Manufacturer
Exhibitor Space Offering

Applying for Space | Eligibilty & Application | Application DeadlineExhibit Days and Hours | Exhibit Area Floor Plan | Booth Space Categories for Selection | Refunds and Reductions | Drawing Date & LocationSpace Assignment Procedures | Height/Width Limitations | Space Allocation Procedures | Space Rate and Deposit ScheduleInsuranceUnit Staging and Move-inGeneral Move-in and SetupMove Out | Restrictions | Height and Exhibit Boundary Restrictions | Digital Exhibitor Kit | Security | General Information

Thanks for your interest in exhibiting at the 2017 National RV Trade Show! Exhibits will be open November 28–30, 2017 at the Kentucky Exposition Center in Louisville, Kentucky. This event gives manufacturers more opportunities than ever to network, connect and deal with their best customer base.

Below you’ll find all the information you need to apply, learn about the space assignment process, determine booth fees and get familiar with participation requirements.


Applying for space is simple:

  1. Download and complete your application
  2. Send your completed application and 10% deposit based on fee for requested booth space by April 3, 2017 to:

RVIA, Attn: Kelly Smith
1896 Preston White Drive, Reston, VA 20191-4363

The manufacturer deadline for applications and deposits is April 3, 2017. Manufacturer applications made after the April 3 deadline will be awarded space on a first-come, first-serve basis from whatever spaces remain after the official drawing. Applications received between April 4, 2017 and August 31, 2017 require a 50% deposit. Applications received after August 31, 2017, are required to be accompanied by the total cost of the space requested. We look forward to receiving your request and welcoming you to the show.

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Eligibility and Application

Participation in the show is limited to member and non-member original equipment manufacturers (OEM) of recreation vehicles; fifth wheel and travel trailers that are built to RVIA’s definition of an RV, do not exceed 430 and 400 square feet respectively of gross area when measured in the set up mode or require a special highway movement permit to be transported, and that an individual can easily transport and set up on a daily basis; park model RVs that do not exceed 400 square feet of gross area when measured in the set up mode; chassis; tow vehicles which are primarily designed to tow RVs; as well as component part and accessory suppliers and industry support firms whose primary business is to provide RV and park model RV OEM equipment, supplies and/or services to the RV and park model RV industries that have a direct relevance to the RV or park model RV manufacturer or aftermarket RV or park model RV supplier, and who operate from an established commercial place of business and have provided their product or service to the RV or park model RV industry for at least six (6) months prior to the date of the show for which they have applied.

Reinstated members, during their six-month probationary period, may participate in RVIA-sponsored shows under the same rules and exhibit space rates that apply to non-members.

Non-members or pending RVIA members are required to pay the non-member rate. Non-members who apply to become members of RVIA will have their booth cost adjusted to the member rate in effect at the time their application for space and appropriate deposit were received, if their membership applications are approved by RVIA’s Board of Directors by November 27, 2017.

RV & park model RV manufacturer exhibitors that are not members of RVIA must comply with either A, B or C as follows: (A) Have a seal affixed to each RV that indicates compliance to the NFPA 1192 or CSA Z240 RV standards issued by either a U.S. state RV compliance program or third party agency that is known to RVIA; (B) Have a seal affixed to each park model RV that indicates compliance to the ANSI A119.5 Standard issued by either a U.S. state compliance program or a third party agency that is known to RVIA; (C) If the third party agency is not known to RVIA, the manufacturer must provide to RVIA written information that: (1) the third party agency is engaged in the inspection of RVs and/or park model RVs, and (2) the exhibitor’s units are produced in accordance with the appropriate RV and/or park model RV standard(s) and describe the third party agency’s inspection certification program (including the frequency of inspections) used to ensure compliance.

Only those units that meet RVIA’s current definition of recreation vehicles and park model RVs may be exhibited.

