcement is a sample extended synopsis.

The synopsis will be considered only if the Participation Form A and Paper Submission Form B have been received by the IAEA through the official governmental channels or one of the co-sponsoring or cooperating organizations.

(b) Acceptance of papers/posters

Authors will be informed by the end of December 2008 whether their paper has been accepted by the Programme Committee on the basis of the synopsis submitted. At the same time authors will be advised if their paper has been accepted for oral presentation or for presentation as a poster. However, all of the accepted synopses will be reproduced in unedited form in the “Book of Extended Synopses” which will be distributed to all participants at registration.

(c) Proceedings

It is intended to prepare a final document including conclusions and recommendations for publication in an international peer-reviewed journal following the meeting.

6. PARTICIPATION

All persons wishing to participate in the symposium are requested to register in advance online. In addition they must send a completed Participation Form (Form A) to the competent official authority (Ministry of Foreign Affairs or national atomic energy authority) or one of the co-sponsoring or cooperating organizations for subsequent transmission to the IAEA. A participant will be accepted only if the Participation Form is transmitted through the competent official authority of an IAEA Member State or by an organization invited to participate.

Participants whose official nomination has been received by the IAEA will receive further information on the conference approximately two to three months before the meeting. This information will also be posted on the conference web page:

http://www-pub.iaea.org/MTCD/Meetings/Announcements.asp?ConfID=35265

7. EXPENDITURES

No registration fee is charged to participants.

As a general rule, the IAEA does not pay for participants’ travel and living expenses. However, limited funds are available to help meet the cost of attendance of selected specialists, mainly those from developing countries with low economic resources. Generally, not more than one travel grant may be awarded to any one country.

If governments wish to apply for a grant on behalf of one of their specialists, they should address specific requests to the IAEA to this effect. Governments should ensure that applications for grants:

(a) be submitted before 15 October 2008,

(b) be accompanied by a duly completed and signed Grant Application Form (see attached Form C).

Applications that do not comply with the conditions mentioned under (a) and (b) cannot be considered. The grants will be lump sums usually covering only part of the cost of attendance.

8. EXHIBITION

A limited amount of space will be available for commercial vendors’ displays/exhibits during the conference. Interested parties should contact the Scientific Secretariat.

9. WORKING LANGUAGE
The working language of the meeting will be English. All communications and synopses must be sent to the IAEA in English.

10. DISTRIBUTION OF DOCUMENTS

A preliminary programme of the conference will be sent to participants before the meeting.
The final programme and the Book of Extended Synopses will be distributed at registration.

11. ACCOMMODATION

Detailed information on accommodation and other items will be sent directly to all designated participants approximately two to three months before the meeting. This information will also be made available on the conference web page as soon as possible.

12. VISA

Designated participants who require a visa to enter Austria should submit the necessary application to the nearest diplomatic or consular representative of Austria as soon as possible. Please note that Austria is a Schengen State and therefore persons who require a visa will have to apply for a ‘Schengen visa’ at least 14 days before entry into Austria. In States where Austria has no diplomatic mission, visas can be obtained from the consular authority of a Schengen Partner State representing Austria in the country in question. At present the Schengen States are: Austria, Belgium, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Italy, Latvia, Lithuania, Luxembourg, Malta, Netherlands, Norway, Poland, Portugal, Slovakia, Slovenia, Spain and Sweden.

13. CHANNELS OF COMMUNICATION

The Participation Form (Form A), the Form for Submission of a Paper (Form B), together with a copy of each synopsis, and, if applicable, the Grant Application Form (Form C), should be sent to the competent official authority (Ministry of Foreign Affairs or National Atomic Energy Authority) or to one of the co-sponsoring or cooperating organizations for transmission to the IAEA. For possible questions please see contacts below.

Subsequent correspondence on scientific matters should be sent to the Scientific Secretary and correspondence on administrative matters to the IAEA Conference Services Section.

14. CONFERENCE WEB PAGE

Please visit the IAEA conference web page regularly for new information regarding this conference:
http://www-pub.iaea.org/MTCD/Meetings/Announcements.asp?ConfID=35265

15. CONFERENCE SECRETARIAT

Conference Scientific Secretary:

Ms. Eeva Salminen
Division of Human Health
International Atomic Energy Agency
Wagramer Strasse 5
P.O. Box 100
1400 Vienna, Austria
Telephone No.: (+43 1) 2600 26511
E-mail: [email protected]

Email address for paper submission: [email protected]

Administration and Organization

Ms. Martina Khaelss
Conference Services Section
IAEA-CN-170
International Atomic Energy Agency
Wagramer Strasse 5
P.O. Box 100
1400 Vienna, Austria
Telephone No.: (+43 1) 2600 21315
Telefax No.: (+43 1) 26007
Email: [email protected]

Commercial Exhibitions

Ms. Myriam Obauer-de Bruyker,
Conference Services Section
IAEA-CN-170
International Atomic Energy Agency
Wagramer Strasse 5
P.O. Box 100
1400 Vienna, Austria
Telephone No.: (+43 1) 2600 21323
Telefax No.: (+43 1) 26007
Email: [email protected]