This information is intended to make your participation at the event as smooth and productive as possible. If you have any questions or require further assistance please do not hesitate to contact us: [email protected] Please ensure that you read it carefully at your earliest possible opportunity.
PLEASE FORWARD THIS INFORMATION TO ALL COLLEAGUES WORKING ON MIMS LEARNING LIVE SOUTH, INCLUDING YOUR STAND BUILDER (WHERE APPLICABLE).
It is an event requirement and legal obligation that you, and any contractors employed by you, pay special attention to the Health and Safety and Risk Assessment sections and all related forms within this guide. Please note that these requirements will be strictly enforced throughout the event at all times
Deadline: Friday 14th June
All exhibitors must provide the names of their exhibition team by completing the Stand Personnel form
Important Exhibitor Information
Exhibition build will take place on Thursday 27 June 10:00 – 22.00 (for space only stands) and 18:00 –22:00 (for shell scheme stands).
THURSDAY 27 JUNE
10:00 Exhibition build (Space Only Exhibitors)
Access for official contractors only
Exhibitor access strictly not permitted as the exhibition area is a CDM construction site. Access may be granted to companies who make requests to obtain prior authorisation from the organiser. High-vis and appropriate footwear must be worn otherwise access will be denied.
16:00 Space only exhibitor access permitted. Exhibitors are advised to inspect their stands prior to 18:00 to ensure that all contract orders are correct. Stand build must be complete by 22.00 on Thursday 27 June.
18:00 Exhibition set-up (Shell Scheme Exhibitors)
22:00 Exhibition build and set-up complete
FRIDAY 28 JUNE
06:30 Access for exhibitors
08:00 Exhibition open
18:00 Exhibition breakdown
PLEASE NOTE: All stands MUST remain intact until the exhibition has closed at 18:00 on Friday 28 June.
All belongings and goods must be removed from ALL stands. Any exhibitors needing to stay beyond the first hour of breakdown are required to be aware that CDM construction site rules apply and they will be required to wear appropriate high-vis and footwear. In case of any difficulty, you are advised to liaise with the Organiser’s Office.
23:00 ALL contractors must be clear of the hall. A charge will be made for disposal of any materials left.
Leaving early not only impinges on venue health and safety regulations but is detrimental to the quality the event for exhibitors and delegates who stay. NO CONTRACTORS WILL BE ALLOWED ENTRY INTO THE HALL UNTIL THE HALL IS CLEAR OF ALL VISITORS.
Under legislation brought into effect from 1st April 2015, events are required to comply with the Construction (Design and Management) Regulations 2015 (CDM 2015). CDM 2015 makes the general duties of the Health and Safety at Work etc. Act 1974 more specific. They complement the general Management of Health and Safety at Work Regulations 1999 and integrate health and safety into the management of construction projects. Under the CDM 2015 regulations, the build-up and breakdown phases of MIMS Learning Live South will be classed as a CDM construction site and as such full CDM rules will apply. The key principles of CDM 2015 will be familiar to those already managing risks effectively as part of their event production.
The main key principles are:
• Eliminate or Control risk AFARP (as far as is reasonably practicable)
• Ensure work is effectively planned
• Appoint the right people and organisations at the right time
• Make sure everyone has the information, instruction, training and supervision they need to carry out their jobs safely and without damage to health
• Have systems in place to help parties co-operate and communicate with each other and co-ordinate their work
Important: Under CDM regulations, NO exhibitors will be allowed access to the CDM site before 18:00 on Thursday 27 June unless prior written approval has been granted by the Organisers. All exhibitors with authorised entry will be required to wear high-vis and ‘appropriate’ footwear (no flip flops, sandals, high heeled shoes or ballet/dolly shoes will be allowed). Any Exhibitors or their Contractors doing stand construction (other than pop ups and stand dressing) must wear steel toe capped boots (safety footwear). The only exception to wearing steel toe caps is carpet layers. ALL exhibitors granted access into the CDM site will need to undergo a full site safety induction prior to accessing the site
Build-up/breakdown and vehicle passes
Contractor passes will be distributed onsite. These must be worn to gain admittance to the halls during the build-up and breakdown period and must be worn at all times. They are not valid during the open hours of the exhibition.
