8.1 at1 FT Center Policy and ProcedureFurniture and Things Community Event Center
Policy and Procedures
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Table of Contents
General Facility Use Guidelines…………………………………………….3-4
Hours of Opera?on……………………………………………………………...5-6
Reserva?on Procedures………………………………………………………7-11
Priority Scheduling……………………………………………………………12-14
Ice Rules………………………………………………………………………………..15
Turf Rules………………………………………………………………………….15-16
Addendum A Fee Schedule
Addendum B User Agreement
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GENERAL FACILITY USE GUIDELINES
PURPOSE
To establish procedures and policies applicable to all areas of the Furniture and Things
Community Event Center (FT Center) which promote respectful behavior to other users
and to the building. To promote the use of the facility for activities that support being
community oriented and financially self-sufficient.
DEFINITIONS
Facility User/User: An individual/group/organization utilizing a facility area in the FT
Center. May be referred to as “Facility User”, “User”, “Renter”. This
is the contact person during the reservation and permitting process.
FT Center: Furniture and Things Community Event Center
Rental Coordinator: This person works with renters/potential rentals to coordinate facility
use. This position may be The Facility Superintendent, Assistant
Facility Supervisor, or a designee.
All users within the FT Center must adhere to the rules here-in.
Renters of the FT Center must read and adhere to the rules outlined in the Facility
Rental Procedures outlined on page
The FT Center, its grounds, and parking lot are smoke-free and tobacco-free
including smoking, chewing, and vaping. The City reserves the right to close or reject
a user when in violation of the policy.
Due to the location of the FT Center and the inability to access the building without
crossing school district property, the FT Center is a gun-free facility.
Any alcohol on - site must be purchased from and served by a licensed caterer from
the FT Center’s approved caterer list. Minor consumption of alcohol, under the legal
21 years of age, is prohibited. (MN Statue 340A.503)
Animals are prohibited in the facility unless a licensed service animal and/or pre-
approved for an exhibit. Facility User is responsible to clean up all defecation and
provide proper cleaning supplies and chemicals for any animals on the property
(interior or exterior). The facility user shall be billed for any clean up deemed
necessary by FT Center.
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Youth groups (participants aged 18 and younger) must be chaperoned on a ratio of
one adult (18+) per ten (10) youth, or other ratio as FT Center staff deem necessary.
Children eight (8) years of age and younger must always be in direct supervision by
an adult/guardian in the facility/on FT Center property.
The use of sticks, pucks, or balls in the “off-ice” areas of the facility is prohibited.
Roller blading, roller skating, use of “wheelies” or skate boarding is not allowed in
the FT Center.
Foul, inappropriate, or offensive language is not permitted – verbally, written, or in
music.
Acts of vandalism or damage to the FT Center will be reported to the Elk River
Police Department.
The FT Center is not responsible for any lost or stolen property.
Conducting group events or parties in common lobby areas is prohibited. Users shall
be asked to utilize the meeting rooms for the specified rates.
One-hour limit for table use in lounge areas. Patrons are welcome to use the lobby
for viewing or dining.
Police in case of aggressive/violent behavior?
In case of inclement weather procedures
Use of sound system for ice/turf use
HOURS OF OPERATION
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PURPOSE
To establish operating hours that best meet the demands of FT Center users and promote
efficient use of the building and scheduling of staff to meet the financial expectations of the
facility.
DEFINITIONS
Peak Season A period of months where facility use is greater. Generally used as
the programming period for the primary activity of each area. This
includes September 1 – March 14 for ice and November 1 – April 30
for fieldhouse.
Off Peak Season A period of months where facility use is lower. Generally used as the
shoulder season for the primary activity of each area. This includes
March 15-August 30 for ice and May 1 – October 31 for fieldhouse.
Prime Time The most desirable time of day for facility use.
Non-Prime Time The least desirable time of day for facility use
GENERAL FACILITY HOURS
The Furniture and Things Community Event Center general building hours are for all areas
unless specified differently within this section. This coincides with the walking track hours
and is subject to change. Rental hours will dictate the facility hours beyond this schedule and
customers are subject to an after-hour fee when scheduling past these hours.