Recreation Vehicle. A “Recreation Vehicle” or “RV” is a vehicular type unit that (i) is primarily designed as temporary living quarters for non-commercial, recreational and/or camping use; (ii) is built to the standards for recreation vehicles adopted by the Association’s Board of Directors; (iii) has its own motive power or is mounted on or towed by another vehicle; (iv) is regulated by the National Highway Traffic Safety Administration as a vehicle or vehicle equipment; (v) does not require a special highway use permit for operation on the highways; and (vi) an individual can easily transport and set-up on a daily basis. The basic product categories are: “Motorhome” and “Non-Motorized RV.” Refer to the Terms and Conditions, section 2, for specific product types.

Travel Trailers and Fifth Wheel Trailers: Travel trailers that do not exceed 400 sq. ft. of gross area and fifth wheel trailers that do not exceed 430 sq. ft of gross area when measured in the set-up mode and do not require a special highway movement permit to be transported. Gross trailer area is the total plan area of a unit measured to the maximum horizontal projection of exterior walls when in the set-up mode.

Park Model RV: A “Park Model RV” or “PMRV” is a trailer type unit that is primarily designed as temporary living quarters for non-commercial, recreational and/or camping use that meets the following criteria: (a) Built on a single chassis mounted on wheels, (b) Having a gross trailer area not exceeding 400 square feet (37.15 square meters) in the setup mode, and (c) Built to the standards for park model RVs adopted by RVIA (ANSI A119.5).

Gross trailer area is the total plan area of a park model RV measured to the maximum horizontal projection of exterior walls when in the set-up mode. Calculations used to determine the number of square feet in a park model RV shall include all bay windows, expandable rooms, siding, trim, corner moldings and other projections, except overhangs and/or eaves.

Exceptions: Park model RVs produced for the Canadian market that do not meet ANSI A119.5 but are in compliance with CSA Z241 may be exhibited, provided the park model RV exhibitor purchases a sign from RVIA stating that the unit may not be sold in the United States and such sign is placed in a conspicuous location by the unit entrance. Also, concept RVs, defined for the purposes of these rules as units that follow the RV definition listed in 2. (b) but may not yet meet the standards requirements, may be exhibited in the show provided the manufacturer purchases a sign from RVIA stating the unit is a concept vehicle and is not available for order/sale and such sign is placed in a conspicuous location by the unit entrance.

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Application Deadline

Space applications and a 10% deposit must be received in RVIA’s Reston, Virginia Show Office by April 3, 2017, in order to be included in the drawing for space and to take advantage of any discount booth rate being offered. Exhibitors whose space applications and deposits are received after the April 3, 2017 deadline will not be included in the drawing for space and will be charged the regular booth rate. Late applicants will be assigned space on a first-come, first-served basis from any space that may be available after the initial space assignments.

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Exhibit Days and Hours

Exhibits will be officially open to dealers during the following days:

Tuesday, November 28: 9:00 am – 5:30 pm
Wednesday, November 29: 9:00 am – 5:30 pm
Thursday, November 30: 9:00 am – 1:00 pm

All manufacturer exhibitors’ booths must be ready and staffed by 9:00 am, Tuesday, November 28, 2017.

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Exhibit Area Floor Plan

The following exhibit halls at the Kentucky Exposition Center are available to be used for RV, Park Model RV, Chassis and Tow Vehicle Exhibits: South Wing, East Hall, North Wing, West Hall, West Wing, Pavilion and Broadbent Arena.The floor plan is subject to change pending exhibitor space use and the Fire Marshal’s review.

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Booth Space Categories for Selection

The minimum amount of space available to any exhibitor is 1,000 net sq. ft.  Space should be requested using the following booth categories:

RV, PMRV, Chassis & Tow Vehicle Exhibitors Request Space Using the Following Categories

1,000 nsf

8,000 nsf

25,000 nsf

2,000 nsf

10,000 nsf

30,000 nsf

3,000 nsf

12,000 nsf

35,000 nsf

4,000 nsf

15,000 nsf

40,000 nsf

5,000 nsf

18,000 nsf

50,000 nsf

6,000 nsf

20,000 nsf

60,000 nsf **

** 60,000 sq. ft. and space in excess of 60,000 sq. ft. may be allotted if exhibitor’s base allocation equals or exceeds the requested amount of space.

