INSTALLATION CEREMONY PROTOCOL

2023-2024
ROTARY INTERNATIONAL DISTRICT 3220 | SRI LANKA AND MALDIVES

YOUTH, FOR ALL.

RTR. PP SATHMA JAYASINGHE

District Rotaract Representative 2023-2024

Rotary International District 3220

Sri Lanka and Maldives

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 PUBLICATION DISTRICT ROTARACT REPRESENTATIVE PROFESSIONAL DEVELOPMENT TEAM

1st Edition PP Nilangika Fernando

PDRR Abdul Wahid Sathar
(Rotary Year 2013-14) PP Thilina de Silva

2nd Edition PDRR Anuradha Senanayake

PDRR Abdul Wahid Sathar
(Rotary Year 2014-15) Naduni Perera

3rd Edition PDRR Sathiyeandra PP Ridwan Shariffdeen

(Rotary Year 2015-16) Tharmakularajasingham PP Romanthi Anandappa

4th Edition PP Abdul Baasit Sathar

PDRR Mohamed Husni
(Rotary Year 2016-17) PP Aqeel Rizni

5th Edition PP Amitha Dissanayake

PDRR Anuradha Senanayake
(Rotary Year 2017-18) Kanishka Wijayasekara

6th Edition PDRR Akhila Wijetunga

PDRR Amjath Yoosuf
(Rotary Year 2018-19) PP Nipun Peiris

7th Edition PP Mohamed Salman

PDRR Krishan Balaji
(Rotary Year 2019-20) PP Paveen Perera

PP Dhanuka Perera

8th Edition PP Sathma Jayasinghe

PDRR Kasun Sigera
(Rotary Year 2020-21) Senuri Hettihamu

PP Shanel Mendis

Damindri Herath

9th Edition PP Saalim Sathar

PDRR Akhila Wijetunga
(Rotary Year 2021-22) PP Samila Imbulana

PP Yoshana Premarathne

PP Arshad Ismail

10th Edition PP Dulasi Perera

IPDRR Ahamed Hussain
(Rotary Year 2022-23) PP Oshadie Wedaarachchi

PP Ranga Samarakoon

Bhagya Ranasinghe

11th Edition Manul Karunasiri

DRR Sathma Jayasinghe
(Rotary Year 2023-24) Oshadi Tennakoon

Samadi Perera

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ABBREVIATIONS AND TERMINOLOGY USED IN THE DOCUMENT

● DRR - District Rotaract Representative

● IPDRR - Immediate District Rotaract Representative

● DRRE - District Rotaract Representative-Elect

● RDS - Rotaract District Secretary

● DRC - District Rotaract Chair

● Rtn. - Rotarian

● Rtr. - Rotaractor

● PP - Past President

● IPP - Immediate Past President

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 TABLE OF CONTENTS

1. IMPORTANT NOTES..............................................................................................................................................................................4

2. PROGRAMME.......................................................................................................................................................................................... 4

3. INVITATIONS............................................................................................................................................................................................5

4. PUBLICATIONS, PUBLIC RELATIONS, AND DIGITAL PRESENTATIONS........................................................................ 6

5. SPECIAL NOTES FOR PHYSICAL INSTALLATION CEREMONIES......................................................................................6

6. INTRODUCTION TO THE BOARD OF DIRECTORS (RECOMMENDED ORDER)...................................................... 8

7. PROTOCOL FOR INSTALLATION CEREMONIES OF CONTINUAL ROTARACT CLUBS.........................................9

PROGRAMME.......................................................................................................................................................................................... 9

● HEAD TABLE SEATING..................................................................................................................................................11

8. PROTOCOL FOR JOINT INSTALLATION CEREMONIES......................................................................................................12

PROGRAMME......................................................................................................................................................................................... 12

● HEAD TABLE SEATING - TWO CLUBS................................................................................................................ 15

● HEAD TABLE SEATING - OVER TWO CLUBS...................................................................................................15

