How to Become a Charity Event Planner (Benevolence in Big Bashes)

If you’ve ever envisioned organizing charity events that make a difference in society or wondered what it takes to become a Charity Event Planner, you’re in the right place.
In this guide, we’ll delve into the EXACT steps you need to take to launch your career in charity event planning. We’ll discuss:
- The skills you need.
- The education that can assist you.
- How to secure your first job as a Charity Event Planner.
So, whether you’re a beginner in event planning or an experienced professional seeking to specialize in charity work, stay tuned.
We’re about to uncover the roadmap to becoming a Charity Event Planner.
Let’s get started!
Steps to Become a Charity Event Planner
Step 1: Understand the Role and Responsibilities
Before you dive into the world of charity event planning, it’s crucial that you understand the role and its responsibilities.
As a charity event planner, your job is to organize and coordinate events that help raise funds for a particular cause or organization.
You are responsible for planning, organizing, and managing all aspects of an event, from location selection to managing volunteers.
You will often work with clients to identify their needs and to ensure that their events meet their goals.
This includes setting budgets, booking venues, arranging for food and entertainment, coordinating volunteers and staff, and overseeing the execution of the event.
In addition to these tasks, you may also be responsible for marketing the event, seeking sponsorship, and ensuring that the event complies with all relevant laws and regulations.
This role requires excellent organizational skills, attention to detail, and the ability to work under pressure to meet deadlines.
Understanding the responsibilities of a charity event planner can help you decide whether this is the right career for you.
It is often a demanding job, but it can also be rewarding to see the direct impact of your work on the charity you are supporting.
Lastly, remember that charity event planning is about more than just throwing parties.
It’s about creating memorable experiences that raise awareness and funds for important causes.
Step 2: Acquire Educational Experience
Gaining a formal education in event planning, management, or a related field can be a great asset for those aspiring to become a Charity Event Planner.
This educational experience can provide a well-rounded understanding of the industry and equip you with the necessary skills to plan and organize successful events.
Consider pursuing a bachelor’s degree in fields such as event management, hospitality management, public relations, communications, or business administration.
These programs often include coursework in event planning, marketing, budgeting, and other relevant areas.
Some colleges and universities may even offer specialized event planning programs or certifications.
During your educational journey, take advantage of internship opportunities to gain practical experience in event planning.
This could be in a charity organization, nonprofit group, or event planning firm.
These opportunities will give you hands-on experience and could potentially lead to networking opportunities within the industry.
In addition to the academic qualifications, consider obtaining certifications from recognized bodies such as the Certified Special Events Professional (CSEP) or the Certified Meeting Professional (CMP).
These certifications can greatly enhance your credibility and can lead to more opportunities within the field.
Step 3: Gain Experience in Event Planning
In the field of charity event planning, hands-on experience is invaluable.
To start, consider volunteering at local charity events or nonprofits.
This will not only give you a feel for the job but also provide opportunities to network and make connections in the industry.
You can also explore internships at event planning firms or within the event departments of charities and nonprofits.
These internships often provide hands-on experience in all aspects of event planning, from the initial concept to the actual execution of the event.
Another way to gain experience is to start planning small scale events yourself.
This could be for your local community, school or friends.
This will allow you to understand the complexities involved in event planning and teach you how to handle unforeseen issues that might occur.
In addition, be open to learning and gaining experience in related areas, such as public relations, marketing or hospitality.
These skills are often crucial in the role of a charity event planner.
Remember, every event you work on, regardless of its size or scale, can provide valuable experience and lessons that you can apply as you progress in your career as a charity event planner.
Step 4: Understand the Non-Profit Sector
As a charity event planner, a crucial aspect of your job will be working within the non-profit sector.
This is different from the corporate world, and understanding its nuances and specificities is key to your success.
Familiarize yourself with how non-profit organizations operate, their mission, funding mechanisms, regulatory requirements, and the unique challenges they face.
You will need to understand their specific goals, which can vary greatly from those of a for-profit enterprise.
For instance, while a corporate event might focus on generating revenue or enhancing brand image, a charity event’s success is often measured by the level of awareness raised for a cause or the amount of funds generated for it.
Do your research on different types of charities, their target audience, and their communication strategies.
Understanding the dynamics of donor engagement, volunteer management, and community outreach is also pivotal.
