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A Call to Vol—How to Volunteer for Organized Play at Gen Con 50!

Monday, January 30, 2017

Hard to believe the year passed so fast, but it's time again to invite people to help out with Pathfinder Society activities at Gen Con. As in prior years, Paizo is once again a co-sponsor with our booth on the Exhibit Floor, seminars galore, and activities in the Sagamore Ballroom. But we have a few changes in store as well. So grab some coffee, get comfortable, and see what Organized Play has up its sleeve for the "Best Four Days in Gaming!"

Several weeks ago, I put out a call for volunteers to fill Department Head and Lead positions at Gen Con 50. It pleases me greatly to introduce this year's team. They and the PFS team will work closely to make Gen Con 50 the smoothest and most awesome event to date!

Leads

Jon Cary, Bob Jonquet, Todd Morgan, and Lucas Servideo

Department Heads

Kelly Brummond, Seth Brummond, Kevin Hanley, Tina Saunders, Walter Sheppard, Mark Stratton, and Dominick Trascritti.

What plans we have for this year! Adventure Card Guild (ACG) returns with play from all published Seasons, including Season of Plundered Tombs and Season of the Goblin. Back as well is the ever-popular Gen Con Open, bigger and badder than ever. On the Roleplaying Guild (RPG) side, we're offering a variety of scenarios from the current Year of the Stolen Storm, as well as some retro events from past Seasons. Season 9 takes off as well, though you'll have to wait until PaizoCon to hear the devious diabolical awesome plots concocted by John and the PFS team.

Following in the footsteps of last year's interactive, 8-00: The Cosmic Captive, Friday night's interactive will include both ACG and RPG components. Saturday evening will have a large event for RPG and Sunday sees the finals of the ACG Gen Con Open! The team has a few surprises up our sleeves, but the time is not yet ripe to share them. Once the schedule is finalized, we will share with our players via blog and Gen Con's event page!

Back again is Pathfinder Society Academy (PSA) returns, bigger than ever. This year, we reserved 15 tables for youth-friendly games. The schedule includes lessons—Beginner, Advanced, and Transitions—similar to prior years, as well as full scenarios from the Pathfinder Society catalog. Having a dedicated area for our youth and their families gives us the opportunity to offer positive experiences in a youth-friendly format.

At this time, we are still in discussions about what to do with our demo space. Until those are concluded, I don't want to make any announcements. Once we decide, we will reach out to the volunteer pool to fill the slots.

The past few years saw the HQ volunteers and the GM volunteers on vastly different schedules. While this helped with some of the logistics and people moving, the HQ slots were long and mixed groups couldn't match up their schedules. This year, we are trying a different approach. HQ schedules are shorter, but start an hour before the slot starts. We've adjusted the session requirements per Tier accordingly and returned the store credit to $10/slot for all volunteers.

The biggest change, besides HQ volunteer scheduling, is the addition of Midnight Madness. Well, midnight is a bit of a misnomer, since the slot starts at 2:00 AM. So I'll call it the "overnight" slot. We are keeping it small as we test the waters and see how many people are up and wanting to game. So our games this year run around the clock - (8:00 AM to 1:00 PM, 2:00 PM to 7:00 PM, and 8:00 PM to 1:00 AM, 2:00 AM to 7:00 AM), with the exception of Sunday (9:00 AM to 2:00 PM). I also need a few volunteers to help set up Wednesday Morning and teardown Sunday Afternoon. If you are interested in either of these slots, which don't count towards your Tier requirements but do earn store credit and pizza, please indicate your interest in the Notes section of the Volunteer Questionnaire.

