Student Center

Procedures

Operating Hours

Reservation Procedures

Priority Programs

Facility Areas and Function Spaces

Audio Visual Procedures

Food and Beverages

Advertising and Decorations

Smoking

Sales and Solicitation

Student Center Space Allocation

Newspaper/Magazine Distribution

Lost and Found

Candles

Removal of Equipment

Plaques

General University Procedures

Services and Departments

Operating Hours

The operating hours for the Hughes-Trigg Student Center are determined by the Meeting and Events Coordinator and the Executive Director of Student Life with input from the operating areas of the Center. The operating hours and building calendar are determined by March 1 of each year. Requests for changes in the operating hours or in the building calendar must be made in writing to the Meeting and Events Coordinator and the Executive Director of Student Life who will have the authority to make modifications to the schedule.

Access may be granted to certain areas of the building at times other than normal operating hours. The West Lobby and Post Office area on the ground floor will be accessible to the University community 24 hours a day. The third floor offices will be accessible to designated individuals on a 24 hour pre-approved basis. Twenty-four hour access is granted to any student or staff member who has an office on the 3rd floor or is an officer of a student organization based on approval by the Executive Director of Student Life.

Various departments and areas within the Student Center have established their own operating hours. Please be sure to check with individual areas as to their operating hours during the year. The Meeting and Events Coordinator will determine the extension of operating hours for various facilities such as the Varsity. If these areas are open past normal operating hours, a custodian or an SMU PD officer must remain on duty to ensure building security.

Changes in the building hours MUST be posted at each entrance to the building at least 72 hours in advance of the changes. Alteration of this schedule must be approved by the Meeting and Events Coordinator.

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Reservation Procedures

All meeting spaces in the Student Center must be reserved through the Meeting and Events Coordinator. Priority is given to SMU chartered student groups and University departments. Reservations may not be made for any regularly scheduled academic class.

Student Center Event Fees

To avoid a late fee we recommend you prepare for your event in advance, and take care of the building and its equipment when in use. The following fees are charged to internal groups and external groups under the following conditions:

  • When HTSC staff must take extra time out of their day to reset a room.
  • When a group's meeting or event requires excessive housekeeping to clean up.
  • When damage to the facility, its furnishings and equipment, happens.
  • When equipment or rooms are requested late.
  • When a group fails to show up to their reservation.
  • When a group has an event need that requires a work order to be placed, the group is charged for any fees incurred with Facility Services.
  • When a student group fails to clean the West Bridge Windows at the conclusion of their reservation.

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Priority Programs

Acknowledging that some traditional events and programs should have precedence on the calendar, Priority Program reservations (formerly known as Cornerstones) shall be deemed to have priority scheduling status due to their unique nature. The HTSC Reservations calendar will open for Priority Programs in early February—the exact timeline will be communicated to those who meet Priority status. Priority Programs shall be booked into the Hughes-Trigg reservations calendar as soon as the official football schedule has been approved and prior to regular reservations being booked.

Selection Process

This procedure permits selection of a limited number of programs that must happen annually in the Student Center at a prescribed time. The Priority Programs should remain constant from year to year, the dates will only change as the University calendar dictates. Once these have been selected, any new Priority proposals will need to be submitted to the Student Center Committee within Student Senate for review.

Priority Programs meet at least one of the following criteria:

  • The event is historically significant or otherwise important to the entire University community;
  • HTSC has unique resources that cannot be found in other areas on campus;
  • The program must be offered annually at a specified time of year by an SMU department or a chartered student organization;
  • The attendees must be primarily from the SMU Community (current SMU student, faculty, or staff).
  • Program design will aid in student recruitment and retention efforts.

