{"id":8850,"date":"2016-11-06T14:18:50","date_gmt":"2016-11-06T14:18:50","guid":{"rendered":"https:\/\/www.process.st\/templates\/meetup-checklist-for-venues\/"},"modified":"2024-02-28T20:50:49","modified_gmt":"2024-02-28T20:50:49","slug":"meetup-checklist-for-venues","status":"publish","type":"post","link":"https:\/\/www.process.st\/templates\/meetup-checklist-for-venues\/","title":{"rendered":"Meetup Checklist for Venues (Shared)"},"content":{"rendered":"<section id=\"introduction\">\n<h2> Introduction <\/h2>\n<div class=\"text-content\">\n<p>Thank you for offering to host our {{MEETUP_NAME}}&nbsp;meetup in your venue! This checklist will guide you through everything you need to know about hosting one of our meetups. Along the way, we will ask for some information about your company and the venue.<\/p>\n<p>All fields are <strong>optional<\/strong> unless noted otherwise with an asterisk (*) next to the field label.<\/p>\n<p>If you have any question please don't hesitate to contact us!<\/p>\n<p><strong>Gabriel Somoza<br \/><\/strong>Magento Architect &amp; Meetup Coordinator<br \/>Owner, Strategery<br \/><strong><br \/><\/strong>Email:&nbsp;<a href=\"mailto:gabriel@strategery.io\" rel=\"nofollow noopener\" target=\"_blank\">gabriel@strategery.io<br \/><\/a>Phone: {{MEETUP_PHONE}}<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"business-information\">\n<h2> Business Information <\/h2>\n<div class=\"text-content\">\n<p>Please fill-in the following fields in order to tell us a bit more about your business.&nbsp;This information will be kept strictly confidential and will only be used for the purpose of planning the meetup. With your permission, it can also be used to advertise your business as a sponsor for this event.<\/p>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Business\/Brand Name (required) <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled=\"disabled\" class=\"form-control\" \/>\n  <\/div>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> VAT (BTW) Number <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled=\"disabled\" class=\"form-control\" \/>\n  <\/div>\n<\/p><\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Company Address <\/label><br \/>\n   <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled=\"disabled\" class=\"form-control\"><\/textarea>\n  <\/div>\n<\/p><\/div>\n<div class=\"multi-select-content form-field-content\">\n<ul class=\"items\">\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       1\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Check this if you want to be featured publicly as a sponsor (e.g. in our meetup.com page).\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       2\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      If the previous item is checked, please upload a logo that we can use in our meetup.com page and in presentation slides. If necessary, upload two versions of the logo: one that works well on dark backgrounds, and another that works well on light backgrounds. Regarding aspect ratio: the closer to a square, the better.\n    <\/div>\n<\/li>\n<\/ul><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Do you have a Twitter or Facebook account you'd like us to use? If so please give us your handle or URL: <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled=\"disabled\" class=\"form-control\" \/>\n  <\/div>\n<\/p><\/div>\n<div class=\"text-content\">\n<h5>Contact Information<\/h5>\n<p>Please provide the following information so we can contact you for planning purposes.<\/p>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Name of Contact Person <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled=\"disabled\" class=\"form-control\" \/>\n  <\/div>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Email Address <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled=\"disabled\" class=\"form-control\" \/>\n  <\/div>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Phone Number (ideally mobile) <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled=\"disabled\" class=\"form-control\" \/>\n  <\/div>\n<\/p><\/div>\n<div class=\"multi-select-content form-field-content\">\n<ul class=\"items\">\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       1\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      This person will be at the venue during the event\n    <\/div>\n<\/li>\n<\/ul><\/div>\n<\/section>\n<section id=\"venue-information\">\n<h2> Venue Information <\/h2>\n<div class=\"date-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Our meetups usually take place on a Wednesday or Thursday towards the end of the month. Please indicate your preferece regarding the date for your next meetup. Also indicate the starting time for people to arrive. <\/label> <\/p>\n<div class=\"date-container\">\n    <button