Volunteer Slot Schedule

SlotGMsHQ
Wednesday Afternoon
Thursday Morning7:30 AM to 1:00 PM7:00 AM to 1:00 PM
Thursday Afternoon1:30 PM to 7:00 PM1:00 PM to 7:00 PM
Thursday Evening7:30 PM to 1:00 AM7:00 PM to 1:00 AM
Thursday Overnight1:30 AM to 7:00 AM1:00 AM to 7:00 AM
Friday Morning7:30 AM to 1:00 PM7:00 AM to 1:00 PM
Friday Afternoon1:30 PM to 7:00 PM1:00 PM to 7:00 PM
Friday Evening7:30 PM to 1:00 AM7:00 PM to 1:00 AM
Friday Overnight1:30 AM to 7:00 AM1:00 AM to 7:00 PM
Saturday Morning7:30 AM to 1:00 PM7:00 AM to 1:00 PM
Saturday Afternoon1:30 PM to 7:00 PM1:00 PM to 7:00 PM
Saturday Evening7:30 PM to 1:00 AM7:00 PM to 1:00 AM
Saturday Overnight1:30 AM to 7:00 AM1:00 AM to 7:00 PM
Sunday Morning8:30 AM to 2:00 PM8:00 AM to 2:00 PM
Sunday Afternoon

Volunteers may sign up for a number of shifts during the convention, which translates into Tier status. No volunteer should plan on volunteering for more than 8 slots. We want you to see the convention too! When filling out the Volunteer Questionnaire, please use the following chart to determine your Tier status.

Tier Status Chart

TierGMsHQ
Tier 18 Slots7 Slots
Tier 27 Slots6 Slots
Tier 36 Slots5 Slots
Tier 45 Slots4 Slots
Tier 54 Slots3 Slots
Tier 63 Slots2 Slots
Tier 72 Slots1 Slot
Tier 81 SlotN/A

Rewards are very similar to last year. Based on their tier, volunteers receive a variety of perks, including a free 4-Day Gen Con 2017 badge, 1/4 of a room at the Westin in downtown Indianapolis, a hardcover book, paizo.com store credit, and an exclusive tier-based boon (RPG) or reward (ACG). At this time, we are not sure which of the great books we are offering—too many great things coming off the presses. Once that is decided, I will let the volunteers know. Also, volunteers are given shirts every other year, based on the number of days they volunteer.

Volunteer Perk Chart

TierBadgeHotelBookT-ShirtsStore CreditBoon/Reward
1
Tier 2
Tier 3
Tier 4
Tier 5
Tier 6
Tier 7
Tier 8

We are putting the call out with the intent that we can let all prospective volunteers know their status before the Gen Con housing lottery goes live on February 12th, since housing in downtown Indianapolis is at a premium. As a side note, you need to have a badge to register for the housing. So if you volunteer as a Tier 3-4 volunteer and want housing downtown, you must purchase a GM badge from Gen Con and proceed to register for the lottery. When I receive our GM badge allocation, I will add a GM badge to your account and you may request a refund of the badge you purchased. This is the only way to access the housing lottery! For Tier 1-2 volunteers, I will send your housing information when our block is assigned in June.

Related to housing is roommate preference. To save my sanity when doing room assignments, volunteers may request either one roommate (to fill a bed) or three (to fill a room). It is imperative that roomies put each other on their questionnaire—so Bob lists Jon and Jon lists Bob and I put them in a room together. If you list someone that doesn't list you back, then I do not guarantee you will wind up in the same room. There is also a choice for "no preference". When assigning rooms, I tend to group like together. There is a Notes section of the questionnaire to supply more information. If there is anything I should take into consideration when placing you in a room, please add it here!

Summary (TL;DR)

  • Decide to volunteer—choose Tier based on charts above.
  • Ensure you have a Gen Con account (create at Gen Con Website)
  • Complete the Volunteer Questionnaire
  • Check your email for a letter confirming your volunteer status.

If you have any questions, send them via email to genconpfsvolunteer@paizo.com

For those looking to volunteer at PaizoCon, I'll be putting that call out in February.

Thank you to all our volunteers and players who make the Pathfinder Society so fantastic! The team and look forward to seeing you at Gen Con 50! Let's roll some dice!