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Charges and Rate Classifications

Determination of charges and rental rates will be made by the Meeting and Events Coordinator. Our rate schedules are determined as follows:

Criteria SMU (Internal)
Non-SMU (External)
 Will the participants pay a fee to attend the event?
 If yes, then fees for room rental and AV are charged.
Fees for room charges, event equipment (e.g., podiums and stage sections), and AV are incurred.
 Is an SMU department or student organization planning the event?
 If no, or if a department is co-sponsoring the event with an outside organization, then fees for room rental and AV equipment and services are charged.
 Fees for room charges, event equipment (e.g., podiums and stage sections), and AV are incurred.
                 

Failure to pay in the prescribed time frame may result in the loss of Student Center reservation privileges. 

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Room Deposit

Reservations incurring a cost will require a non-refundable deposit for the full room charge amount, which must be received in advance to assure confirmation of the reservation. Payment of remaining services and reservations will occur after the reservation date has passed.

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Damage

It is expected that all function spaces will be returned to their original condition. Individuals or groups reserving space will be charged for any damages to the Student Center facility and/or its equipment. The charge will be equal to the cost of repairs. Damages shall be itemized and could result in the loss of reservation privileges.

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Cancellation of Room Reservations

The Meeting and Events Coordinator should be notified when a group will not be using a space that has been reserved as soon as that determination is made.

  1. If two bookings within the same reservation, or two separate reservations made by the same group are not canceled during any one semester, the reserving group's contact will receive written notification and be subject to the following:
    • The group's privilege to use space in the Student Center may be suspended;
    • Repeat violation of the cancellation procedure may result in loss of privileges to reserve space in the Student Center;
  2. Cancellation of reservations made by rental clients must be made at least three (3) days in advance of the reservation. Failure to cancel within 3 days will result in a room reservation charge at the full day rate for each day's reservation not canceled. Repeat violations of the cancellation procedure may result in loss of privileges to reserve space in the Student Center.

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Loss of Privileges

Violation of University or Student Center procedures may result in the loss of the privilege to use the facility and/or referral through the University conduct system.

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Facility Areas and Function Spaces

Reservations for all HTSC spaces, except for the conference rooms within individual suites, are made through the Meeting and Events Coordinator.

  • Food and beverages are allowed unless otherwise stated.
  • The maximum allowable length of any one reservation is seven (7) days.
  • Permission in writing from the Meeting and Events Coordinator is required to hang banners, signs, or advertisements in meeting rooms and in the common areas and hallways of the building.
  • The Student Center does not provide overnight storage and will assume no liability for materials left in the building.

Following are information related to specific reservable spaces:

The Varsity/Courtyard

Since the Varsity and Courtyard serve as dining seating for the Mane Course, the space may be reserved during dining service hours as long as the event is open to the SMU community so that diners may still access seating. Please refer to SMU Dining's home page for the most current hours of operation.

Pre-function Area (Centennial Hall)

Sales may be conducted in the Pre-function in keeping with the Student Center vending procedure. All sales must be in conjunction with programs - i.e. book sales as part of a lecture, cultural heritage as part of an educational program. All sales must be in keeping with the nature of programs.

Theater

  • Food or beverages are not allowed in the Theater at any time. 
  • The equipment in the Theater must be operated by a member of the SMU OIT AV Team. Groups will be charged (at the appropriate rate schedule) an hourly fee for set up time, operation, and tear down of equipment by the technician with a minimum fee for any reservation that requires a technician. If the reserving group needs technical assistance that cannot be provided by a Student Center technician, the group may ask OIT's Director of AV Services and HTSC's Meeting and Events Coordinator for permission to have other technicians working in the Theater. The group must hire one Student Center technician to work with the outside technician during set up, operation, and tear down.

Commons

When the Commons is not being used for programming, it is a lounge area for the SMU community.

Crossing

Spaces may be reserved by one group for a maximum of three consecutive days, twice a semester. The space behind the counter area is divided into three sections for use by groups using the corresponding booth. The size of each section is 3'6" x 2'2". Signs may be hung in front of the designated space or the bar behind the counter. DO NOT HANG SIGNS OR BANNERS ON THE BACK WALL.