All exhibitors and contractors bringing vehicles to the venue for build-up and breakdown, who want to unload or load a vehicle on site, must book a time slot on the following on-line booking system: www.olympia.london/traffic
The online system will open on 28 May.
Details of the event, stand name and number, unloading/loading zone colour (see venue plan) and type of vehicle must be inputted, and the system will allocate the best available time slot; this can be amended if not convenient. Time slots for build-up and breakdown can be booked at the same time and a vehicle pass printed from the system. You can make bookings for your stand contractors or email them the booking link. They will need to know your stand name and number and your unloading/loading zone colour.
All vehicles used to deliver and collect goods to/from your stand must display a vehicle pass in the windscreen. Please follow the advice of the traffic marshals, who are there to ensure that everyone can load and unload as quickly as possible.
Once you have loaded/unloaded your vehicle, it must be removed from the loading areas, in order to make room for others.
There is a time limit of 30 minutes for cars, 60 minutes for vans and 90 minutes for lorries.
Please approach Olympia via Olympia Way, off Hammersmith Road. Marshals will direct you to the appropriate gate.
Unloading small items
Exhibitors with smaller items, will need to access the venue via the goods lift or staircase 14 which is located in G Gate which is accessed via Blythe Road. Please refer to the loading zone map below. Please note it will not be possible to enter the venue on 27th June via the main doors into the building.
All stands MUST remain intact until the exhibition has closed at 18:00 on Friday 28 June.
All stands must be broken down and items ready to load before vehicles enter the loading area.
Breakdown of stands must not commence before the official close of the exhibition at 18:00. The Exhibition area must be cleared of all exhibits/materials by 23:00 on Friday 28 June
Any remaining items left in the exhibition area after the breakdown time will be disposed of and neither the organisers nor the venue will be held responsible for any loss. The exhibitor will be charged for the breakdown and any associated costs for waste.
Soft breakdown is the one-hour time period given to exhibitors to pack and remove items from their stands prior to introduction of CDM site regulations which will occur at approximately 19:00 hours. During soft breakdown contractors are not allowed to undertake any dismantling of stands involving the use of ladders, power tools etc. Once the CDM site has been called, hi-vis and appropriate footwear will be required to be worn by all exhibitors/venue staff remaining in the hall and hi-vis/safety footwear will require to be worn by all contractors (with the exception of carpet fitters). If you need to stay longer than the first hour of breakdown, you will need to inform the Organiser’s Office as you will be required to be given a site safety induction (if you have had one prior to coming on site you will be exempt) and you will be required to wear appropriate footwear with hard soles and high viz.
Please note that Olympia does not provide trolleys or pumps trucks, so please bring your own if you need one to deliver goods to your stand.
Trolleys are only permitted on the exhibition floor outside show open hours for the safety of visitors.
Exhibits should not be sent to the site until a representative of your company is present to sign for your delivery. The Organisers and venue are unable to sign for any deliveries on your behalf. No deliveries will be accepted before 08:00hrs on Thursday 27 June.
The venue address for couriers is:
Olympia Exhibition Centre
London, W14 8UX
Items cannot be stored after the conference ends. Tenancy ends 23.00 hrs Friday 28 June. Items left uncollected after this time may be disposed of. Because of the health and safety regulations we are operating under, couriers will be allowed to collect goods from your stand between 18:00 and 19:00 whilst soft break down is in operation. The courier company MUST be expressly informed who they are collecting for.
Exhibition Fee includes:
• Provision of shell scheme space
• 1 500w socket and lighting
• Lunch & refreshments for two organisation representatives on the exhibition stand
Please maintain your exhibits throughout the event, ensuring stands are staffed, well presented and gangways are kept clear and free for passage. All emergency and service areas must be accessible at all times.
Space only stands must fit entirely within the space purchased. Materials used in the construction of stands, features and displays, including signs and fascia’s must be:
• Of a suitable nature and quality for the purposes and conditions of their intended use.
• Adequately prepared and fixed in order to adequately perform the functions for which they are designed.
• Non-combustible, inherently non-flammable or durably flameproof, in accordance with BS476-Part 7.
• Water based, where applicable, e.g. adhesives and paint.
Any exhibit, process or feature that is likely to generate and/or emit gases, vapors, liquids, fumes or dust shall be constructed so as not to be prejudicial to health or a nuisance and shall comply with the requirements of the Control of Substances Hazardous to Health Regulations 2002.