type=\"button\" disabled=\"disabled\" class=\"btn btn-default\"> <i class=\"fa fa-calendar btn-icon\"><\/i> Date will be set here <\/button>\n   <\/div>\n<\/p><\/div>\n<\/p><\/div>\n<div class=\"text-content\">\n<h5>General Information<\/h5>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Name (e.g. Corda Campus) <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled=\"disabled\" class=\"form-control\" \/>\n  <\/div>\n<\/p><\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Venue Address (must be accurate to 20m when used in Google Maps) <\/label><br \/>\n   <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled=\"disabled\" class=\"form-control\"><\/textarea>\n  <\/div>\n<\/p><\/div>\n<div class=\"text-content\">\n<p>If the venue is located on a&nbsp;buildings with multiple rooms \/ floors:<\/p>\n<\/p><\/div>\n<div class=\"multi-select-content form-field-content\">\n<ul class=\"items\">\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       1\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      If possible, please add clear signs along the way to guide visitors from the entrance to the meeting room. Otherwise provide clear instructions that we can email to attendees.\n    <\/div>\n<\/li>\n<\/ul><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Maximum venue capacity (number of people) <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled=\"disabled\" class=\"form-control\" \/>\n  <\/div>\n<\/p><\/div>\n<div class=\"text-content\">\n<h5>Parking<\/h5>\n<p>The vast majority of our members will arrive to the venue by car, so its very important that the venue has parking possibilities nearby. Paid parking is ok.<\/p>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Number of available parking spaces at the venue (use 0 if none \/ no parking available). <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled=\"disabled\" class=\"form-control\" \/>\n  <\/div>\n<\/p><\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Additional parking instructions, including address for Google Maps, and parking fee (if applicable) <\/label><br \/>\n   <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled=\"disabled\" class=\"form-control\"><\/textarea>\n  <\/div>\n<\/p><\/div>\n<div class=\"text-content\">\n<p>The best way to tell our attendees how to find parking is to supply one or more images explaining the exact location of the venue and parking spaces.&nbsp;This can be done quickly by using an online service like <a href=\"https:\/\/www.scribblemaps.com\" target=\"_blank\" rel=\"nofollow noopener\">ScribbleMaps<\/a>&nbsp;or simply taking a screenshot of your venue in Google Maps. When possible, use the Satellite\/Terrain view. You can also use Street View to show the entrance to a garage, etc.<\/p>\n<\/p><\/div>\n<div class=\"multi-select-content form-field-content\">\n<ul class=\"items\">\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       1\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Please supply one or more images with information about venue location and nearby parking.\n    <\/div>\n<\/li>\n<\/ul><\/div>\n<div class=\"text-content\">\n<h5>Accessibility<\/h5>\n<\/p><\/div>\n<div class=\"select-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Is there accessible car parking nearby (ideally within 50m of the venue)? <\/label><br \/>\n   <select disabled=\"disabled\" class=\"form-control\"><option value=\"An option will be selected here\">An option will be selected here<\/option><\/select>\n  <\/div>\n<\/p><\/div>\n<div class=\"select-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Is the route from parking to the venue meeting room accessible without major obstructions? <\/label><br \/>\n   <select disabled=\"disabled\" class=\"form-control\"><option value=\"An option will be selected here\">An option will be selected here<\/option><\/select>\n  <\/div>\n<\/p><\/div>\n<div class=\"text-content\">\n<p>If the answer to the previous question is &quot;NO&quot;:<\/p>\n<\/p><\/div>\n<div class=\"multi-select-content form-field-content\">\n<ul class=\"items\">\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       1\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Please check if there's also a ramp or lift which wheelchair users could be able to use independently. Find out where these are and ensure an accessible route is signposted on the day of the event.\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       2\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Find out where the nearest accessible toilet facilities are and ensure the route to them is accessible and this is clearly signed on the day.\n    <\/div>\n<\/li>\n<\/ul><\/div>\n<div class=\"text-content\">\n<h5>Safety &amp; Security<\/h5>\n<p>Please make sure the venue&nbsp;follows&nbsp;all legally required&nbsp;safety and security standards.