The Crossing is used as overflow for West Bridge table reservations for campus groups. When space is available

For more information on pricing for the Crossing for groups unaffiliated with SMU, and to reserve the Crossing please visit the Plan Your Event page.

West Lobby and West Bridge

The West Lobby is not a reservable space. However, it is used as a rain location for tables that had a prior reservation outside by the West Bridge. Special accommodations may be made for chartered student organizations wishing to decorate the lobby area and the West Bridge Windows. These arrangements are made through the Meeting and Events Coordinator, and permission is granted in writing via the HTSC Reservations email account.

University departments, chartered student organizations, and temporary student organizations may reserve a table in the West Bridge through the Hughes-Trigg Student Center. Tables may be reserved for the following:

  1. Promotion of an upcoming event/activity sponsored by the department or organization
  2. Membership recruitment
  3. An event such as a contest, prize give away etc..

All University policies, Student Code of Conduct, Hughes-Trigg Student Center procedures, and state and federal laws and regulation must be followed.

Student organizations, University departments or any individual desiring to reserve a table for the purpose of informing and/or expressing a viewpoint, opinion, make a political statement or any similar activity will be directed to reserve the Speaker’s Corner area and follow the appropriate procedure for that area.

Reservations

To reserve a table at the West Bridge please visit the Plan Your Event page.

Commuter Lounge

The purpose of the Commuter Lounge is to provide a place to address the unique needs of students who commute to campus. Informal meetings and social activities may be held in this facility that promote its purpose.

Reservations

The Commuter Lounge is generally not a reserveable space. Exceptions may be granted by the Meeting and Events Coordinator on a case-by-case basis.

Lockers

  1. The lockers in the Commuter Lounge are made available to commuter students only. Locker reservations are made by the academic year a semester at a time.
  2. The Mane Desk student staff will be responsible for overseeing the allocation of lockers. Commuter students who wish to reserve a locker will complete a "Locker Registration Form" that will be made available at the Mane Desk. If a locker is available, it will be assigned to the student for the semester.
  3. All items must be removed from the locker at the end of the rental term. If a student wants the locker for another year, a new form must be submitted. A student may use the same locker from the fall semester through the summer semester. At the end of the summer the locker will be cleaned out and combinations will be changed for the fall.
  4. Items not removed from the locker at the end of the semester will be removed and donated.

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Audio-Visual Procedures

Introduction

The Student Center's goal is to provide high quality audio-visual equipment and trained technicians to groups utilizing the building for meetings and events. Outside audio-visual equipment is not allowed in the Student Center without the permission from the Meeting and Events Coordinator and the OIT Director of AV Services.

General Guidelines and Procedures

  1. The Student Center audio-visual equipment may not be moved or operated except by or under the direction of an AV technician. Violation of this rule may result in the revoking of reservation privileges and may also result in charges in accordance with any damage caused.
  2. You may reserve equipment in HTSC through the Meeting and Events Coordinator. Priority in room reservations will be given to groups that need equipment housed in a particular facility. Reservations must be made or confirmed with the reservations office at least five (5) business days prior to the event.
    • Fees for use of equipment will be structured based on the equipment used and the personnel required to operate equipment. Every effort will be made to honor a last-minute request for A/V equipment, however, a late-fee will be assessed.
  3. Audio-Visual equipment may not be used outside of the Student Center. For more information on renting audio-visual equipment outside of the Student Center please see OIT’s official policy and request form here.

Please Note

  1. Groups are charged (at the appropriate rate schedule) for equipment that is requested and delivered. Whether the equipment is actually used does not matter. Please be sure you need the equipment before ordering it to avoid unwanted charges.
  2. The OIT AV Services also has classroom support responsibilities across campus. There are many events which happen at the same time in HTSC and around campus which use audio-visual equipment. Every effort is made to accommodate last minute requests but the staff will accommodate requests at their discretion. HTSC has a limited amount of equipment and staff available, so please plan ahead and let us know your needs so we can accommodate you.