Show Management reserves the right to adjust space requests that do not conform to the space categories offered. Exhibitors whose space requests do not match any of the above categories, will be placed in a category of space close to their request. For example, a request for 1,800 sq. ft. will be placed in the 2,000 sq. ft. category; a request for 1,200 will be placed in the 1,000 sq. ft. category; a request for 7,000 sf will be placed in the 8,000 sq. ft. category; a request for 9,000 sq. ft. will be placed in the 10,000 sq. ft. category.

In May all RV, chassis, tow vehicle, and park model RV manufacturers who requested space on or before April 3, 2017 will be notified of the amount of space being reserved for them.

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Refunds and Reductions

NO REFUNDS of show space deposits or full fees will be made after April 3, 2017. Any firm who cancels their show participation for any reason after April 3, 2017 forfeits any and all monies paid as liquidated damages not as a penalty. Any exhibitor who reduces the amount of space requested after April 3, 2017 will be charged a penalty of 25% of the total cost of the original space requested.

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Drawing Date and Location

The drawing for assignment of space will be held in RVIA’s Reston, Virginia office on June 30, 2017. Exhibitors are not required to be present for the drawing. Exhibitors who want to attend must notify RVIA’s Show Department, IN WRITING, no later than June 26, 2017.

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Space Assignment Procedures

Each exhibitor will be sent a floor plan and list of booths available in the exhibitor’s specific booth category. To be included in the drawing for space, the exhibitor must return to RVIA’s Reston, Virginia office no later than June 26, 2017, a deposit equal to 40% of the cost of the space, and the Booth Preference List with the booths numbered in the preferred order (i.e., most desired, number one, second choice, number two, etc).

Booth Preference Lists received by the deadline will be divided into groups for space assignment. Chassis and tow vehicle manufacturers will be assigned booth locations in the same manner as RV and park model RV manufacturers. RVIA members with six years or more of consecutive exhibit participation in the show will be in the first group of exhibitors to be assigned space. RVIA members with less than six consecutive years of show participation will be in the second group of exhibitors to be assigned space. Non-RVIA members will be assigned space after all member space is assigned.

Space will be assigned using a “luck of the draw” lottery system. When an exhibitor’s name is drawn for assignment, if exhibitor’s first choice of space is available, the space will be assigned, if it isn’t, then the second choice will be assigned and so on. All booths on the Booth Preference List must be numbered in order of preference. If an exhibitor’s Booth Preference List has only a few of the available booths shown on the list numbered, and none of the numbered or selected booths are available, that exhibitor will be set aside and assigned space after all other exhibitors who returned completed lists are assigned. Exhibitors attending the drawing may not change the order of booth preference on their Booth Preference List. Space will be assigned solely from the selections on the Booth Preference List.

It is not possible to draw a floor plan that provides each exhibitor with the specific booth dimensions the exhibitor wants. Therefore, due to the nature of the lottery draw, exhibitors may be assigned space they least prefer. When this occurs, exhibitors should notify Show Management to be wait listed for reassignment. However, if reassignment is not possible, it is each exhibitor’s responsibility to exhibit product that fits the height, width and boundary restrictions of space exhibitor is assigned.

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Height/Width Limitations

Exhibitors should carefully review height and width clearances on the floor plan they will receive in late May with their booth preference lists. Booth location is not and cannot be guaranteed to any exhibitor. It is the responsibility of each exhibitor to send product that will roll easily through the overhead doors accessing exhibit halls and easily clear overhead obstructions. Show management will not disassemble units or make any effort to place any unit into the exhibit hall if (1) unit cannot easily roll through the overhead door accessing exhibit hall exhibitor is assigned to; (2) unit does not easily clear overhead obstacles in the building, (3) unit does not clear overhead obstacles in exhibitor’s booth; and/or (4) unit and steps do not fit entirely within the boundaries of exhibitor’s booth.