Tonya Woldridge
Organized Play Coordinator

More Paizo Blog.
Tags: Conventions Gen Con Gen Con 2017 Pathfinder Society
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Grand Lodge ***** Regional Venture-Coordinator, Great Lakes aka TwilightKnight

Gary Bush wrote:
Would you have contacted us if it looked like we filled out the availability incorrectly?

No, because there is little chance I would know if you did or not. If you voluntered for say tier 1 (8 slots), but your app blocks out too many slots for that to make sense, I assume you completed the app incorrectly and I reversed your information. Those situations are fairly obvious.

If your volunteer level compared to your available slots do not indicate a dicrepacy, then I just go with what you filled out on your app. I cannot email 300+ volunteers (assuming their app is wrong), process all the responses, and still hope to get all the schedules built and distributed before open registration. We did receive a number of emails from people who knew they completed the form incorrectly, but everyone did, nor did they send corrections. All I can do is the the information provided and make necessary corrections after the all the schedules are distributed. That could mean some volunteers will not have an accurate schedule until after event ticket sales go live.

Grand Lodge ***** Regional Venture-Coordinator, Great Lakes aka TwilightKnight

We are still taking applications for volunteers at Gen Con 50, up to and including Tier 1. So, if you are interested, get your application submitted ASAP. We have a finite number of hotel room spaces and once they are all assigned, they are gone.

Grand Lodge *****

I also didn't receive the link for Starfinder interest. Email sent.

Shadow Lodge **

Pathfinder Comics Subscriber; Pathfinder Adventure Path, Campaign Setting, Card Game, Companion, Maps, Pawns, PFS RPG Subscriber

I've sent an email as well.

Grand Lodge

Likewise.

Dark Archive **** Venture-Agent, Ohio—Columbus aka Cirithiel

Looks like maybe a bunch of people got missed.

I've also contributed to the email flood for the GenCon leads. :)

Grand Lodge ***** Regional Venture-Coordinator, Great Lakes aka TwilightKnight

1 person marked this as a favorite.

A number of emails were bounced by the system. The pertinent text from the emails is as follows. NOTE, this only applies to volunteers who completed the online app prior to Starfinder being a program option around May 8th. If you completed the app after that, Starfinder is an available program option and you DO NOT need to complete the supplementary form if you wish to be considered for GMing those events.

Tonya Woldridge wrote:

We are running a full slate of Starfinder at Gen Con. To help us with scheduling, we request all RPG volunteers complete the google form RPG Supplemental Questionnaire and indicate whether you prefer to run Starfinder Society, Pathfinder Society, or both. This link will be live for one week, so please complete it quickly. Anyone not answering by the deadline will be considered for both PFS and SFS. The sooner you answer, the sooner we can generate your schedule.

We are making a small change to how we process volunteers for Paizo sponsored conventions. Every volunteer will need to sign a volunteer agreement before the convention begins. If your Tier level includes hotel accommodation, you will need to sign a release of liability as well. These documents should be available by the end of June for review and completion.

Shadow Lodge **

2 people marked this as a favorite.
Pathfinder Comics Subscriber; Pathfinder Adventure Path, Campaign Setting, Card Game, Companion, Maps, Pawns, PFS RPG Subscriber

I never got a link to the app in the first place. I got a confirmation that I was a volunteer on Feb 9th (and sent an email confirming my acceptance) and have heard nothing since.

(I did just go to the link in the post above, however.)

Grand Lodge *****

Thanks for the link, Bob! Submitted.

Liberty's Edge ***** Venture-Captain, Missouri—St. Louis aka Joshua N Hancock

1 person marked this as a favorite.

I replied to my volunteer e-mail on February 9th with, "I accept." I have received nothing since.

***

Supplementary survey completed.