Peak Season Facility Hours (October – March)
Monday – Friday 7:15 a.m. to 8:00 p.m.
Saturday 7:15 a.m. to 8:00 p.m.
Sunday 7:15 a.m. to 8:00 p.m.
Holiday Refer to holiday schedule
Off- Peak Season Facility Hours (April – September)
Monday – Friday 7:15 a.m. to 4:00 p.m.
Saturday No set hours - determined by facility use
Sunday No set hours – determined by facility use
Holiday Refer to holiday schedule
Holiday Hours
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The facility will observe the schedule listed below for federal holidays.
Ice/Room/Turf rentals may be scheduled on holidays with a minimum of
two hours if staffing is available. Holiday building hours will be posted
if/when they vary from the general facility hours.
HOLIDAY HOURS OF OPERATION
Holiday Day/Date Proposed Hours
New Year’s Day January 1 As usage dictates
rd
Martin Luther King, Jr Day 3 Monday in January 7:15 a.m. – 8:00 p.m.
rd
Presidents Day 3 Monday in February 7:15 a.m. – 8:00 p.m.
Easter Sunday Sunday in March or April Closed
Memorial Day Last Monday in May Closed
Juneteenth June 19 7:15 a.m. – 4:00 p.m.
Independence Day July 4 Closed
st
Labor Day 1 Monday in September Closed
Veterans Day November 11 7:15 a.m. – 8:00 p.m.
th
Thanksgiving 4 Thursday in November Closed
Friday after Thanksgiving 7:15 a.m. – 8:00 p.m.
Christmas Eve December 24 As usage dictates
Christmas Day December 25 Closed
New Years Eve December 31 As usage dictates
SENIOR CENTER
Operating hours for the senior center shall be:
Monday – Friday 8:30 a.m. – 4:00 p.m.
Operating hours for weeknight and weekend hours may be approved by the Facilities
Superintendent.
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RESERVATION PROCEDURES
PURPOSE
To establish procedures and policies regarding the consistent scheduling of the Furniture
and Things Community Event Center. To provide staff and FT Center users with a guide to
ensure the efficient and accurate process of all facility rental requests.
DEFINITIONS
FT Center Furniture and Things Community Event Center
Facility User: The individual/group/organization authorized to use the Furniture
and Things Community Event Center as shown on the Facility Use
Permit.
Facility Use Permit: Document listing facility rental details agreed upon by Furniture and
Things Community Event Center staff and the facility user.
Rental Coordinator: Furniture and Things Community Event Center staff person assisting
the renter/potential renter with facility reservation, this could be The
Facility Superintendent, the Assistant Facility Supervisor, or other
designated employee.
Resident: A person residing within the City of Elk River. Residency is not
determined by the school district. P.O. boxes in Elk River do not
constitute an Elk River address. Disputes resolved by the Secretary of
State polling location: https://pollfinder.sos.state.mn.us/
Non-Resident: Any user not residing within the City of Elk River as determined by
the Secretary of State: https://pollfinder.sos.state.mn.us/
Tentative: The status of a reservation prior to submitting a payment.
Firm: The status of a reservation following a payment.
RESERVATION GUIDELINES
Renter Guidelines
All groups using designated rental spaces at the FT Center must have a firm permit or
contracted approval prior to facility use. No casual use is allowed. This includes the
Cornerstone Automotive Arena, the Kiser Construction Arena, the turf fieldhouse, the party
room(s), the Senior Activity Center, the flex space, the upper lobby, and the meeting
room(s).
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One (1) contact person who will be present during the entire event (18 years or older) must
be designated to coordinate and confirm all aspects of the rental with an FT Center
representative prior to the event date. This user agrees to pay the City of Elk River for rental
of the facilities and amenities listed on the permit and will be responsible for adhering to the
reservation times and guidelines for themselves and their guests.
Organizations with more than one division (i.e. youth athletics) will be required to identify
one (1) contact person to schedule the facilities for each division or group within their
organization.
