Submissions and guidelines

GPI submission guidelines

GPIs must be linked to one of the sections of the European Statements of Hospital Pharmacy approved at the European Summit on Hospital Pharmacy in May 2014.

The EAHP statements are separated into the 6 themes below:

  1. Introductory Statements and Governance    
  2. Selection, Procurement and Distribution
  3. Production and Compounding
  4. Clinical Pharmacy Services
  5. Patient Safety and Quality Assurance
  6. Education and Research
GPIs can continually be submitted at the EAHP-homepage. There will be two closing deadlines a year: on 31 March and on 15 October. GPIs submitted by these deadlines will be evaluated and, in case of acceptance, uploaded to the GPI-database within 45 days from the deadline. Should changes be foreseen, authors will be notified by the EAHP secretariat.

The submitted GPIs will be evaluated every 6 months by the scientific committee, and the accepted GPIs will be uploaded to the GPI-database on the EAHP web site.

Please click on the below button to submit your GPI abstract:



The GPI-database will be updated twice a year following the closing deadlines mentioned above.

GPI structure

The structure of an EAHP congress GPI submission has to be strictly adhered to. The online GPI submission guidelines will guide you through this process. Submissions are limited to no more than 350 words (or less if you use graphs or tables) and must be typed in English. The online submission system does not allow you to enter GPIs above this limit.

  • Title: The title of the GPI must be strictly coherent with the data included in the text. Do not use abbreviations.
  • Contact data: The name of every author, preceded by initials, and the name of the presenting author should be underlined and entered as instructed via the online submission process. Omit degrees, titles or institutional appointments. Then, insert the institution, city, country where the initiative took place, as well as the email address of the presenting author.

GPI submission must be structured and written in five paragraphs as follows:

  • What was done? Please explain the initiative that you developed and implemented.
  • Why was it done? Please include a brief background to the reasons why and when the initiative was introduced. This may include identifying the problem before and how this particular GPI attempted to improve the situation.
  • How was it done? Please indicate any obstacles to the introduction of this initiative that had to be overcome expand on how these obstacles were overcome for the successful implementation.
  • What has been achieved? Please display the results of the initiative's introduction. These may include audit results, publications, cost saving or improvements in patient safety.
  • What next? Why it should be considered an example of good practice and how it could be transferred into other healthcare settings.
References and/or Acknowledgements may be given at the end of the submission.

- Abbreviations may be used only if they are defined (spelled out them in full text at first mention, followed by the abbreviation between brackets)

- Don't use excessive decimals e.g. a person might weigh 70,237 kg at a given moment, but only 70 kg should be mentioned.

- References should be avoided or limited to a minimum, unless they are important for understanding the developed initiative, its background and the achievements. Comprehensive bibliography can be displayed on the poster.

The submission process

For every GPI there must be three keywords selected by the authors. These are used for indexing purposes and have to be strictly in line with the content of the related initiative and the relevant EAHP Statements.

Make sure to write the full address of your hospital! Otherwise it will not appear in our GPI map. 

The review process

  • Each GPI is read, assessed and scored independently by four members of the Scientific Committee (SC).
  • In case of divergence between the two reviewers, the full SC discusses the submission in plenum and comes to a view whether to accept the GPI or not.
  • You will be notified in a timely manner as to the outcomes of the review process. 
  • Only those GPIs that are considered to have a high grade of relevance, originality, added value and be transferable to other countries, settings in a well-written form are eligible for an oral presentation and winning the poster prize.

Reasons for rejection and common pitfalls

  • The EAHP will reject GPIs that are not understandable due to poor English.
  • Consider using common and correct scientific terminology, regarding e.g. efficacy, effectiveness, and safety.
  • Consider the coherence of the submission. If not coherent, please strongly consider rewriting your submission.
  • The word count has to be adhered to. Be aware, that this is a GPI submission; and not the poster itself.
  • Please avoid formatting of submissions, don't use bold type, and ensure at the final checking stage that any special characters or symbols used are displayed correctly.
  • GPI submissions reporting vague or unclear interventions and/or irrelevant outcomes will be rejected.


Last update: 25 September 2017