With all the delays, email bouncing, confusion about the original application (= me), etc. I am most concerned about not getting my GM badge before event registration opens on the 28th. In 2014 we received our badges two weeks before registration. In 2016 it was five days. Last year we received them two days before. I don't like the pattern, and also I believe most to all if those delays were credited to GenCon not Paizo. So if Paizo is running behind ....

Shadow Lodge **

Pathfinder Comics Subscriber; Pathfinder Adventure Path, Campaign Setting, Card Game, Companion, Maps, Pawns, PFS RPG Subscriber

Assuming you can afford to, you can purchase your badge ahead of registration, and then get it reimbursed later when the Paizo one comes through. That's essentially what you have to do if you were going to get your own room, since GenCon only let people reserve rooms if they had a badge.

***

It's worse than I thought. I can't find any PFS, Starfire or Pathfinder Card game events listed with GenCon (the list went live at noon today).

Liberty's Edge *

Ok I used the link that Bob provided to complete the questions.

My concern is that I could not select just PFS and SFS. To get SFS I had to select ANY which includes PSA (Academy). I personally really don't want to do PSA but I get assigned PSA I will give my best effort.

Anyways, I have now replied to the supplemental questionnaire. Still have not received an email.

Grand Lodge ***** Venture-Captain, Washington—Southwest aka Lawrence Smith 2

With Gen Con event sign-ups scheduled to go live on May 28:

When should we expect to know what scenarios GM volunteers will be running and in which slots?

When will PFS events appear on the Gen Con events list?

Thanks.

***

Lawrence Smith wrote:

With Gen Con event sign-ups scheduled to go live on May 28:

When should we expect to know what GM scenarios volunteers will be running and in which slots?

When will PFS events appear on the Gen Con events list?

Thanks.

Bob Jonquet wrote:
I am working on the daunting task of assigning the volunteer schedules. I hope to have them emailed out by Monday the 21st, giving a week to review them before open registration begins on the 28th. Its a little later than I had hoped, but the technical problems experienced at Paizo put us behind our ideal schedule.

Grand Lodge ***** Venture-Captain, Washington—Southwest aka Lawrence Smith 2

Thanks, Swiftbrook.

Any word on when the PFS events will appear on the Gen Con events list?

Liberty's Edge *

I think Paizo is putting finishing touches on what events to offer given the interest in GMs to run those same events. Relax and trust.


Thanks for the update Bob. I didn't receive the e-mail, so message sent with contact information in case something got typoed in the database.

Grand Lodge ***** Regional Venture-Coordinator, Great Lakes aka TwilightKnight

FYI, as scheduling is progressing two things are becoming evident. First, matching schedules between paired volunteers (by request) is a challenge especially if the two are not volunteering in the same program area or do not have matching availability. If you are paired with a spouse, significant other, etc, in past years we almost guaranteed their schedules would match. The firmness of that guarantee is a bit "softer" this year.

Also, the number of different scenarios a GM has to prepare may be higher than in the past. Our target has always been no more than 1-2 different scenarios plus whatever has to be assigned in the special slots (PM). However, this year we have three new PFS scenarios, a new PFS special, three new SFS scenarios, a new SFS quest, a new SFS special, and a new season of ACG all debuting at Gen Con. Plus, even though 8-99 The Solstice Scar will release at PaizoCon, it will be new for the vast majority of our community. This means the challenge to keep the different scenario count down for each GM is an onerous one at best. Having a lot of new content is fantastic and assures you can play every slot if you so desire and never repeat anything. However, it makes coordinating schedules much more challenging.

As schedules begin to distribute later this week, we just do not want anyone to be surprised if they have four, five, or more different scenarios to prepare. We are doing our best, but some things just are what they are.

Explore! Report! Cooperate!

Liberty's Edge *

Thanks for the heads up.

Sovereign Court **** RPG Superstar 2010 Top 16, 2011 Top 32

Bob, thanks for the warning! So long as we have an adequate time to prepare, I think that should be fine. We're all in this for the goal of fun, after all!