Residents may not reserve the facility for a non-resident.
Residents must reside in the City of Elk River at the time of the rental.
P.O. Boxes do not constitute an Elk River address.
Any disputes regarding residency will be resolved through the MN Secretary of State’s
polling location website.
Renter cannot sublet, transfer, or reassign the reservation.
By signing this form and paying the rental fee, the customer agrees to follow the rules
herein.
General Guidelines
Renters must comply with all City Ordinances, Minnesota State statutes, and Federal
Building Laws for use. Violation of these rules may result in the denial of future use of the
FT Center. Denial of use does not exempt violators from possible prosecution under
applicable City Ordinances, State or Federal Laws.
The FT Center, its grounds, and parking lot are smoke-free and tobacco-free including
smoking, chewing, and vaping. The City reserves the right to close or reject a user when in
violation of the policy.
Due to the location of the FT Center and the inability to access the building without
crossing school district property, the FT Center is a gun-free facility.
Renter assumes full responsibility for any unlawful act(s) committed in the facilities listed on
the user permit during the reservation time.
Renter must provide adequate adult (18 years or older) supervision of all minors during
the event.
All minors must stay in facilities listed on the user permit during your event.
Event cannot exceed maximum capacity due to fire safety:
o Party Rooms- 155
o Meeting Rooms-134
o Flex Space- 251
o Upper Lobby-228
o Fieldhouse-568
At their discretion, FT Center staff may:
o Order the removal of any offender.
o Order immediate removal of all alcoholic beverages from premises.
o Revoke the rental contract immediately and order all persons from premises.
No exits, firefighting, or emergency equipment in any area of the facility can be blocked or
covered for any reason.
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All electrical equipment must be U.L. (Underwriters Laboratories) approved. If not, it will be
removed from the premises.
Operation of any heater, barbecue, heat producing or open flame device, candles, lanterns,
torches, welding equipment, smoke emitting devices or material in the FT Center must have
written authorization by FT Center Management. No fog machines allowed.
If security is deemed necessary by the FT Center an $80/hour charge with a 4-hour
minimum will be added to the permit fee.
Animals are prohibited in the facility unless a licensed service animal and/or pre-approved
for an exhibit. Renter is responsible for cleaning up all defecation and provide proper
cleaning supplies and chemicals for any animals on the property (interior or exterior). The
facility user shall be billed for any clean up deemed necessary by FT Center.
The FT Center is not responsible for any lost or stolen property.
FT Center Staff cannot store, nor take responsibility for any of the renter’s property
including media devices and personal AV equipment.
If deemed necessary, the City reserves the right to substitute a meeting room other than that
stated on the Rental Permit, to minimize conflicts of compatibility, space, and scheduling.
Fees
All payments including facility rental, use of amenities, security fees (if required by FT
Center), and damage deposit are due in full at the time of booking.
Fees cover the use of the facilities/amenities according to the hours indicated on the permit
only, and do not allow access or admission to public ice/turf programs.
Rental times must include all set-up/decorating/deliveries and clean up time by the
renter and all contracted service providers. Occupancy of the reserved facility after the
time indicated on the permit will result in additional rental fees charged to the renter. No
items are to be left overnight.
Fees/Amenities for each rental space include:
o Ice - includes a clean sheet of ice for the length of time reserved, up to two locker
rooms, and hockey nets as needed (must be requested at the time of rental)
o Fieldhouse - includes use of the fieldhouse and batting cages (for full turf or north
end rental- must be requested at the time of rental).
Tables and chairs are available to rent for an additional fee.
Use/closure of the walking track is not included in fieldhouse rental.
o Rooms – Tables and chairs allocated for each space, wall mounted tv (where
applicable), sink/counter space (where applicable).
Additional tables and chairs are available to rent for an additional fee.
A/V equipment including podium, microphone, speaker, zoom/cart tv are
available to rent for an additional fee.
Basic assistance with FT Center A/V equipment is included in the rental fee and should be
confirmed when placing the reservation. Requests for additional equipment and/or
assistance will be an additional expense to the User. FT Center staff cannot assist with A/V
equipment not owned by the FT Center.