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Food and Beverages

The Mane Course and the Market (which includes kitchen and preparation areas) are the responsibility of Aramark Dining Services and may not be used unless specific permission is granted from their department. Outsider caterers are not permitted to use these spaces to prepare food in any area of the Hughes-Trigg Student Center. The client is responsible for disposing of trash in an appropriate manner, or a cleaning fee may be charged.

The Hughes-Trigg Student Center primarily works with SMU Catering but we are not exclusive to SMU Catering.

All clients hosting a meeting or event in HTSC are responsible for making arrangements for catering services. Clients who wish to bring in outside food and/or beverage services must follow the following guidelines: 

Food and beverages delivered by outside food service provider and/or prepackaged store brought items must be in its original packaging or individually wrapped.

The department and/or organization is responsible for following University policy which requires that the outside food service provider has appropriate health certificate and certificate of insurance filed with the Office of Risk Management. SMU organizations and departments should have copies of these certificates on file among their records.

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Advertising and Decorations Procedure

Introduction

Advertising and promotion within the Hughes-Trigg Student Center is allowed for advertising events sponsored by SMU organizations and departments. Persons wishing to post advertising or conduct promotions must conduct the activity according to the following guidelines:

  1. Signs or banners should be posted on bulletin boards, not in any common areas or hallways.
    • Directional signs and banners cannot be posted on walls around the building without the written permission from the Meeting and Events Coordinator or his/her designee.
    • Directional signs, if approved, must be freestanding. They must be set up and removed by the client.
  2. The size of signs must not exceed the dimension limitations for the space upon which the sign will be posted.
  3. Good judgment should be used in content of signs:
    • Signs should not be of questionable taste or be blatantly offensive to any group on campus.
    • All signs shall be in compliance with University policy and State law. (The availability or sale of alcohol may not be advertised on campus.)
  4. If a ladder is needed to post material on this bulletin board, the sign must be hung by a Student Center staff member.
  5. If additional labor is needed after your event to clean up after your group or remove decorations this will result in a cleaning fee.

The Commons

Only campus departments, chartered student organizations, and temporary student organizations may hang banners in the Commons. Requests can be submitted through Orgs@SMU). (Please note SMU credentials are required.)

Commons Banner Guidelines
Banners must meet the following criteria in order to be approved for posting in the Commons:

  1. Banners must promote a campus-wide event that is open to the SMU community.
  2. Banners must include the sponsoring organization/department name, event name, date, time, and location of the event.
  3. Banners may hang for up to one week. An additional week may be requested by submitting a new request form. Approval will be granted if space is available.
  4. Only one banner per event may be posted. Exceptions can be made on a case-by-case basis by the Meeting and Events Coordinator.
  5. Sponsoring organizations are responsible for hanging banners and removing them after the event, as well as providing the material to hang the banners. Banners are to be secured to the upper railing of the Commons’ second floor with string, ribbon, zip ties, or other non-sticky methods. The use of tape is strictly prohibited as it can damage the railing. Please note organizations who violate these guidelines will be charged the cost of repairs.

Size Guidelines

  • Horizontal banners: minimum 6’x4’; maximum 8’x4’.
  • Vertical banners: minimum 3’x6’; maximum 6’x6’.

Decorations for Events in Hughes-Trigg

Our goal is to create a vibrant student center. We comply with all SMU policies in order to minimize risk to the University, our clients, and the facility. Everyone using the Student Center is expected to adhere to the following:

  • Decorations/displays must be free standing and leave eighteen (18) inches from the ceiling to meet fire code. Please do not use nails, pins, or tape of any kind to place signs on painted surfaces or woodwork.
  • Do not hang materials from the fire sprinkler system, light fixtures, draperies, or the ceiling.
  • T-pins may be used to hang light banners and paper decorations to the Ballroom fabric walls only.
  • Candles, open flames, fog machines, and glitter are prohibited in the building.
  • Keep doorways, halls, and stairs unobstructed by decorations and equipment so that everyone can exit safely.
  • The Meeting & Events Coordinator must approve any window painting and/or decorations/displays in the Student Center at least a week in advance. A work order will be placed with Facility Services for any work requiring their assistance. The sponsoring organization will be responsible for any charges incurred from work orders, and will be informed of and approve these charges before they are processed.
  • The sponsoring organization will be charged for any repair costs resulting from the use of decorations that damage the building.
  • Arrangements for special equipment or decorations provided by a vendor must be approved in advance with the Meeting & Events Coordinator or, in the case of audio-visual decorations, the Director of AV Services.
  • All decorations, display materials, and agendas must be removed by the reservation end time listed on your estimate. Anything left behind will be disposed of, and a clean-up charge may be assessed.
  • Whenever there is a question on the use of something not listed above, it is the sponsoring organization’s responsibility to ask the Meeting & Events Coordinator by emailing HTSC_Reservations@smu.edu.

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Smoking

Smoking is not permitted in the Student Center or within 25 feet of the building. Smoking is not permitted in the Courtyard or at the West Bridge.

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Sales and Solicitations

Introduction

The sale of goods and services not related to a program may only be conducted from the Crossing located on the main floor of the Student Center. Persons wishing to sell or organizations wishing to distribute materials must conduct the activity according to the following guidelines.

  1. Sales and distributions will be conducted only at the Crossing on weekdays between the hours of 10:00 am and 4:00 pm.
  2. The Crossing is available for rental during the fall and spring semesters only.
  3. Commercial vendors are required to pay a fee of $150.00 per day for one third of the Crossing, or $375.00 for the entire Crossing, before gaining access to a space. (Checks payable to SMU Student Center with the Reservation number in the memo line).
Sales in other parts of the Student Center will be conducted in accordance with university policies and procedures. As a general rule, sales may only be conducted when they are part of the program - i.e. sale of art on display in the Gallery, sale of books at a lecture, etc.

Procedure

  1. The Meeting and Event Coordinator will determine whether the request is for a group to sponsor a commercial vendor, whether it is a sale or distribution solely by a student group, or if it is the distribution of information or materials by a non-campus group. Once that determination is made, the Meeting and Event Services Coordinator will determine whether appropriate space is available on the dates the group is requesting. If the space is available, a hold will be placed on the area and the group will be given an "Event Estimate", or "Estimate" for short, to complete.
  2. Signed Estimates will be returned to the Reservations Office within Student Activities for review. Vendors seeking to co-sponsor a sale with a student organization must seek approval from the Meeting and Events Coordinator. Vendors wanting to rent the space in the Student Center as a tenant must be approved by the Executive Director of Student Life and SMU's Department of Legal Affairs. Groups will be notified in writing whether or not their sale is approved. If the sale is approved, the Meeting and Events Coordinator will be notified by copy of the approval document area to be reserved.

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Student Center Space Allocation

Introduction

The Student Center has a number of spaces that are leased to various tenants in order that certain services can be provided to the University community. These spaces may be leased to University department or by a vendor from outside of the University.

General Guidelines and Procedures

  1. All organizations wishing to rent space in the Student Center are to submit a written proposal to the Executive Director of Student Life.
  2. All lease operations in the Student Center will be reviewed every year to insure that the tenant operates in accordance with the following guidelines:
    1. The lease operation is catering to the needs of the University community and that the majority of business conducted by the tenant is with SMU students.
    2. The lease operation is conducting its business in accordance with University and Student Center procedures and within the ACUI philosophy.
    3. The activities of the lease operation is deemed appropriate to the general educational interests and purposes of the University.
    4. The activity does not interfere with the reasonable use of the facility by the University community in its curricular and extra-curricular pursuits.

Leases to non-university tenants will be awarded based on a competitive bid process.

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Newspaper / Magazine Distribution

Introduction

The free exchange of ideas and political debate is central to the role of the Student Center, therefore we encourage a range of informational materials available to our community. Philosophically, we wish to foster an attitude of understanding and openness in our efforts and we will not tolerate materials which do not respect the rights of all the members of our community. Organizations which seek to distribute materials in the Student Center can do so after approval by the Student Center Governing Committee.