9. JOINT INSTALLATIONS OF CLUBS FROM DIFFERENT ROTARY FAMILIES................................................................ 17

10. PROTOCOL FOR INSTALLATION CEREMONIES OF CHARTER / REVIVAL CLUBS................................................18

PROGRAMME.........................................................................................................................................................................................18

● HEAD TABLE SEATING - THROUGHOUT THE PROGRAMME.................................................................20

11. LIST OF DIGNITARIES WITH THEIR DESIGNATIONS [AS OF 01ST JULY 2023].....................................................20

12. CONTACT US.........................................................................................................................................21

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 IMPORTANT NOTES

1. All clubs must complete their Transition Meeting following the protocols and guidelines provided by

the Rotaract District Steering Committee 2023-2024, ON OR BEFORE the 31st of July 2023.

2. Conducting an Installation Ceremony is NOT MANDATORY.

3. The District Rotaract Representative will be present at all Installation Ceremonies held BEFORE the

31st of October, 2023. The presence of the District Rotaract Representative is NOT mandatory for

Installation Ceremonies held AFTER the 31st of October, 2023. (Please consult the Rotaract District

Calendar for availability before booking a date for your installation.)

4. As you may require a considerable level of funding to be spent on the projects which will be initiated

during the coming year, it is NOT recommended to spend exorbitant amounts on an installation.

5. Joint Installation Ceremonies can be organized by 02-04 continual Rotaract Clubs.

PROGRAMME

1. Ensure that the Installation Ceremony begins at the time specified on the invitation.

2. Always maintain professional attire (National / Formal; no casual attire).

3. The Secretary's report must present the year's highlights in terms of projects, achievements, and

other significant events. Kindly ensure that the Secretary addresses the audience with the highlights

in a brief and precise manner which could be supported with a video, and NOT ONLY a video.

4. Inform the individuals required to make speeches or give messages for the souvenir well ahead of

time along with the time limit and theme/topic, while providing them a considerable time to

respond. This also includes informing the Chief Guest, DRR (if applicable), and other members of the

Rotary and Rotaract movement (Do NOT assume they will come prepared to speak at the

Installation).

5. Ensure introductions to the Chief Guest, Guest of Honour and other dignitaries who address the

gathering during the event are available well before your installation date.

6. Keep speeches to a bare minimum.

7. One entertainment item is recommended (but not mandatory).

8. Individual felicitations are NOT mandatory.

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9. Remember to act in the proper decorum befit for a Rotaractor.

10. Introduction to the President (Speech and Video) should display the leadership of the President and

his/her capabilities. Avoid sharing inside jokes that would harm one’s first impression of him/her.

11. Keep felicitations short and be professional as it reflects directly on the club to the external parties

attending the ceremony.

12. During Joint Installations, the names of the Rotaract Clubs should be mentioned in alphabetical

order.

INVITATIONS

1. The Chief Guest(s) for the ceremony can be selected as follows:

Dignitary Institute-Based Club Community-Based Club

Sponsoring Rotary Club President / Chancellor

Sponsoring Rotary Club
/ Vice-Chancellor / Institute Head / Faculty
President
Dean
Chief Guest

Self-Sponsored Clubs can invite the District Rotaract Representative as their

Chief Guest

2. Apart from the Chief Guest, if the club wishes to, invitations can be extended to the following

dignitaries (but not limited to) by the Incoming President/ Secretary. Ensure that the invitations are

sent well in advance (Minimum of 3 weeks prior) so that arrangements can be made to attend.

a. Presidents of the sponsoring Rotary Club(s) for the years 2022-23 and 2023-24 (if

applicable)

b. District Rotaract Representative (DRR)

c. Other Rotarians (If any)

d. Assistant District Rotaract Representatives (ADRRs)

e. Immediate Past District Rotaract Representative (IPDRR)

f. District Rotaract Representative-Elect (DRRE)

g. Guide Club Coordinator for the years 2022-23

h. Guide Club Coordinator for the years 2023-2024 (Mandatory)

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3. For Institute-based clubs, it is recommended to invite the Chancellor/ Vice-Chancellor/ Institute

Head/ Faculty Dean/ Department Head/ Staff Advisor.