Consider taking courses or attending seminars about non-profit management.
This will give you insights into project management, strategic planning, marketing and fundraising in the context of the non-profit sector.
Gaining this knowledge will not only make you a more effective event planner but also allow you to better serve the charities you work with.
Step 5: Develop Key Skills
As a Charity Event Planner, you need to develop certain key skills to successfully carry out your role.
These include project management, budgeting, communication, negotiation, and networking skills.
Project management skills are essential as you will be handling multiple projects at once, each with its own unique set of objectives, deadlines, and resources.
You need to be able to prioritize tasks, delegate when necessary, and oversee the progress of these projects to ensure they stay on track.
Budgeting skills are also crucial in charity event planning.
You will be responsible for creating and managing the budget for each event, ensuring that costs stay within the allocated funds, and making the most efficient use of resources.
Effective communication is key in this role.
You will need to effectively communicate with a wide range of stakeholders such as donors, sponsors, staff, volunteers, and attendees.
Your ability to clearly convey information, listen actively, and respond appropriately is vital to the success of the event.
Negotiation skills are also vital.
You will often have to work with vendors and suppliers, negotiating the best deals to keep costs down while ensuring quality.
This includes negotiating contracts, prices, and services.
Networking skills are also important.
A large part of your job involves making connections with potential donors, sponsors, and vendors.
The ability to create and maintain these relationships can greatly impact the success of your events.
Additionally, you will need to have a good understanding of fundraising strategies and know how to effectively use marketing tools to promote your events.
It can be beneficial to take courses or workshops in these areas to enhance your skills.
Step 6: Volunteer with Non-Profit Organizations
Before delving into a full-fledged career as a Charity Event Planner, it can be incredibly beneficial to get some hands-on experience through volunteering.
Non-profit organizations often rely heavily on volunteers to help organize and execute their events.
This allows you to understand how charity events are run and gives you the opportunity to network with professionals in the industry.
Volunteering not only provides practical experience but it also allows you to contribute to a cause that you are passionate about.
This can be an essential aspect of working as a Charity Event Planner as it gives you a deep understanding of the cause you are working for and the impact of the events you will be planning.
During your volunteering stint, try to take on various roles within event planning.
You could start by assisting with event logistics, then move on to participant coordination and eventually to a supervisory role.
This gives you a broad spectrum of experiences and allows you to understand the intricacies of planning a successful charity event.
Remember, many successful event planners started off as volunteers.
Use this opportunity to learn, network and build a strong foundation for your future career.
Step 7: Build a Professional Network
Building a robust professional network is a crucial step in becoming a successful Charity Event Planner.
A solid network can provide you with valuable contacts, resources, and knowledge that could significantly contribute to the success of your events.
Attend industry events, conferences, and seminars to meet and connect with other professionals in your field.
These interactions can open doors to collaborations, partnerships, or even mentorship opportunities.
Join professional associations related to event planning or charity work such as the International Special Events Society (ISES) or Association of Fundraising Professionals (AFP).
These associations often host networking events and provide access to a vast network of professionals in the field.
Volunteering at charity events can also help you build your network.
You’ll not only gain hands-on experience, but you’ll also meet people who might help you in your career.
Don’t forget the power of online networking platforms like LinkedIn. Create a professional profile highlighting your skills, experience, and ambitions in charity event planning.
Connect with industry professionals and join relevant groups for discussions, tips, and job opportunities.
Remember, networking is not just about taking, it’s about giving too.
Share your expertise, offer help where you can, and be supportive of others.
This reciprocity will help strengthen your relationships within your professional network.
Step 8: Create a Portfolio
As a Charity Event Planner, it’s crucial to have a strong and compelling portfolio that showcases your skills, creativity, and experience.
This portfolio will act as a tangible demonstration of your ability to plan and execute successful charity events.
To start, include detailed descriptions and visual evidence, such as photographs or videos, of past events you’ve organized.
Be sure to highlight any unique challenges you overcame, creative solutions you’ve implemented, and the impact the event had on the charity.
Your portfolio should also contain testimonials from previous clients, partners, or attendees, praising your skills and efficiency.
These testimonials can provide proof of your capabilities and increase your credibility.
Remember, your portfolio is not a one-and-done project; rather, it should be continuously updated and improved as you gain more experience and organize more events.