***

Pathfinder Comics Subscriber; Pathfinder Companion Subscriber

Bob, I just sent an email saying that I will get to play 8-99 at PaizoCon, so you could increase my prep number by adding that one if it will help.

Grand Lodge ***** Regional Venture-Coordinator, Great Lakes aka TwilightKnight

As volunteer schedule creation continues, one important point is that we cannot schedule you unless we have confirmation you received and accept the offer to volunteer. We have sent out multiple emails requesting this confirmation, but the following people still remain unconfirmed. It is possible the email/s we have on file are in error so this is the next best place for notification.

If you are on this list please check your spam folder for emails from the genconleads@gmail.com address and/or send us an email regarding your status. If you know any of the these names, please notify them we are looking for them. Thanks

Bryan Creehan
Idaho Boros
Jean-René Bouchard
Jesse Riggs
John Thompson
Jonathan Blake
Kal Davis
Kyle Marcum
Maria McGrey
Michael Costello
Stephen Glicker
Ulfen Death Squad

Sovereign Court *

Pathfinder Companion, Roleplaying Game Subscriber

Oops. It seems like at some point during the confusion of moving I never sent my application and just assumed I had? Or maybe I filled it out and then didn't send it as I was checking the times for the only non-Paizo event that interests me this year...or I got too worked up and instead focused entirely on getting Hotels for me and my friends.

Point is, I hope my application isn't too late. I'd really regret missing my chance.

Grand Lodge ***** Regional Venture-Coordinator, Great Lakes aka TwilightKnight

For those interested in volunteering their time at GenCon, we are still in need of GMs, especially those with open availability, particularly for Thursday/Friday/Saturday PM, and those willing to GM Starfinder events.

We still have Tier 1 rewards available. At this point, finding a hotel anywhere near downtown Indy is likely impossible or ridiculously expensive. Tier 1 rewards include a shared hotel space.

Get those applications submitted NOW!. Don't wait until the last minute and miss your chance to attend the Best Four Days in Gaming because there's no where to rest your head.

Explore! Report! Cooperate!

Grand Lodge ***** Regional Venture-Coordinator, Great Lakes aka TwilightKnight

6 people marked this as a favorite.

If you are a Gen Con participant, watch your email over the next few days. GM schedules will begin to distribute later today! With over 300 to send, all with custom information, it will take a little time even with the assistance of mail-merge :-)

Grand Lodge ***** Venture-Captain, Arizona—Phoenix aka TriOmegaZero

Huzzah!

Liberty's Edge *

AHHHH!

The wait is killing me!!

Well, not really.. But I did fool you right??? Right??

Shadow Lodge *****

Nah, you talk too much for a dead man.

Liberty's Edge

Pathfinder Adventure Path, PFS RPG, Roleplaying Game Subscriber

Could someone please remind me how the whole buy-the-badge-now and have it credited by Paizo's purchase thing works? Do I just give my badge # to Paizo when confirming my schedule or something similar?

Grand Lodge ***** Venture-Captain, Arizona—Phoenix aka TriOmegaZero

You'll have to have your purchased badge refunded once Paizo submits your comped badge to your account.

Liberty's Edge

Pathfinder Adventure Path, PFS RPG, Roleplaying Game Subscriber

Thanks TOZzer. Will that effect event purchases under the original badge, do you know? No point in getting a badge without using to sign of for events, no use signing up for events if the tickets don't transfer over.

Grand Lodge ***** Venture-Captain, Arizona—Phoenix aka TriOmegaZero

I believe you can transfer event signups to the new badge before refunding the first. I don't have a lot of experience with the system, however.

Liberty's Edge *

Any events you have will not be impacted. All that is required is to have a badge. The events are tied to your account.

I had no problems last year.