4. If the club wishes to invite the Rotaract District Steering Committee, it can be done by sending an

e-mail invitation to the Joint Rotaract District Secretaries, a minimum of 3 weeks in advance.

5. It is encouraged to invite the parents of the club members.

PUBLICATIONS, PUBLIC RELATIONS, AND DIGITAL PRESENTATIONS

1. Reduce, and prevent where possible the occurrence of technical glitches during the Installation

Ceremony.

2. All videos, images, digital presentations, and other content should follow the Rotaract Visual

Guidelines.

3. Be professional on the digital screen and ensure that no erroneous sounds or messages are

displayed on the screen at all times.

4. It is recommended to implement an effective Public Relations campaign in promoting your club

installation Ceremony through social media, Rotaract District Council Google Group, Personal

invitations, and other accepted marketing approaches. You may also consider partnering/inviting

photographers and online media service providers to facilitate adequate coverage for your

Installation Ceremony.

SPECIAL NOTES FOR PHYSICAL INSTALLATION CEREMONIES

1. Appoint members to usher invitees from the entrance to the registration counter and their seats.

2. Refrain from leaving the dignitaries idle in case they arrive early.

3. Appoint an aide (preferably the President or a Past President) to accompany them.

4. Arrange a registration counter to obtain a record of Rotarians, Rotaractors, Interactors, and other

invitees (along with their affiliated club/organisation) for reporting purposes.

5. Ensure to lead and serve the dignitaries with refreshments first (if available).

6. Refrain from inviting separate members to read out the Rotaract Formalities.

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7. If and when any videos or images are being projected, ensure the head table is placed for the

dignitaries to view the projected materials without requiring them to adjust their seats.

8. All printed material and digital presentations should follow the Rotaract Visual Guidelines. Badges

for the members should include the new logo applicable for the year 2023-24. (President Collar and

the Gavel can remain the same).

9. Ensure the club banner contains the updated club logo.

10. Ensure the placards on the head table have the designation on both sides.

11. Sergeant-at-Arms is responsible for maintaining silence during the Installation Ceremony. They

have the authority to direct instructions to maintain discipline and to remove disturbing personnel

from the ceremony.

12. Throughout the ceremony, ensure that the regulations and safety protocols shared by the Ministry of

Health are strictly adhered to.

13. It is highly recommended that the club use environment-friendly alternatives where possible when

organising the ceremony.

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 INTRODUCTION TO THE BOARD OF DIRECTORS (RECOMMENDED ORDER)

1. Immediate Past President

2. Vice President

3. Secretary/ Joint Secretaries

4. Assistant Secretary (if applicable)

5. Treasurer

6. Assistant Treasurer (if applicable)

7. Sergeant-at-Arms

8. Editor(s)

9. Director(s) - Club Service

10. Director(s) - Community Service

11. Director(s) - International Service

12. Director(s) - Professional Development

13. Director(s) - Other Avenues

14. Any other additional committee members

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 PROTOCOL FOR INSTALLATION CEREMONIES OF CONTINUAL ROTARACT CLUBS

PROGRAMME

1. Installation Ceremony hosts officially welcome the audience.

2. The lighting of the Oil Lamp. (Audience stands)

a. Chief Guest

b. Guest of Honour (If any)

c. District Rotaract Chair (DRC) (If present)

d. District Rotaract Representative (DRR)

e. Invited Rotarians (If any)

f. Immediate Past District Rotaract Representative (IPDRR) (If present)

g. District Rotaract Representative-Elect (DRRE) (If present)

h. Assistant District Rotaract Representatives (ADRRs) (If present)

i. Rotaract District Secretary (If present)

j. Guide Club Coordinator 2022-23 (If present)

k. Guide Club Coordinator 2023-24

l. President 2022-23

m. President 2023-24

n. Secretary 2022-23

o. Secretary 2023-24

p. Project Chairperson(s)

3. Dignitaries take their respective seats at the head table.

4. Sergeant-at-Arms calls the house to order (Bangs the gavel once and says, “I call the house to

order”) and collars the DRR (if present) and President 2022-23 and hands the Outgoing President the

gavel.