This not only demonstrates your growth as a professional but also ensures you’re presenting a wide range of skills and experiences to potential clients or employers.
Lastly, consider creating both a physical and digital version of your portfolio.
A digital portfolio can be easily shared through email or social media and allows for more interactive content, such as videos.
A physical portfolio can be useful when meeting potential clients or employers in person, as it allows them to have a tangible representation of your work.
Step 9: Understand Fundraising Regulations and Ethics
As a Charity Event Planner, one key aspect of your role is to solicit donations and raise funds for your organization.
This process, however, is regulated by several laws and industry ethics guidelines that you must adhere to.
It’s crucial to have a clear understanding of these fundraising regulations to avoid legal complications and ensure transparency and fairness in your fundraising initiatives.
Take time to research and familiarize yourself with all state and federal laws regarding charitable solicitation, taxation, and reporting of fundraising income.
These regulations can vary by location, so be sure to understand the specific laws applicable in the regions where you plan to operate.
Also, be aware of laws governing online donations if you plan to use online fundraising platforms.
In addition to legal regulations, also ensure to educate yourself about the ethical guidelines for fundraising as outlined by professional bodies such as the Association of Fundraising Professionals (AFP).
These guidelines provide a framework for responsible fundraising, promoting trust and goodwill among donors and maintaining the integrity of your organization.
Consider attending seminars, workshops or online courses focused on fundraising regulations and ethics.
This will not only boost your knowledge but also allow you to connect with other professionals in the industry, fostering a network of experienced individuals who can provide advice and support as you navigate the complexities of charitable fundraising.
It’s important to regularly update this knowledge as regulations and ethical guidelines can change.
Remember, having a thorough understanding of these regulations and ethics is not just crucial for legal compliance but also for building and maintaining a trustworthy reputation for your organization.
Step 10: Stay Informed About Current Issues and Trends
As a Charity Event Planner, it’s crucial to stay informed about current issues and trends in both the event planning industry and the charitable sector.
You may need to organize events focusing on a wide array of causes, from environmental conservation to poverty alleviation, so having a broad understanding of these issues is crucial.
Subscribe to relevant newsletters, magazines, or digital publications that provide updates on the most pressing social issues.
This will help you understand the needs and interests of potential donors and attendees, which in turn will guide your event planning process.
In addition to staying abreast of social issues, you should also keep an eye on event planning trends.
This includes new technologies for event registration and fundraising, innovative event formats, and popular event themes.
By incorporating these trends into your events, you can create engaging and memorable experiences for attendees.
Participate in industry conferences, webinars, and other professional development opportunities to network with peers and learn from industry leaders.
Consider becoming a member of professional organizations, such as the International Special Events Society or Meeting Professionals International, which can provide resources and learning opportunities.
Remember, effective charity event planning requires a blend of industry knowledge, understanding of relevant social issues, and continuous learning and adaptation.
Step 11: Apply for Jobs in Charity Event Planning
At this point, you’re ready to start applying for jobs in the charity event planning field.
Use the skills and experience you’ve gained from volunteering, internships, and your educational background to create a compelling resume and cover letter.
Highlight your ability to organize and manage events, your knowledge of fundraising, your ability to manage a budget, as well as your team leadership skills.
Make sure to tailor each application to the specific job posting, highlighting the relevant skills and experiences that make you a good fit for the role.
Use your network to find job opportunities, attending industry events and connecting with people who work in the field.
These connections can provide valuable insight into the industry and may lead to job opportunities.
When interviewing for roles, be prepared to give examples of past events you’ve planned, discuss your problem-solving skills, and demonstrate your ability to handle stress and multitask.
Remember to also showcase your passion for charitable causes and your commitment to making a positive impact.
In addition to traditional job search methods, consider reaching out to charitable organizations directly.
Even if they’re not currently hiring, they might keep your information on file for future opportunities.
Lastly, remember that perseverance is key in the job search.
It may take time to land the perfect role, but with dedication and persistence, you’ll find the right fit for your skills and passion.
Step 12: Continuously Improve and Reflect on Practices
In the field of charity event planning, just as with any other profession, continuous improvement is vital to stay relevant and competitive.
This means constantly upgrading your skills, knowledge, and practices to keep up with current trends and industry standards.