Stands should be designed to ensure that it is not unreasonably difficult for a disabled person to access the stand as required by The Equality Act.
Lockable store cupboard doors should have a small window; otherwise the door cannot be locked at any time.
Floor coverings must be secured and maintained so that they do not cause a hazard. Olympia Central Level 2 is permanently carpeted. If exhibitors wish to lay their own floor covering they must first lay a platform or floor flats.
Space only exhibitors are required to submit design plans, a risk assessment and method statement to [email protected] by 7 June.
Stand height and walls
The maximum build height in Olympia Central Level 2 is 3m.
Any stand incorporating closed rooms/theatres with covered ceilings must include a vision panel or window and may be subject to approval on emergency lighting and exit width. Please submit copies of the drawings.
All structures, materials, special designs, unusual constructions, and all signs shall conform to British safety standards and codes of practice and comply with all relevant statutory authority regulations. Any display work or materials contravening this clause must be modified to meet requirements.
It is every space only build exhibitor’s responsibility (if sharing a space only site) to provide partition walls between themselves and their neighbours. These walls must be built to the height of the highest point on their stand (minimum of 2.5m, maximum 3m high) and must be cleanly decorated on both sides.
No exhibitor will be permitted to span an aisle by ceiling or floor covering.
It is the responsibility of free-build exhibitors to observe the building, fire and health and safety
regulations of the Venue. Failure to comply with any of the afore-mentioned could result in approval of your stand being withdrawn.
Stand builders and exhibitors must have adequate public liability insurance in place.
Your shell scheme stand is constructed using the Octanorm Modular Display System of white foamex panels and consists of 300mm deep fascia; ceiling grid and name panels.
The use of nails, screws, staples, etc., is not permitted to the standard wall panels.
Fixing exhibits to White Foamex Panels – two-part Velcro (hook and loop), blutack and double-sided sticky pads can be used to fix light exhibits.
Heavier display items, smaller than 1 metre wide, can be hung from the top of the stand walls using picture wire and hooks
Shell scheme exhibitors are reminded that they are responsible for all shell scheme panels, and will be charged by the contractor for any damages through inappropriate fixings, painted panels etc.
Please note that between each wall panel there is an upright pole giving a 20mm protrusion from the infill panel which means that displays wider than 950mm will not fit flush to the stand walls. For items wider than 990mm, fixing clips can be ordered.
Fascia Name Board
Shell scheme exhibitors must confirm the exact wording for their stand name board. All nameboard text will be in uppercase lettering. Company name is to be kept at a maximum of 30 characters (In all cases, abbreviations will be used, i.e Limited=LTD Company=CO Brothers=BROS).
Please email your fascia name board text to [email protected]Failure to do so by 14 June, may result in the name board being incorrect.
AV Equipment Hire
If you require additional audio-visual equipment for your stand, ParaGuard AV can assist. Please contact [email protected] for a list of items and prices.
Olympia Central Level 2 is permanently carpeted. Exhibitors can order alternative flooring from Anchor Exhibitions if required – Please note if exhibitors wish to lay their own floor covering, they must first lay a platform or floor flats.
All of your catering requirements for your stand must be ordered from Levy Restaurants, the venue’s appointed hospitality catering company. You can view their full range and order online via their website
Please order at the latest 5 working days in advance of the event (20 June). Please note should any exhibitor attempt to provide their own food, beverages or catering equipment, they will be asked to remove it or pay a facility fee.
If you wish to carry out food and drink sampling on your stand, please advise the organiser, in order to ensure that all relevant regulations are adhered to. If permission to offer samples is granted, the maximum sample size permitted is 50 ml. Food hygiene regulations must be adhered to and are available at www.aev.org/eguide.
Your stand will be vacuumed prior to event opening and rubbish will be removed, but exhibits will not be cleaned
All electrical work to your stand must be carried out by the official electrical contractors Anchor Exhibitions.
If you require electrical items to your stand these can be ordered via the online order form of the official contractor Anchor Exhibitions by Tuesday 11 June.