<\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"food--drinks\">\n<h2> Food &amp; Drinks <\/h2>\n<div class=\"text-content\">\n<p>Offering some free food and enough drinks are essential to a successful meetup.&nbsp;<\/p>\n<p>In the case of food: snacks would be enough, but usually sandwiches or pizza are&nbsp;more common.&nbsp;We recommend providing enough variety to cover different dietary needs: vegetarian, lactose intolerant, low on fat or fat-free.&nbsp;<\/p>\n<p>In the case of drinks: please make sure you provide enough water, but everything else is optional. In the typical meetup we have a selection of soft drinks (including sugar-free variations).&nbsp;Beer is also optional, and if available an atmosphere of responsible drinking should be encouraged.<\/p>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> If you can provide food\/snacks please list what type of food you're planning to offer during the event: <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled=\"disabled\" class=\"form-control\" \/>\n  <\/div>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Do you plan on providing soft drinks and\/or beer as well? <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled=\"disabled\" class=\"form-control\" \/>\n  <\/div>\n<\/p><\/div>\n<div class=\"text-content\">\n<p>If glasses must&nbsp;be used for drinking, we recommend providing a means for people to label\/identify their glass for re-use. Some ideas that could work:<\/p>\n<ul>\n<li>Multiple small coloured straws or elastic bands in the case of breakable glasses (so people can colour-code their glass).<\/li>\n<li>Or a marker in the case of white plastic cups so people can write their name\/initials.<\/li>\n<\/ul>\n<h5><\/h5>\n<\/p><\/div>\n<\/section>\n<section id=\"multimedia\">\n<h2> Multimedia <\/h2>\n<div class=\"text-content\">\n<p>The speaker will need at least one&nbsp;big surface to show his\/her presentation to the audience. A projector is ideal, but one or more big&nbsp;TVs can also do the job depending on the size of the meeting&nbsp;room and the number of attendees.<\/p>\n<\/p><\/div>\n<div class=\"select-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Please select the type of device used to show the presentation <\/label><br \/>\n   <select disabled=\"disabled\" class=\"form-control\"><option value=\"An option will be selected here\">An option will be selected here<\/option><\/select>\n  <\/div>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Please specify the type of connector that must be used for showing slides (HDMI, VGA, DVI, etc) <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled=\"disabled\" class=\"form-control\" \/>\n  <\/div>\n<\/p><\/div>\n<div class=\"multi-select-content form-field-content\">\n<ul class=\"items\">\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       1\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      The meeting room has a sound system that can be connected to the presentation computer in order to provide sound.\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       2\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      The venue can provide any adapters required to connect a mini-jack output to the sound system.\n    <\/div>\n<\/li>\n<\/ul><\/div>\n<\/section>\n<section id=\"internet-access--live-stream\">\n<h2> Internet Access &amp; Live Stream <\/h2>\n<div class=\"text-content\">\n<p>Internet access is also essential to a successful meetup, because it enables live interactions such as tweets, photo uploads, etc.&nbsp;<\/p>\n<p>We also like to Live Stream our meetup using YouTube (<a href=\"https:\/\/www.youtube.com\/channel\/UCgjnxZVwRoMp1ajkOI4w6iQ\" target=\"_blank\" rel=\"nofollow noopener\">visit our channel<\/a>). The video then stays in YouTube as well. But this is optional: if for any reason you don't want that to happen inside your venue you'll have the option to opt-out below.<\/p>\n<\/p><\/div>\n<div class=\"multi-select-content form-field-content\">\n<ul class=\"items\">\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       1\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      A WiFi network can be joined by attendees and the speaker. If a password is required please provide signs with the information.\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       2\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      There's a network (ideally different to the previous one) that can be used for the Live Stream and there are no firewall restrictions that would prevent RTMP streaming.\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       3\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      You do NOT have any issues\/concerns with the meetup being Live Streamed publicly over the YouTube network.