5. Then the Outgoing President calls the Installation Ceremony to order (Bangs the gavel on the gong

and says, “I call the [Edition] Installation Ceremony of Rotaract Club of [Club Name] to order.”

6. Recognising the presence of head table dignitaries, Rotarians, Past DRRs and Parents

7. Formalities

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 a. National Anthem (If the club wishes, the National Anthem can be sung at the end of the

Installation Ceremony.)

b. Rotaract Invocation

c. Rotaract Song

(Audience sits)

8. Welcome Address by Project Chairperson(s)

9. Secretary’s Report for 2022-23

10. Address by the President 2022-23

11. Introduction to the President 2023-24

12. Collaring and handing over the Gavel and Charter Certificate to the Incoming President by the

Outgoing President (Seating arrangement at the head table changes for the Rotaract Presidents

and Secretaries)

13. Address by the President 2023-24

14. Introduction to the Board of Directors

15. Address by the DRR

16. Address by the DRC (If present)

17. Address by the Guest of Honour (If any)

18. Address by the Chief Guest

19. Tokens of Appreciation (Recommended to give at once to maintain the flow)*

20. Felicitations

21. Vote of thanks (by the Club Secretary of 2023-24)

22. President 2023-24 terminates the Installation Ceremony (Says, “I terminate the [Edition] Installation

Ceremony of Rotaract Club of [Club Name] for fellowship and refreshments.” and bangs the gavel

on the gong)

23. Fellowship

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 *It is NOT MANDATORY to present Tokens of Appreciation to any dignitary at the ceremony unless

the club wishes to do so.

● HEAD TABLE SEATING

Note: If the District Rotaract Chair (DRC) is present at the Installation Ceremony, they must be given

a seat at the head table on the right side of the Chief Guest and Guest of Honour (if present).

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 PROTOCOL FOR JOINT INSTALLATION CEREMONIES

PROGRAMME

1. Installation Ceremony hosts officially welcome the audience.

2. The Lighting of the Oil Lamp. (Audience stands)

a. Chief Guest

b. Guest of Honour (If any)

c. District Rotaract Chair (DRC) (If present)

d. District Rotaract Representative

e. Invited Rotarians (If any)

f. Immediate Past District Rotaract Representative (If present)

g. District Rotaract Representative-Elect (If present)

h. Assistant District Rotaract Representatives (ADRRs) (If present)

i. Rotaract District Secretary (If present)

j. Guide Club Coordinator 2022-23 (Club A) (If present)

k. Guide Club Coordinator 2022-23 (Club B) (If present)

l. Guide Club Coordinator 2023-24 (Club A)

m. Guide Club Coordinator 2023-24 (Club B)

n. President 2022-23 (Club A)

o. President 2023-23 (Club B)

p. President 2023-24 (Club A)

q. President 2023-24 (Club B)

r. Secretary 2022-23 (Club A)

s. Secretary 2022-23 (Club B)

t. Secretary 2023-24 (Club A)

u. Secretary 2023-24 (Club B)

v. Project chairperson(s)

3. Dignitaries take their respective seats at the head table.

4. Sergeant-at-Arms of one of the clubs calls the house to order (Bangs the gavel once and says, “I

call the house to order”) and collars the DRR (If present), President 2022-23 of Club B, and President

2021-22 of Club A in order and hands the gavel to the last one. Then the Outgoing President of Club

A calls the Installation Ceremony to order by banging the gavel on the gong and saying, “I call the

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 Joint Installation Ceremony of Rotaract Club of [Name of Club A] and Rotaract Club of [Name of

Club B] to order.”