Any queries should be referred to the Anchor Exhibitions Office on +44 (0) 1455 612 341 or email [email protected]
If you have purchased a shell package, you will be provided with the following power and lighting:
4 – 8sqm = 1 500w socket & 2 spotlights
9 – 12sqm = 1 500w socket & 4 spotlights
If you wish to determine the position of the power on your stand, please click here, login, and on the Shell Electrical page you can download a grid to complete and send directly to the electrics company. If a grid is not submitted, the installation position will be at the electrician’s discretion. Please note that any changes on the day will be subject to a minimum re-location fee of £50 +vat.
If you require additional electrical items to your stand you can view the full range of items and order online via the secure website at by Tuesday 11 June.
Any queries should be referred to the Anchor Exhibitions Office on +44 (0) 1455 612 341 or email [email protected]
Orders must be placed by Tuesday 11 June to guarantee delivery. Onsite orders will be subject to availability and a surcharge.
Exhibitor Data Capture
We are pleased to offer exhibitors a lead management system called ‘LeadReference’ which will enable you to manage and follow up on your exhibition leads ensuring you maximise your ROI at MIMS Learning Live South. Data can be collected via a LeadReference app or a handheld scanner. If you would like to hire a scanner, simply complete and submit the rental form by clicking here by Tuesday 11 June and we will arrange for an invoice to be sent to you.
Scanning Device Rental Payment:
£195 + VAT (1 Device)
£175 + VAT (2 or more devices)
Orders must be placed by 11 June to guarantee delivery.
There is no furniture included in your stand. There are however set packages available to hire:
Package 1 – £99 + VAT
1 80cm Round table with 2 chairs
Package 2 – £170 + VAT
1 80cm Round table with 2 chairs, bin and zig zag literature rack
Package 3 – £220 + VAT
Bar table, 2 bar stools, bin and zig zag literature rack
If you would like to hire a furniture package, simply complete and submit the rental form by clicking here and we will arrange for an invoice to be sent to you.
Orders must be placed by 11 June to guarantee delivery. Onsite orders will be subject to availability and a surcharge.
If you wish to order anything additional then please contact Inspire Hire who have a comprehensive
selection of furniture and display products available for exhibitors to hire. You can view their full range and order online using their secure website
There is general Wi-Fi access throughout the hall which is sufficient for checking emails etc. but should not be relied on to show presentations or streaming etc. If you need any specific, secure or maintained connections, please order this with eForce by clicking here.
Rigging is not permitted at this event. All stands must be ground supported.
Exhibitors are requested to use common-sense precautions at all times and to ensure that all stand personnel wear their MIMS Learning Live conference badges. Should any suspicious or unidentified articles be discovered, they must be reported to the Organisers’ Office immediately. The security provided by the Venue has been implemented to prevent unauthorised access to the hall and not to secure the contents of your stand. Each Exhibitor is responsible for their property and necessary precautions should be taken.
Shell Scheme Extras & Stand Build Service
Anchor Exhibitions can print graphic panels to replace the standard white shell scheme panels. Anchor Exhibitions is also able to provide a full stand build service. Any queries should be referred to the Anchor Exhibitions Office on +44 (0) 1455 612 341 or email [email protected]
Storage is not permitted behind stands or in void areas of the hall for fire safety reasons. Exhibitors must make their own arrangements for the removal and storage of all packaging materials, crates, etc. Exhibitors are responsible for the removal of any pallets used to deliver goods to your stand.
Health & Safety Work Act 1974
This is the legislative foundation for all workplace Health & Safety Regulations. There are a number of areas of the Act which are of particular importance to the management of contract work:
• Provision and maintenance of safe plant and safe systems of work
• Safe handling, storage, maintenance and transport of work articles and substances
• Provision of information, instruction, training and supervision
• Provision of a safe place of work with safe access and egress
• A safe working environment with adequate welfare facilities These must be maintained for
exhibitors, contractors and employees of ANY company working on the site.
All exhibitors are required to complete a risk assessment.
The Risk Assessment shall cover as a minimum (but not limited to)
• the build-up of the stand
• the open period
• break down of the stand
Take into account the activities you and your staff will be carrying out on the stand and any potential risk to visitors e.g. using and displaying electronic equipment and ensuring all trailing cabling is hidden or suitably strapped down so as not to pose a trip hazard. Think of any interactive activities in which you may be engaging visitors. Will this require additional supervision, third party insurance etc?