\n    <\/div>\n<\/li>\n<\/ul><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\">\n   <label> Upload speed in MB\/s for the Live Stream network: <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled=\"disabled\" class=\"form-control\" \/>\n  <\/div>\n<\/p><\/div>\n<\/section>\n<section id=\"solicitation-raffle--goodies\">\n<h2> Solicitation, Raffle &amp; Goodies <\/h2>\n<div class=\"text-content\">\n<h5>Rights to Mass-Solicitation<\/h5>\n<p>We expect&nbsp;that all&nbsp;companies attending&nbsp;a meetup that are NOT sponsoring it abstain from mass-distributing business cards or any form of contact information, job offers, etc., to our attendees, <em>unless they're doing so in a natural one-to-one conversation<\/em>. This means that the evening will&nbsp;be generally free from mass-solicitation&nbsp;from other companies other than those directly sponsoring the event.<\/p>\n<p>As the main&nbsp;sponsor for the evening, you are of course exempt&nbsp;from this limitation. You can therefore use the opportunity to reach out all attendees in order to advertise job vacancies, your products or services, etc. We only&nbsp;ask that you do so in a reasonable degree, so as not to overwhelm any attendees who may be not looking for what you offer.<\/p>\n<p>The opportunity to&nbsp;advertise or solicit extends also to the main talk of the evening and therefore also to&nbsp;the Live Stream. For example we can arrange for someone from your company to have a&nbsp;slot of 5 minutes before or after the main talk - in order to introduce your company and promote your services, job searches, etc.<\/p>\n<p>Check the following items to communicate your plans regarding advertising \/ solicitation:<\/p>\n<\/p><\/div>\n<div class=\"multi-select-content form-field-content\">\n<ul class=\"items\">\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       1\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      You'd like to use a 5-10 minute slot before or after the talk to make an introduction \/ announcement that might be of interest to PHP Limburg BE attendees.\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       2\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      You have a small presentation to go with the announcement.\n    <\/div>\n<\/li>\n<\/ul><\/div>\n<div class=\"text-content\">\n<h5>Raffle<\/h5>\n<p>At the end of the meetup we like to raffle some special prizes&nbsp;to attendees as a way of thanking them for being there and providing feedback to&nbsp;the speaker.<\/p>\n<p>We have some &quot;raffle&nbsp;sponsors&quot; that provided us with free licenses for their products. If you want more information on that please let us know.<\/p>\n<p>You're also encouraged to participate in the raffle by providing prices. This could be a good way to &quot;wow&quot; our attendees and further&nbsp;advertise your company \/ services.<\/p>\n<h5><\/h5>\n<h5><\/h5>\n<\/p><\/div>\n<div class=\"multi-select-content form-field-content\">\n<ul class=\"items\">\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       1\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Check this if you want to provide a special prize for the raffle.\n    <\/div>\n<\/li>\n<\/ul><\/div>\n<div class=\"text-content\">\n<h5>Goodies<\/h5>\n<p>Goodies are a great way to make sure <strong>everyone<\/strong> takes home a memory from the evening.&nbsp;As the main sponsor for the evening, you are encouraged&nbsp;to&nbsp;distribute your goodies among all attendees. Some examples we've seen in the past:<\/p>\n<ul>\n<li>Branded notebook + pens, which was&nbsp;useful to take notes during the talk<\/li>\n<li>Branded usb-sticks or portable usb-chargers<\/li>\n<li>Branded coffe mugs<\/li>\n<li>Business cards<\/li>\n<li>Stickers<\/li>\n<li>etc!<\/li>\n<\/ul>\n<p>We may occasionally distribute our own goodies as well&nbsp;-&nbsp;which typically include&nbsp;stickers from our sponsors (usually online tools \/ services such as PHPStorm or PluralSight), t-shirts and other apparel (e.g. usually leftovers from PHPBenelux), etc. If you think there might be a conflict of interest please let us know so we coordinate which types of goodies will be distributed.<\/p>\n<\/p><\/div>\n<div class=\"multi-select-content form-field-content\">\n<ul class=\"items\">\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       1\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Check this if you want to distribute goodies\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       2\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      Check this if you'd like more information about which other goodies will be distributed during this particular event\n    <\/div>\n<\/li>\n<\/ul><\/div>\n<\/section>\n","protected":false},"excerpt":{"rendered":"<p>Introduction Thank you for offering to host our {{MEETUP_NAME}}&nbsp;meetup in your venue! 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