It may involve attending professional development workshops or courses, staying current with the latest charity fundraising approaches, and taking the time to master new event management technologies or digital tools that can make your work more efficient.
You can also choose to attend networking events to meet other event planners and exchange ideas or learn from their experiences.
Reflection is an equally important part of this step.
After each event, take the time to conduct a post-event review.
Look into what worked well and what didn’t, the feedback from attendees, the team, and the charity organization.
Use these findings to improve your future events.
Consider developing a post-event report summarizing these findings and outlining any improvements needed for future events.
This document will be beneficial in identifying patterns or recurring issues over time and will provide a basis for strategic planning and decision-making in your future work.
Furthermore, look for opportunities to receive feedback from mentors or colleagues in the industry.
Constructive criticism can provide valuable insights into areas for improvement that you may have overlooked.
This process of continuous improvement and reflection will help you grow as a charity event planner and ensure the success of the events you manage.
Charity Event Planner Roles and Responsibilities
Charity Event Planners play a vital role in organizing and overseeing various events for non-profit organizations.
They are responsible for raising funds and awareness for a particular cause or charity.
They have the following roles and responsibilities:
Event Planning and Execution
- Plan, design, and produce events while managing all project delivery elements within time limits.
- Liaise with clients to identify their needs and to ensure customer satisfaction.
- Conduct market research, gather information and negotiate contracts prior to closing any deals.
Budget Management
- Prepare budgets and ensure adherence, negotiating deals to achieve cost-effectiveness.
- Manage all event operations (preparing venue, invitations etc.) within budget.
Vendor and Venue Coordination
- Coordinate with vendors, exhibitors, and stakeholders during event planning.
- Ensure all logistics, including registration and attendee tracking, presentation and materials support, pre- and post-event evaluations, are managed smoothly.
Fundraising
- Develop and implement effective fundraising strategies.
- Coordinate with charity representatives to create effective promotional material and fundraising initiatives.
Marketing and Promotion
- Promote the event using various methods such as social media, flyers, and local media.
- Develop promotional material for events, such as brochures and posters.
Problem Solving
- Proactively handle any arising issues and troubleshoot any emerging problems on the event day.
- Identify event opportunities and potential risks, resolving issues that could impede the success of the event.
Communication
- Communicate effectively with team members, volunteers, and charity officials.
- Present reports and results of the event to the relevant people.
Volunteer Management
- Recruit, coordinate, and manage volunteers.
- Delegate event planning tasks to volunteers as appropriate.
Documentation
- Ensure all event documentation, such as contracts and vendor agreements, are signed and archived.
- Maintain comprehensive and accurate records of event aspects, including financial details.
Continuous Learning
- Keep up-to-date with the latest event planning trends and best practices.
- Attend workshops and conferences related to event planning and fundraising.
What Does a Charity Event Planner Do?
Charity Event Planners typically work for non-profit organizations, charitable foundations, or as independent contractors.
They could also volunteer their time and skills to causes they are passionate about.
Their key responsibility is to organize, plan, and execute events that are designed to raise funds for a specific charity or cause.
These events can range from small-scale community fundraisers to large, high-profile galas.
Charity Event Planners work closely with the charity’s team, vendors, sponsors, and often a committee, to ensure that all aspects of the event are coordinated seamlessly.
This includes budgeting, selecting and securing the venue, arranging for food and beverages, organizing entertainment, and overseeing the setup and cleanup of the event.
They are also responsible for marketing and promoting the event to maximize attendance and revenue.
This can involve social media campaigns, press releases, and partnership outreach.
Additionally, Charity Event Planners often play a role in donor stewardship.
They interact with donors during events, ensuring their experience is positive, and often follow up after the event to thank them for their support and maintain ongoing relationships.
They continually measure and evaluate the success of the event against its objectives, which usually include fundraising goals, awareness-raising, and donor engagement.
Adjustments and improvements are then made for future events based on these evaluations.
Essential Charity Event Planner Skills
- Organizational Skills: Event planners must be able to manage multiple tasks simultaneously, keep track of deadlines, and ensure everything is ready on the day of the event. They should also have the ability to manage budgets and logistics.
- Communication: Clear and effective communication is crucial in this role as event planners need to convey ideas, coordinate with team members, and negotiate with vendors. They should also be comfortable interacting with donors and VIPs.