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Rental spaces with all purchased amenities will be set up and available 15 minutes prior to
the time listed on the permit unless previously coordinated with the renter.
Large Scale Event Guidelines
Large scale events are defined as any events that are open to the public whether admission is
charged or not.
Facility Renters/Vendors at trade show/craft show/expo engaged in the business of making
retail sales at the FT Center may require sales tax permits. Facility Renters/Vendors are
responsible for filing sales tax and must have a Minnesota Sales and Use Tax Permit on their
person during the event. This includes, but is not limited to, silent auctions, craft shows,
business seminars selling products, fundraisers, etc.
Materials used in the construction of displays, such as draping, table-coverings, banners,
props, scenery, greenery, trees, and shrubs must be fire resistant. All vendors at trade
shows/expos/craft shows, etc who have a canopy or covering on their display must have a
minimum 5# fire extinguisher usable for class A,B,C fires in their booth. The FT Center has
a limited number of extinguishers available to rent.
Large scale events must maintain a minimum aisle width of 10’ with cross rows every 30’. All
aisles must be kept clear, clean, and free of obstructions.
Decoration Guidelines
The FT Center does not provide linens, paper products, ice, food storage, serving pieces,
dishes, flatware, or décor for events.
Confetti, pinatas, glitter, bird seed, rice, rose petals, feathers or similar items are not
allowed.
Décor may not be added to the floor, ceiling, or lights.
Décor may be added to the walls with blue painters’ tape (tape not provided by the FT
Center), as well as table décor, flowers, and balloons.
Stick-on table skirts are not allowed.
Renters may not decorate public areas (bathrooms, entrance, lobby, etc) without
approval from the FT Center.
Decorations cannot inconvenience any other group.
Renter is responsible for putting all trash/recycling in the provided receptacles upon
completion of rental and for providing coverings to protect furnishings (i.e. table
coverings for craft projects with paints, construction requiring adhesives, etc.). Renter
shall be billed for any excessive clean up deemed necessary by FT Center.
Food Guidelines
Groups of 75 or less may bring food and non-alcoholic beverages. Groups over 75 must
have all food/beverage needs met by an approved caterer on the FT Center catering list.
Staff members resereve the right to inspect coolers and large containers.
Renters hosting a large-scale event including but not limited to craft shows, trade shows,
vendor shows, expos, etc who wish to have food service in addition to the FT Center
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Concession Stand (available as schedule/staffing allows) must work with a caterer on the FT
Center’s approved caterer list. If the user would like to work with a different caterer, the
caterer must be added to the approved list by submitting the required paperwork/signed
contracts available from The Facility Superintendent.
All alcohol in the FT Center must be purchased from and served by a licensed caterer from
the FT Center’s approved caterer list. Alcohol must only be served in the spaces listed on a
user permit. Minor consumption of alcohol, under the legal 21 years of age, is prohibited.
(MN Statue 340A.503)
All food trucks on FT Center property must have pre-approval (including location) from FT
Center management. Only food trucks on the City’s approved list may vend on City
property. For current list, visit: https://www.elkrivermn.gov/1531/Mobile-Food-Units.
Food trucks are not allowed inside the FT Center by order of the Fire Marshal.
Music, Audio and Entertainers
Music and Audio:
o Staff will monitor noise to ensure it’s at an appropriate level
o Nosie level should not disturb other guests using the FT Center.
o Needs to be done 30 minutes prior to the end of the event.
Inappropriate language is prohibited either verbally, in writing, or in music.
Entertainers must be completed with all take down by the end time listed on the permit
to avoid additional charges to the user.
Fog machines are not allowed.
Clean Up
Renters must remove all items from rented space at the end of their reservation.
o This includes third-party rentals and catering.
Renters must put all trash/recycling in the receptacles provided.
Renters must remove all decorations.
o The FT Center is not responsible for items left on site.
Event and cleanup must be completed by the end of the reservation time listed on the
permit.