However simple your stand erection is and the perceived risk insignificant, we require a Risk Assessment in writing from you showing that you have given due thought and attention to the construction process of your stand and the activities carried out on your stand during the event and any possible risks involved, be they very minimal or highly unlikely.
A blank form submitted or one with the blanket wording ‘no risks’ throughout will not be accepted as an adequate and accurate assessment. We ask for nothing complicated, just some common-sense listing of obvious things such as trip hazard from boxes, loose cabling, secure panel and display erection etc.
The risk assessment form is intended as guidance only and completion does not absolve you from your legal responsibilities or transfer them to MIMS Learning Live.
Shell scheme exhibitors should complete and return the Risk Assessment form by 14 June 2019 and send to [email protected] A template for guidance can be found below.
Space only exhibitors should ask their stand builders to submit their risk assessment along with stand design plans and a method statement by 7 June 2019 to [email protected]
Risk assessment guidlines download button (https://www.mimslearninglive.com/wp-content/uploads/2019/05/MIMS-LL-South-Risk-Assessment.docx)
Please ensure that all staff are briefed on the following emergency procedures.
Exhibitors and contractors are asked to check for suspicious objects and ensure that their personal bags and possessions are kept safely locked away at all times to prevent causing unnecessary concern or invite theft. Please be aware of the location of the nearest fire extinguisher and nearest emergency exit.
1. MEDICAL EMERGENCIES
All medical emergencies, including requests for ambulances should be reported to the venue’s Control Room immediately on 020 7598 2666 (internal 2666). Please do not call the emergency services directly, as this could waste vital time and result in inaccurate location and medical information being communicated to ambulance crews. Olympia London provides first aid assistance. Security personnel or the organiser should be contacted for help in the first instance. Alternatively, there is an emergency telephone with a direct link to the Control Room outside the venue’s first aid room, which is located on the Gallery/Level One.
2. SEARCH (“Staff Call 100”)
In the event of a bomb threat, you will hear the announcement (or receive the telephone call) as follows:
“ATTENTION PLEASE. ATTENTION PLEASE. STAFF CALL 100”
Do not leave the building. Inform your colleagues, and then assist in searching for suspicious objects in your work area. If you find a suspicious object, do NOT touch or move it. Clear the area of people calmly. Report to Control on 020 7598 2666 (internal 2666) giving the exact location of the object. Please do not cause undue concern to visitors at this stage.
If you receive a bomb threat directly on the stand, please obtain as many details as possible (see form overleaf), and then inform Control on 020 7598 2666 (internal 2666).
If you discover a fire, or a fire is reported to you, operate the nearest fire alarm call point FIRST, then inform Control on 020 7598 2666 (internal 2666).
If evacuation is necessary, you will hear the following announcement:
“ATTENTION PLEASE. ATTENTION PLEASE. HERE IS AN IMPORTANT ANNOUNCEMENT. IT IS NECESSARY TO ASK EVERYONE TO LEAVE THE BUILDING. PLEASE MAKE YOUR WAY CALMLY TO THE NEAREST EXIT. EVERYONE WILL BE RE-ADMITTED AS SOON AS POSSIBLE.”
Please leave the building by the nearest exit and assemble at your assembly point (Olympia Way, G Gate or L Yard), or in the event of a wider cordon, at Brook Green. Exhibitors and contractors should account for all their staff and report to Control on 020 7598 2666 (internal 2666).
5. STAND DOWN
The signal for a return to work is made by the cancellation of emergency procedures. The search procedure is cancelled by the announcement:
“ATTENTION PLEASE. ATTENTION PLEASE. STAFF CALL 100 IS CANCELLED.”
Whilst MIMS Learning Live will take every precaution to protect property during the event, they will not be held responsible for any loss or damage caused directly or indirectly by the exhibitor or any contractor, sub-contractor, servant, agent or invitee of his, or the act, omission or neglect of any such person or by any exhibit, machinery etc.
Each exhibitor is also responsible for all claims arising from personal injury or damage to property during the periods of build-up, show open and break-down.
Please be warned that standard company policies are often not valid when participating at an exhibition.
We strongly recommend that you ensure your insurance cover is sufficient and covers you fully in the event of a claim.
IMPORTANT: Exhibitors and their contractors shall take out and maintain at all times public liability and employee liability insurance against personal injury, death and damage to or loss of property for a limit of indemnity not less than £5,000,000 sterling (or its equivalent). The organiser shall be entitled to inspect the exhibitor’s public liability policy, which the exhibitor shall make available upon request.