Units that cannot be moved into the building will be put into the cargo trailer parking lot for the duration of the show and may not be exhibited in the parking lots of the Kentucky Exposition Center. Refunds for cancelled space will not be made for ANY reason after April 3, 2017.

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Space Allocation Procedures

Prospective exhibitors whose requests for space are received in RVIA’s Reston, Virginia office on or before April 3, 2017, will be allotted space in the show. If demand for space exceeds the available space, the following space allocation procedures will be used to determine each exhibitor’s allotment of space:

RVIA Member Manufacturers: The amount of exhibit space available to RVIA member RV/PMRV manufacturers will be based on each member exhibitor’s contribution to RVIA for dues and seals in the fiscal year preceding the show. Income from seals purchased for use on Emergency Living Units will not be included in the exhibitor’s contribution to RVIA. If the exhibitor contributed one percent of the funds RVIA received for dues and seals, that exhibitor’s base allocation of space will be equal to one percent of the available space.

(Example: Exhibitor contributed one percent of the funds for dues and seals RVIA received in the fiscal year preceding the show. Assuming a total of 600,000 sq. ft. is available for the exhibit of RVs that exhibitor’s base allocation equals 6,000 net sq. ft.).

After each RVIA member exhibitor’s base allocation is determined, if the sum total of the base allocations do not equal the total amount of space available, each exhibitor whose base allocation does not equal his requested space, will be given another 1,000 sq. ft. If sufficient space is still available, once again all exhibitors who have not reached their requested space level will be given another 1,000 sq. ft.

At the time it is determined that most exhibitors’ allocations equal their requested space, and that there is insufficient space to satisfy the requests of the remaining exhibitors, any space still available will be assigned based on support of the association, seniority and historical space use.

Chassis and Tow Vehicle Manufacturers: Each RVIA member manufacturer of chassis and/or tow vehicles will be limited to a total of 3,000 net sq. ft. for the exhibit of chassis and tow vehicles.

Non-RVIA Member Manufacturers (RV, Chassis, Tow Vehicle, and Park Model RV): Will be limited to a maximum of 1,000 sq. ft.

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Space Rate and Deposite Schedule

A 10% deposit is due with all applications received on or before April 3, 2017.  A 40% deposit is due on or before June 26, 2017 to complete the 50% deposit required to participate in the drawing for space.  The remaining 50% balance will be due August 31, 2017.  Deposits will not be refunded for any reason after April 3, 2017.

Rate Per Sq. Ft.  
RVIA Member RV/PMRV Manufacturers
10% deposit received on or before April 3, 2017 $4.00
50% deposit received April 4 – August 31, 2017 $5.00
100% deposit received after August 31, 2017 $5.00
Pending RVIA Member RV/PMRV Manufacturers
10% deposit received on or before April 3, 2017 $8.00*
50% deposit received April 4 – August 31, 2017 $8.00*
100% deposit received after August 31, 2017 $8.00*
Non-RVIA Member RV/PMRV Manufacturers
10% deposit received on or before April 3, 2017 $8.00*
50% deposit received April 4 – August 31, 2017 $8.00*
100% deposit received after August 31, 2017 $8.00*
RVIA Member Chassis & Tow Vehicle Manufacturers All Chassis/Tow Vehicle GO RVing Surcharge
10% deposit received on or before April 3, 2017 $5.00 plus $350 per 1,000 sf
50% deposit received April 4 – August 31, 2017 $6.30 plus $350 per 1,000 sf
100% deposit received after August 31, 2017 $6.30 plus $350 per 1,000 sf
Pending RVIA Member Chassis & Tow Vehicle Manufacturers
10% deposit received on or before April 3, 2017 $9.50* plus $350 per 1,000 sf
50% deposit received April 4 – August 31, 2017 $9.50* plus $350 per 1,000 sf
100% deposit received after August 31, 2017 $9.50* plus $350 per 1,000 sf
Non-RVIA Member Chassis & Tow Vehicle Manufacturers
10% deposit received on or before April 3, 2017 $9.50* plus $350 per 1,000 sf
50% deposit received April 4 – August 31, 2017 $9.50* plus $350 per 1,000 sf
100% deposit received after August 31, 2017 $9.50* plus $350 per 1,000 sf