Damages
Renter is responsible for all damagse incurred in the facility rented during the reservation
time listed on the permit.
Renters will be charged actual costs for any damage caused to the facility.
Cancellations and Refunds
Cancellations must be submitted in writing.
Reservation deposits are non-refundable.
Liability
Renter is responsible for:
Management and appropriate conduct of all group members and guests.
Any loss, breakage, or damage to the rooms, equipment, or other FT Center property.
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Any damages incurred by the facility.
Any personal injuries and/or property damage caused by yourself or your employees,
officials, agents, and guests.
The City of Elk River is not liable for any loss, damage, injury, or illness of the renters and
guests of the FT Center.
Insurance Requirements
The renter shall provide a copy of their liability insurance with a minimum of the following
requirements:
$1,000,000 coverage
Insurance shall include liability for injury, death, and property damage.
The insurance company must be licensed to do business in the state of Minnesota.
The FTCenter must be named as an “additional insured” on the policy.
At least (7) seven days prior to the first event scheduled by the renter, the renter must
give the FTCenter a certificate of insurance showing the required coverage
PRIORITY SCHEDULING
Ice Rental Priority Scheduling
Ice is scheduled on a seasonal basis September – May in the following order:
FT Center programs including but not limited to: Skating Academy, Breakaway
Hockey League, Open Skating, Stick and Puck, Open Hockey, etc.
FT Center contracted ice users including but are not limited to Elk River High
School, Elk River Youth Hockey, Elk River Figure Skating Club, Two Brothers
Hockey - these groups are billed after ice use by the City of Elk River.
Outside user reservations on a first-come first-served basis. These groups pay in
advance to the FT Center directly.
Special Note: Due to the nature of the Furniture and Things Community Event
Center operations, there may be a need to coordinate and schedule private,
commercial/business or non-resident civic group in advance of the priority
scheduling guidelines as outlined above. When staff feel consideration as been
given to the previous year’s use of a particular area and/or programming needs,
these requests will be processed (i.e. Community Room for a private event,
conference, training, trade show, special event, etc.).
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Turf Rental Priority Scheduling
Turf rentals are scheduled on an annual basis January – December in the following order:
FT Center programs including but not limited to Makers Markets, recreational
programming, open turf, etc.
st
Elk River groups/Elk River youth associations beginning January 1 for the following
year (i.e. Open January 2023 for January -December 2024). These groups have 30 days to
reserve time before it is made available to outside groups. To hold the scheduled time,
Elk River groups are allowed to put 50% of their total reservation fee down, with all
remaining fees to be paid in full 30 days prior to their first scheduled event.
Non - Elk River renters can schedule turf for the following year February 1
(i.e. Beginning February 1, 2023 non-Elk River renters/associations can rent turf for
January - December of 2024.) Non-Elk River renters must make their payment in full at
the time the schedule is reserved.
Room Rental Priority Scheduling
Room Rentals are scheduled on a first come, first served basis in the following order*:
FT Center events/programs
Senior Activity Center programs
Outside users with payment due at the time of reservation.
*Exception: The Senior Activity Center which is unavailable to rent Monday – Friday
8:30 a.m. – 4:00 p.m. and is available to rent outside those hours to members only.
SPECIAL FEES/DAMAGE DEPOSITS
A. A special use fee may be required in some events/activities. This fee will be applied
to cover unusual, anticipated expenses, such as excessive clean-up, unusual set-up,
excess electricity, or phone usage, and/or damages associated with the user’s
program or events. The special user fee is payable at the time the reservation is made
and will be held until it has been determined by the City if any or all the fee was
used. Any unused balance will be returned to the user and/or invoiced.
B. A damage deposit in addition to the rental fee required as per defined under
Section , Damage Deposits. This fee shall be returned within two (2) weeks after the
event if no deductions are necessary. Violation and/or failure to adhere to all
guidelines may result in denial of future permits for the use of the facility and
forfeiture of damage deposit.
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Cancellations and Refunds
A. All cancellations must be received no less than fourteen (14) days prior to the rental
time to be eligible for a refund.