- Creativity: Coming up with innovative themes and ideas to make charity events interesting and engaging is a must. They should have the ability to think outside the box and bring something unique to each event.
- Networking: A successful event planner often has a strong network of suppliers, vendors, and venues. They should also be comfortable building relationships with donors and sponsors.
- Problem-Solving: Regardless of how well an event is planned, unexpected issues can arise. The ability to think on your feet and find quick solutions is essential.
- Fundraising: As the role involves charity events, an understanding of fundraising strategies and the ability to encourage donations is key. They should also have a good grasp of charitable giving laws and regulations.
- Project Management: Event planning involves handling many elements, from venue selection to ticket sales. Skills in project management, including task prioritization, time management, and coordination, are crucial.
- Marketing and PR: Event planners should be able to effectively promote the event to reach the target audience and maximize attendance. This includes leveraging social media, email marketing, and public relations strategies.
- Attention to Detail: Events often involve many intricate details. A successful event planner will have a keen eye for detail to ensure nothing is overlooked.
- Resilience and Stamina: Event planning can be a high-pressure job with long hours, especially as the event approaches. The ability to stay calm under pressure, deal with stress and maintain high energy levels is crucial.
- Software Proficiency: Familiarity with event management software and tools can streamline tasks like registration, ticketing, and scheduling. Knowledge of spreadsheets and budgeting software is also beneficial.
- Understanding of the Cause: A genuine interest in and understanding of the charity’s cause can help in planning events that truly represent the organization’s mission and vision.
- Teamwork: Event planning often involves working with a diverse team, including volunteers, staff members, and vendors. The ability to work effectively with others and foster a collaborative environment is key.
Charity Event Planner Career Path Progression
The Foundation: Assistant Event Planner
Your journey in this sector usually starts as an Assistant Event Planner.
At this stage, you’re learning the ropes, gaining practical experience, and developing your organisational skills.
You may assist in planning and executing events, managing guest lists, or coordinating with vendors.
Here are some tips for success in this role:
- Learn Continuously: Stay updated with the latest trends in event planning and charity work.
- Seek Mentorship: Learn from experienced event planners and ask for guidance when needed.
- Attention to Detail: Pay close attention to every detail to ensure smooth running of events.
The Ascent: Event Planner
With experience and confidence, you’ll transition into the role of an Event Planner.
Now, you’ll be managing entire events, liaising with charities, and potentially leading a team.
Here’s how to thrive in this stage:
- Network: Establish relationships with vendors, venue managers, and charities. This network can greatly aid your event planning process.
- Problem Solving: Develop your problem-solving skills to address any issues that arise during the planning or execution of events.
- Time Management: Juggle multiple tasks efficiently and ensure all event aspects are executed on time.
Reaching New Heights: Senior Event Planner
The next step on your career path is the Senior Event Planner position.
At this stage, you’re recognised for your expertise and you may handle larger, high-profile charity events.
You could also mentor junior planners and make crucial decisions.
To excel as a Senior Event Planner:
- Leadership: Guide and inspire your team to successfully plan and execute events.
- Creativity: Innovate and bring fresh ideas to make your events stand out.
- Negotiation: Negotiate effectively with vendors and sponsors to meet event needs within budget.
Beyond the Horizon: Event Director
As your career progresses, you may transition into the role of an Event Director.
This role involves greater responsibility, leadership, strategic decision-making, and overseeing multiple events simultaneously.
Here’s what to focus on:
- Strategy: Develop and implement strategies to ensure successful events and help the charity meet its fundraising goals.
- Management Skills: Develop strong leadership and communication skills to manage your team effectively.
- Relationship Building: Maintain good relationships with charities, sponsors, and other stakeholders.
Pinnacle of Success: Charity Director of Events
At the highest level, you may become a Charity Director of Events.
Here, you’ll be responsible for shaping the overall event strategy of the charity, making critical decisions, managing larger teams, and overseeing all events.
This position often plays a crucial role in the overall success of the charity’s fundraising efforts.
Charity Event Planner Salary
Entry-Level Charity Event Planner
- Median Salary: $35,000 – $45,000 per year
- Entry-level charity event planners typically have 0-2 years of experience and may hold bachelor’s degrees in event management or related fields.
Mid-Level Charity Event Planner
- Median Salary: $45,000 – $60,000 per year
- Mid-level planners have 2-5 years of experience and often manage entire events, coordinating with vendors and volunteers.