5. Recognising the presence of head table dignitaries, Rotarians, Past DRRs and Parents.

6. Formalities

a. National Anthem (If the club wishes, the National Anthem can be sung at the end of the event

instead of at the start.)

b. Rotaract Invocation

c. Rotaract Song

(Audience sits)

7. Welcome Address by Project Chairperson(s)

CLUB A

8. Secretary’s Report for 2022-23

9. Address by the President 2022-23

10. Introduction to the President 2023-24

11. Collaring and handing over the Gavel and Charter Certificate to the Incoming President by the

Outgoing President (Seating arrangement at the head table changes for the Presidents and

Secretaries of Club A)

12. Address by the President 2023-24

13. Introduction to the Board of Directors

CLUB B

14. Secretary’s Report for 2022-23

15. Address by the President 2022-23

16. Introduction to the President 2023-24

17. Collaring and handing over the Gavel and Charter Certificate to the Incoming President by the

Outgoing President (Seating arrangement at the head table changes for the Presidents and

Secretaries of Club B)

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18. Address by the President 2023-24

19. Introduction to the Board of Directors

20. Address by the DRR

21. Address by the DRC (If present)

22. Address by the Guest of Honour (If any)

23. Address by the Chief Guest

24. Tokens of Appreciation (Recommended to give at once to maintain the flow)

25. Felicitations

26. Vote of thanks (by one of the Club Secretaries for years 2023-24)

27. President 2023-24 of Club B terminates the Installation Ceremony (Says, “I terminate the Joint

Installation Ceremony of the Rotaract Club of [Name of Club A] and Rotaract Club of [Name of Club

B] for fellowship and refreshments.” and bangs the gavel on the gong.)

28. Fellowship

NOTES: The programme of Joint installation ceremonies of more than two (02) clubs can be extended

accordingly.

It is NOT MANDATORY to present Tokens of Appreciation to any invited dignitary unless the club wishes

to do so.

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● HEAD TABLE SEATING - TWO CLUBS

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● HEAD TABLE SEATING - OVER TWO CLUBS

NOTE: If the District Rotaract Chair (DRC) is present at the Installation Ceremony, they must be given

a seat at the head table on the right side of the Chief Guest and Guest of Honour (if present). After

the installation of the incoming President of each club, the respective outgoing and incoming

Presidents should change seats.

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JOINT INSTALLATIONS OF CLUBS FROM DIFFERENT ROTARY FAMILIES

When the host clubs are from different Rotary families, the following changes need to be applied:

● Each club, if they wish to, can invite their respective sponsoring Rotary Club President as their

Chief Guest.

● The head table should accommodate the Chief Guests as follows:

● After the installation of the incoming President of each club, the respective outgoing and

incoming Presidents should change seats.

● The seating arrangement for joint installation ceremonies of more than two (02) clubs can be

changed accordingly.

NOTE: If the District Rotaract Chair (DRC) is present at the Installation Ceremony, they must be

seated at the head table on the right side of the Chief Guest and Guest of Honour (if present).

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 PROTOCOL FOR INSTALLATION CEREMONIES OF CHARTER / REVIVAL CLUBS

PROGRAMME

1. Installation Ceremony host(s) officially welcomes the audience

2. The Lighting of the Oil Lamp (Audience Stands)

a. Chief Guest

b. Guest of Honour (If any)

c. District Rotaract Chair (If present)

d. District Rotaract Representative

e. Invited Rotarians (If any)

f. Immediate Past District Rotaract Representative (If present)

g. District Rotaract Representative-Elect (If present)

h. Assistant District Rotaract Representatives (ADRRs) (If present)

i. Rotaract District Secretary (If present)

j. Guide Club Coordinator (Current year)

k. Charter/Revival President

l. Charter/Revival Secretary

m. Project Chairperson(s)