Sponsorship
Groups who wish to distribute free materials (newspapers and magazines) must obtain a campus sponsor as part of their request to the Governing Committee. Sponsorship must be by a campus department or a chartered student organization and implies that both the content and the format of the publication are acceptable to the University community standards. The sponsoring organization also agrees to be responsible for the mechanics of distribution in the Student Center.

Distribution
Materials must be free. The distributor must provide a rack for the materials which is solely for the newspaper or magazine and contains no other advertising. The publisher/distributor must remove the leftover copies of their publication with each new edition. Failure to do so can result in the loss of the right to distribute materials.

Solicitation
Sales of goods and services must be conducted in accordance with the procedures governing the Crossing.

Grievances
Groups or individuals may challenge any group's right to distribute materials by contacting the Governing Committee.

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Lost and Found

The Student Center is not liable for items lost in the building or in connection with Student Center sponsored activities. Found items should be taken to the Student Activities office during business hours. On the last day of the week at 4:00 pm any items in Lost and Found are turned over to the SMU Police Department in Patterson Hall.

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Candles

No candles, incense, grills, or open flames of any sort may be used in the Student Center. Smoke or fog machines are not allowed.

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Removal of Equipment

No equipment may be removed from the Student Center without the written permission of the Meeting and Events Coordinator or his/her designee.

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Plaques

The Student Center is an appropriate place to display plaques identifying recipients of awards given at Southern Methodist University. Persons or groups who wish to display plaques shall make a request of the Meeting and Events Coordinator; they must identify the area where they wish to display the plaque, why the plaque should replace what is currently on the wall, and why the Student Center is the appropriate place to display the plaques. If the display is approved by the Meeting and Events Coordinator, the requesters will be responsible for all costs associated with hanging, maintaining, and updating the plaques.

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General University Policies

The policies and regulations of Southern Methodist University are to be adhered to in the Hughes-Trigg Student Center. Ignorance of University polices and regulations will not be accepted as a justification for inappropriate actions.

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Services and Departments

Courtesy Telephones
HTSC offers a free courtesy telephone on the third level by the vending machines.

Offices
The Hughes-Trigg Student Center is also the home for a number of student-oriented offices housed within the Division of Student Affairs: The Dean of Student Life (DOSL) Office, Student Activities, Multicultural Student Affairs, Chaplain's Office, Hegi Family Career Development Career, Student Transitions & Orientation, Parent & Family Programs, Student Media Company, Military Vets Center, and The Women & LGBT Center. Major student organizations such as the Student Foundation, Program Council, Interfraternity Council (IFC), National Panhellenic Council, Multicultural Greek Council (MGC), and National Pan-Hellenic Council (NPHC), Student Senate, and the Student Senate Comptroller offices are also located in the Student Center.

The Mane Course
The Mane Course area features Chick-fil-A, Subway, Campisi's Pizza, and the Varsity.

The Market
Located in the Market are convenience store items such as your favorite snacks and beverages, household goods, cosmetics, greeting cards, magazines, school and office supplies. Steel City Pops & Sushic are also housed in the Market.

Mail and Copy Central By Ricoh
Located in the northwest lobby of the building, Mail and Copy Central services all segments of the university as well as student mail. This station also offers services for USPS, FedEx, UPS and a full range of copy services. 214-768-4450.

Conveniences
Hughes-Trigg makes available many conveniences for public use: study lounges, Bank of America ATM, vending machines, and campus telephones are available throughout the building. Two pianos for use during programs, or just for fun, in the Commons and Varsity are also available.

Pollock Gallery
Maintained by the Meadows School for the Arts, the Pollock Gallery provides the cultural arena for art exhibits so as to broaden and enhance the cultural awareness of SMU students, faculty, staff, alumni, parents, and friends.

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