Senior Charity Event Planner
- Median Salary: $60,000 – $80,000 per year
- Senior planners possess 5+ years of experience and are responsible for leading large-scale events, making strategic decisions, and mentoring junior event planners.
Lead Charity Event Planner / Event Management Director
- Median Salary: $80,000 – $100,000+ per year
- These roles come with significant experience and often involve leading a team of event planners, strategic planning, and decision-making.
Principal Event Planner / Chief Event Officer
- Median Salary: $100,000 – $150,000+ per year
- These high-level positions require extensive experience, and deep expertise in event planning and often involve setting event strategies for a charity or a group of charities.
Charity Event Planner Work Environment
Charity Event Planners often work for non-profit organizations, charitable trusts, foundations, or may be employed by event planning firms specializing in charity events.
Charity Event Planners can be found working in office settings, but they also frequently travel to visit event locations, meet with sponsors, or coordinate with vendors.
This role often involves a varied work schedule with the need to work evenings, weekends, and long hours as events approach.
The work can be fast-paced and under strict deadlines, but the satisfaction of contributing to a worthy cause can make the challenges worthwhile.
After gaining substantial experience and building networks, a Charity Event Planner may opt to start their own event planning business catering to non-profits and charitable causes.
FAQs About Becoming a Charity Event Planner
What qualifications do I need to become a Charity Event Planner?
Generally, a bachelor’s degree in event management, business, communications, or a related field is helpful.
However, experience in planning and coordinating events, particularly for non-profit organizations, may be just as valuable.
Volunteering for charities and working on fundraising events can provide hands-on experience.
Essential skills include organization, attention to detail, communication, problem-solving, and creativity.
Some event planners also obtain Certified Meeting Planner (CMP) or Certified Special Events Professional (CSEP) credentials, which can enhance employability.
What are the duties of a Charity Event Planner?
A Charity Event Planner is responsible for planning and organizing events to raise funds and awareness for a particular cause or charity.
Duties may include setting objectives and budgets, selecting venues, arranging for food and entertainment, managing volunteers, promoting the event, and handling logistics on the event day.
They also ensure that the event aligns with the charity’s mission and meets its fundraising goals.
Post-event tasks include assessing the event’s success and preparing reports.
How much can I earn as a Charity Event Planner?
The salary of a Charity Event Planner can vary based on factors such as location, level of experience, size and budget of the events, and the specific charity organization.
According to the Bureau of Labor Statistics, the median annual wage for meeting, convention, and event planners was $50,600 in May 2019.
Those working for non-profit organizations may earn less, but the role can be rewarding in other ways, such as the satisfaction of supporting a worthy cause.
Is Charity Event Planning a stressful job?
Like any event planning role, Charity Event Planning can be demanding and sometimes stressful, given the need to juggle multiple tasks, meet deadlines, and manage unexpected issues.
However, it can also be highly rewarding, particularly when the events are successful and make a significant contribution to the charity’s mission.
Time management skills, flexibility, and a calm demeanor under pressure can help manage the stress.
What are the prospects for Charity Event Planners in the future?
The demand for event planners, including those specializing in charity events, is expected to grow.
Charities and non-profit organizations continue to recognize the value of well-planned events in raising funds and promoting their causes.
As society becomes more socially conscious, the sector is likely to expand, providing more opportunities for Charity Event Planners.
Moreover, skills gained in this role can be transferable to other areas of event planning and management, enhancing career flexibility and progression.
Conclusion
And there you have it.
Setting out on a journey to become a charity event planner might seem like a daunting task, but it’s undeniably fulfilling.
Equipped with the right skills, education, and determination, you’re well on your way to making a significant difference in the lives of those in need.
Remember, the path may be difficult, but the possibilities are endless. Your innovative ideas could lead to the next groundbreaking charity event that revolutionizes how we fundraise, aid, and support.
So, take that first step. Immerse yourself in knowledge. Connect with industry professionals. And most importantly, never stop planning.
Because the world is waiting for the positive change you can inspire.
And if you’re seeking personalized guidance on starting or advancing your career in charity event planning, make sure to explore our AI Career Path Advisor.
This complimentary tool is designed to offer bespoke advice and resources to effectively steer your career path.
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