Exhibitors must ensure that any appointed STAND CONTRACTOR has adequate and comprehensive employee and public liability insurance cover for the event.
All exhibitors are required to register and will receive a badge displaying the exhibition company and person’s name. Individual company badges will not be accepted. Allowance is made for two persons per stand, if you wish to bring additional exhibition staff please contact [email protected]
Please provide the names of your exhibition team by completing the Stand Personnel form by 14 June
If you have booked inserts in delegate bags please forward 1000 copies to the address below.
DEADLINE FOR RECEIPT: By Friday 14 June at the latest
MIMS Learning Live South
DELEGATE BAG INSERTS
69 London Road
The agenda is available online
Registration 08:00 – 09:15
Morning coffee break 11:00 – 11:45
Lunch 12:45 – 14:30
Afternoon coffee break 14:45 – 16:00
NB: All programme details are preliminary and subject to change
An exhibitor lunch station will open 30 minutes before delegates are due to break for lunch to enable exhibitors to return to their stands before delegates arrive.
As a sponsor or exhibitor at MIMS Learning Live South we will be sending you the MIMS Learning Live event logo to put on your own marketing materials to promote your attendance at the event.
To increase your visibility and drive delegates to your stand we also offer adverts in the delegate handbook and delegate bag inserts. For further information please contact:
Follow us on Twitter @MIMSLearning to be the first to find out about the latest #MIMSLearningLive 2019 news.
There is a variety of hotels and serviced apartments to suit every budget within close proximity of the venue.
A full hotel listing and booking service for individual accommodation requirements is available via the Olympia London website
If you are using helium-filled balloons on your stand, please make sure they are secured, as charges for recovery will be incurred if any float to the roof. It is preferable that you remove any helium cylinders from the venue before the show opens. However, if it is necessary for you to have a supply on your stand during the show, only one cylinder will be permitted at any time and this must be secured in an upright position. Please notify the organisers, as checks will need to be made by the venue’s fire and safety officer.
The cloakroom will be open from half an hour before the event opens until half an hour after it closes. There is a charge per item left.
Please ensure that you are familiar with the procedures to be followed in the event of an emergency at the venue.
The venue provides emergency first aid assistance to anyone who needs it. Please contact the nearest security personnel or the organiser’s office for help. Alternatively, there is a first aid room on the Gallery/Level One, from where help can be summoned.
If you believe an ambulance needs to be called, please ensure that this request is directed to the venue’s control room on 020 7598 2666. The staff’s knowledge of the venue and where to direct the ambulance could save vital time.
Any property found should be handed to the event security company. After the event, the venue’s lost property service can be contacted on 020 7598 5518
Olympia London recycles or reuses all waste. Certain items are separated on site: large quantities of paper, glass, plastics, wood (without nails) and flat-packed cardboard. Please separate these items from your general stand waste for collection.
Every visitor who comes to Olympia will have their bags searched. We therefore ask you to consider keeping bags and possessions to a minimum. Please also consider the size of your bag – we recommend just one small bag or handbag – to minimise the time it takes to search and gain access to the event.
The car parks are open from 0700hrs until one hour after the building closes (or one hour after the event closes on open days).
Smoking and vaping are not permitted in the venue at any time, in accordance with legislation. External smoking areas are provided. If you are a smoker, please consider others and use only the designated areas.
It’s quicker and easier to travel to the venue by public transport. We always recommend planning your journey in advance and checking for any travel disruptions before you leave.
Kensington (Olympia) station serves the venue directly and can be reached on the Overground service (one stop from Shepherd’s Bush on the Central line and from West Brompton on the District line).
For full details on how to get to Olympia via public transport please click here.
If you intend on driving please use postcode W14 8UX to set your sat nav.
All parking in the Olympia car parks is chargeable. Discounted rates are available for all-day bookings made online, in advance. Please visit https://olympia.london/visiting/parking/book-parking for further details and pre-booking.
All waste, except small quantities of litter, produced by your stand must be removed from the venue at the end of the end of the event. A charge will be made for disposal of any large items, such as boxes of literature, carpet and stand fitting materials.
MIMS LEARNING LIVE CONTACTS
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