Applications received without the correct deposit and surcharge, if required, will not be considered until the correct deposits have been received. The Go RVing surcharge is a mandatory requirement for ALL chassis exhibitors selling chassis to other companies. Exhibitors who pay fees to RVIA via wire transfers are responsible for any and all wire fees charged by any and all banks involved with the wire transfer.

In addition to the charge for space, a surcharge of $200 per unit exhibited will be charged to all exhibitors of park model RVs on their final contract to cover the additional expenses incurred by RVIA during move-in. There is no charge if exhibitors move their own park model RV units into the building. The surcharge is not invoiced until after the show space drawing and will be due with the final payment for show space.

* Pending RVIA members, or non-members who plan to submit applications for RVIA membership, must pay the non-member rate. Companies who receive approval of their application for membership from RVIA’s Board of Directors no later than November 27, 2017, will have their space cost adjusted to the member rate in effect at the time their space application was received.

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Insurance

Each manufacturer exhibitor MUST carry his own all risk insurance on his property and must be covered by extended public liability insurance in the amount of $2,000,000 per occurrence. Each exhibitor is required to name RVIA and the Kentucky State Fair Board as additional insureds in their policy for the period of the show, covering staging, move-in, show days and move-out (November 16, 2017 through December 4, 2017). Each exhibitor is required to provide proof of insurance to Show Management in RVIA’s Reston, Virginia office on or before August 31, 2017. Neither the exhibit facility, RVIA, nor any of its service contractors will be responsible for loss or damage of any merchandise while in transit to or from the Kentucky Exposition Center or while on the Kentucky Exposition Center grounds.

Exhibitors must carry their own insurance through their own sources and at their own expense.

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Unit Staging and Move-in

In September, each exhibiting RV, park model RV, chassis, and tow vehicle manufacturer will receive notification of the earliest date their units can begin arriving at the Kentucky Exposition Center.

Exhibitors will also be notified of the latest date their units can arrive and still be moved into the exhibit hall. Exhibitors whose units arrive after these latest arrival dates will incur a fine of $200 per day per unit, plus costs. Move-in of late arriving units will be at the discretion of RVIA.

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General Move-in and Setup

Display shipments will be received at the Kentucky Exposition Center beginning Thursday, November 16, 2017, and will be received during the hours of 8:00 am to 4:00 pm only. Shipments will not be received on Thursday, November 23, 2017, Thanksgiving Day. Exhibitors should have all shipments delivered ON OR BEFORE Wednesday, November 22, 2017 to ensure timely delivery to their booth for assembly and to avoid delivery problems over the Thanksgiving holiday.

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Move Out

The show will officially close at 1:00 pm, Thursday, November 30, 2017. No RV, vehicular or motorized unit of any type, or park model RV, will be permitted to move out until 8:00 am, Friday morning, December 1, 2017. From 1:00 pm to 10:00 pm on November 30, 2017, exhibitors who can hand carry or use their own two-wheel push cart may remove exhibit decorating items from the building. Move out of RVs, park model RVs and motorized displays will begin at 8:00 am on Friday, December 1, 2017. Exhibitors may not begin to dismantle exhibits until close of show at 1:00 pm, Thursday, November 30, 2017, or begin move-out prior to 8:00 am, Friday, December 1, 2017. Exhibitors who fail to comply will be subject (i) to a fine of not less than $1,000 nor more than $10,000; (ii) to forfeiting their participation in the initial drawing for space for the next show and/or (iii) to forfeiting their participation in future shows. Payment of the fine will not give the exhibitor the right to tear down and/or remove the exhibit from the show. Exhibitors who refuse to pay the fine will not be permitted to exhibit in future shows until the fine is paid.