B. Refunds more than 14 days prior to scheduled use will receive a 50% refund.
C. Refunds less than 14 days prior to scheduled use are not eligible for a refund.
D. All refund requests will be charged a $10 cancellation fee.
E. Refunds will not be issued for no shows.
F. The user should confirm their reservation by making the following two payments:
Pay the rental total. This amount is shown on the Facility Use Permit. This
payment may be made in the form of cash, check, or Visa/MasterCard. In all
cases, checks may be made out to City of Elk River.
Pay the damage deposit. A damage deposit is collected from all facility users
and is returned 1 to 2 weeks after the rental event. This payment is returned
provided no damages have occurred to the renter space and no tape or
adhesives have been used in the room. Damage deposits may be made with a
personal check. Cash is not accepted. To assist with the return of this
payment we ask that the user pay the indicated damage deposit total separate
from the rental total.
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ICE USER GUIDELINES
All ice users are expected to adhere to the general facility use guidelines, in addition to the rules
listed below.
Those participating in ice activities assume all inherent risks and responsibilities, whether
spectator or participant.
All ice use must be scheduled and paid, no casual use.
The Renter listed on the permit is responsible for the actions of all ice users during the times
listed on their permit.
Renters will not be allowed on the ice prior to the time listed on their ice rental permit.
Users will not be allowed to stay on the ice after the time listed on their ice rental permit.
The players gate must remain closed and users off the ice during resurfacing.
Consumption of food and beverages (except water) is prohibited on the ice and in the
player’s benches.
All ice users must wear skates.
Only skate assists are allowed on the ice, no chairs.
Taunting or disturbing of participants (players, coaches, or officials) by other participants or
spectators will not be tolerated.
Alcohol use is prohibited on the ice or in the locker rooms.
The use of sticks, pucks, or balls in the “off-ice” areas of the facility is prohibited.
Spitting on the floor, in the sinks, or in the drinking fountain will not be tolerated.
Player’s bags are not allowed in common areas of the facility, including, but not limited to,
the lobby, restrooms, locker room hallways, etc..
Damage beyond reasonable use to the ice or the locker rooms will be reported to FT Center
management.
The FT Center does not supply cords for connecting to the rink sound systems and staff will
monitor it’s use for noise levels and appropriate content.
TURF USER GUIDELINES
All turf users are expected to adhere to the general facility guidelines, in addition to the rules listed
below:
All field house use must be reserved and paid for or approved under contract – no casual
use.
The renter listed on the permit is responsible for the actions of all turf users during the time
listed on the permit.
All minors (under 18) must be under adult supervision throughout the time listed on the
permit,
The fieldhouse will be opened 15 minutes prior to each scheduled event and closed
promptly after each rental period ends.
All fieldhouse users must enter through the front entrance.
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No fieldhouse entry is allowed from the walking track area.
Only the turf and batting cages (where applicable) are included in turf rental.
o Turf rental does not include tables or chairs which can be rented for an additional
fee.
o Turf rental does not include use or closure of the walking track.
o Turf rental does not include use of the north end of the fieldhouse on the opposite
side of the white wall.
Any turf user who wishes to leave equipment in the fieldhouse must have prior permission
from the FT Center management on a seasonal basis and does so at their own risk.
The FT Center is not responsible for any lost or stolen items.
All ½ turf rentals will have the center divider curtain down.
Use of batting cages must be requested at the time of rental for full turf or north end turf
rentals.
Only authorized personnel may operate the batting cages/center divider.
Sunflower seeds are prohibited.
Food/alcohol consumption (excluding water) in the fieldhouse is not allowed, except with
pre-approved or catered events.
No glass containers are allowed in the fieldhouse.
Only controlled hitting (bunting or by a coach) is allowed outside of the batting cages.
Do not throw or hit balls against the fieldhouse perimeter nets, the center divider, or the
ceiling.
Only plastic/rubber cleats are allowed.
The FT Center does not supply cords for connecting to the fieldhouse sound system, and
staff will monitor it’s use for noise levels and appropriate content.
Renters must clean up after themselves.
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