3. Dignitaries take their seats at the head table.

4. The Sergeant-at-arms of the Rotaract District Steering Committee calls the house to order (Bangs

the gavel once and says, “I call the house to order”), collars the District Rotaract Representative, and

hands over the gavel. Then, the DRR calls the Installation Ceremony to order (Bangs the gavel on the

gong and says, “I call the Charter / Revival Installation Ceremony of the President of Rotaract Club of

[Club Name] to order”)

5. Recognising the presence of head table dignitaries, Rotarians, Past DRRs and Parents

6. Rotaract Formalities

a. National Anthem (If the club wishes, the National Anthem can be sung at the end of the

Installation Ceremony)

b. Rotaract Invocation

c. Rotaract Song

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 (Audience Sits)

7. Welcome Address by the Project Chairperson(s)

8. Introduction to the Charter / Revival President

9. Collaring, handing over the Gavel and Charter Certificate to the Charter Revival President by the

District Rotaract Representative.

10. Address by the Charter / Revival President

11. Introduction to the Board of Directors

12. Address by the DRR

13. Address by the DRC (If present)

14. Address by the Guest of Honour (If any)

15. Address by the Chief Guest

16. Tokens of Appreciation* (Recommended to give at once to maintain the flow)

17. Felicitation

18. Vote of Thanks (by Charter / Revival Secretary)

19. Charter/Revival President terminates the installation (Says, “I terminate the Charter / Revival

Installation Ceremony of Rotaract Club of [Club Name] for fellowship & refreshments” (if

refreshments are available) and bangs the gavel on the gong once).

20. Fellowship

*It is NOT MANDATORY to present Tokens of Appreciation to any dignitary at the ceremony unless

the club wishes to do so.

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 ● HEAD TABLE SEATING - THROUGHOUT THE PROGRAMME

NOTE: If the District Rotaract Chair (DRC) is present at the Installation Ceremony, they must be given

a seat at the head table on the right side of the Chief Guest and Guest of Honour (if present).

LIST OF DIGNITARIES WITH THEIR DESIGNATIONS [AS OF 01ST JULY 2023]

NO DESIGNATION NAME OF THE DIGNITARY

01 District Rotaract Chair Rtn. PHF Sohan Perera

02 District Rotaract Representative (DRR) Rtr. PP Sathma Jayasinghe

Immediate Past District Rotaract Representative

03 Rtn. Rtr. PP Ahamed Hussain
(IPDRR)

04 District Rotaract Representative-Elect (DRRE) Rtn. Rtr. PP Shanel Mendis

Rtr. IPP Elon Newton

Rtr. PP Ishini Herath
Assistant District Rotaract Representatives
05 Rtr. PP Kavinda Senarathne
(ADRRs)
Rtr. Nimna Perera
Rtr. PP Sasitha Eldeniya

Rtr. PP Adheeban Gowrishankar

06 Joint Rotaract District Secretaries (RDS)
Rtr. PP Methmini Kariyakarawana

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 CONTACT US

For any clarifications, please contact the following Rotaract District Steering Committee officials:

Rtr. Bhagya Ranasinghe

Joint Director - Professional Development 2023-24
M: (+94) 77 5120733
E: [email protected]

Rtr. Oshadi Tennakoon

Joint Director - Professional Development 2023-24
M: (+94) 70 2291966
E: [email protected]

Rtr. Manul Karunasiri

Joint Director - Professional Development 2023-24
M: (+94) 77 9680252
E: [email protected]

Rtr. Samadi Perera

Joint Director - Professional Development 2023-24
M: (+94) 71 6035470
E: [email protected]

Rtr. IPP Elon Newton

Assistant District Rotaract Representative 2023-24
M: (+94) 77 5992472
E: [email protected]

Rtr. Nimna Perera

Assistant District Rotaract Representative 2023-24
M: (+94) 71 0155336
E: [email protected]

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 -END-
INSTALLATION CEREMONY PROTOCOL 2023 -2024
ROTARY INTERNATIONAL DISTRICT 3220
SRI LANKA AND MALDIVES

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