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Restrictions

All exhibitor products and display material, except carpet, must be confined to the actual limits of their assigned space. DUE TO FIRE REGULATIONS, NO UNITS OR ANY PART OF THE UNIT, INCLUDING, BUT NOT LIMITED TO, STEPS, BUMPERS, BAY WINDOWS, ROOF OVERHANGS OR SIDE VIEW MIRRORS MAY EXTEND INTO THE AISLES OR OTHER EXHIBITOR DISPLAY AREAS. NO LANDSCAPING MATERIALS, TABLES, CHAIRS, SIGNS OR OTHER MATERIALS, EXCEPT CARPET WHICH MAY BE LAID IN THE AISLES, MAY EXTEND INTO OR OVER THE AISLES OR OTHER EXHIBITOR DISPLAY AREAS. EXHIBITORS WHO CHOOSE TO CARPET COMMON AISLES MAY NOT, FOR ANY REASON, AT ANY TIME BLOCK THE AISLE FROM USE BY PEDESTRIAN OR MOTORIZED VEHICLES.

Fire regulations require that aisle integrity be maintained for all exhibits and no exit doors may be blocked or infringed upon by units or parts of units. Additionally, RV, park model RV, chassis and tow vehicle exhibitors must have at least two entrances/exits in their display, for attendees to use. All display materials must be flame-proofed and have a certificate of compliance available for the Fire Marshal upon request.

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Height and Exhibit Boundary Restrictions

The maximum height in the RV, park model RV, chassis and tow vehicle manufacturer areas, where ceiling height permits it, is twenty feet (20’) including signs.

Exhibitors should carefully review height and width clearances contained in the attached materials. Booth location is not and cannot be guaranteed to any exhibitor. It is the responsibility of each exhibitor to send product that will roll easily through the overhead doors accessing exhibit halls and easily clear overhead obstructions in the building. Exhibitors are responsible for providing products that will fit within the height, width and boundary restrictions of their exhibit space. When measuring units for display, include roof top air conditioners, stacks, roof overhangs, hitches, sideview mirrors, ladders, spare tires, bumpers, etc. In other words, when measuring units for display, include in the measurement the tallest and widest parts of the unit and any device or appurtenances attached to the unit that sticks up or out of the exterior body of the unit.

RVIA will not disassemble units or make any effort to place any unit into the exhibit hall if (i) unit cannot easily roll through the overhead door accessing exhibit hall exhibitor is assigned to; (ii) unit does not easily clear overhead obstacles in the building; (iii) unit does not clear overhead obstacles in exhibitor’s booth and/or (iv) unit with steps does not fit entirely within the boundaries of exhibitor’s booth.

Units that cannot be moved into the building will be put into the cargo trailer parking lot for the duration of the show and may not be exhibited in the parking lots of the Kentucky Exposition Center. Refunds for cancelled space or space exhibitor does not use will not be made for ANY reason after April 3, 2017.

See the Manufacturer Terms and Conditions (show rules) for more information.

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Watch for your 2017 Digital Exhibitor Kit

All exhibitors will have online access to the Digital Exhibitor Kit. The online service kit is scheduled to go live on August 14, 2017.

All exhibiting companies will receive the Digital Exhibitor Kit Instructions prior to the service going live, which will provide information on how to access the kit and complete forms online.

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Security

It is the responsibility of each exhibitor to protect its property from loss and theft. General security is provided by RVIA on a 24-hour basis from staging to move-in through move-out. Exhibitors, however, are responsible for their own property. RVIA, the exhibit facility, agents and service contractors hired by RVIA may not be held liable for any loss or theft. At the close of the show it is the exhibitor’s responsibility to ensure its property has been turned over to the person or persons authorized by it to remove its units from the show site.

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General Information

RVIA shall have full power in the interpretation and enforcement of all rules contained herein which are hereby incorporated into the exhibitor contract.

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