Grand Lodge ***** Regional Venture-Coordinator, Great Lakes aka TwilightKnight

Other than a few odds-n-ends, all schedules have been emailed to the volunteer. Please be sure to thoroughly read the information and reply with confirmation ASAP. Failure to confirm you schedule will put your status at risk and we certainly do not want to inconvenience anyone.

Similar to previous years, all volunteers will be required to sign an event commitment document. What form that will take (physical vs digital) and when it will occur (on site or prior) is still pending. More to follow.

Dark Archive ***** Venture-Agent, Texas—Pasadena aka ra9662

Who do talk I to about scheduling Error??? I put down every evening s Slot Tier 6. I was sent Thursday, Saturday and Sunday morning instead. Also I am up to running Starfinder Thursday night. I missed the post. I don't get to GENCON till Thursday morning at 8.

Grand Lodge ***** Venture-Captain, Arizona—Phoenix aka TriOmegaZero

See the following post from earlier in the thread, Robert.

Bob Jonquet wrote:

If you are a volunteer for Gen Con 50, you should have received an email from Tonya with a link to a supplemental google form to update your interest in Starfinder. Please complete that online form ASAP as volunteer scheduling is in full swing and we want you to receive the best possible schedule. If you did not receive that email, please send us an email to address genconleads@gmail.com

Also, there was some confusion with the original app in that we asked volunteers to let us know which slots they DID NOT want to work. Many people incorrectly completed that with the slots they did want to work. If you are one of those people and have not yet done so, please send us an email ASAP with your corrected availability. If your information is incorrect, there may not be enough time to correct your schedule before open registration begins which could make it more difficult to coordinate your free time with your volunteer schedule.

Any/all correspondence regarding Gen Con 50 should use the email listed above and below for maximum visibility by the leadership team.

genconleads@gmail.com

Silver Crusade **

Bob Jonquet wrote:

For those interested in volunteering their time at GenCon, we are still in need of GMs, especially those with open availability, particularly for Thursday/Friday/Saturday PM, and those willing to GM Starfinder events.

We still have Tier 1 rewards available. At this point, finding a hotel anywhere near downtown Indy is likely impossible or ridiculously expensive. Tier 1 rewards include a shared hotel space.

Get those applications submitted NOW!. Don't wait until the last minute and miss your chance to attend the Best Four Days in Gaming because there's no where to rest your head.

Explore! Report! Cooperate!

(Sigh) The siren song has become too great and I have volunteered as tribute. Hopefully the slots aren't all gone!

Also, I need to email about edditing my preferences, right? I accidentally only volunteered as tier 2...

* Venture-Agent, New Hampshire—Bow aka Tirion Jörðhár

Bob Jonquet wrote:

If you are a volunteer for Gen Con 50, you should have received an email from Tonya with a link to a supplemental google form to update your interest in Starfinder. Please complete that online form ASAP as volunteer scheduling is in full swing and we want you to receive the best possible schedule. If you did not receive that email, please send us an email to address genconleads@gmail.com

Also, there was some confusion with the original app in that we asked volunteers to let us know which slots they DID NOT want to work. Many people incorrectly completed that with the slots they did want to work. If you are one of those people and have not yet done so, please send us an email ASAP with your corrected availability. If your information is incorrect, there may not be enough time to correct your schedule before open registration begins which could make it more difficult to coordinate your free time with your volunteer schedule.

Any/all correspondence regarding Gen Con 50 should use the email listed above and below for maximum visibility by the leadership team.

genconleads@gmail.com

I never received the above email and had no clue that it was ever sent as I do not usually read blogs such as this one. I only found this after receiving my schedule and discovering that I had been assigned 7 Starfinder Demo slots. I am hoping that this can be switched to PFS as I have neither the time nor interest to learn Starfinder. Nothing against Paizo, but I like the old style swords and sorcery gaming, so I doubt that I will ever move into Starfinder.

I already emailed the GenCon leads at the above email, before anyone recommends that I do that.

***

Steven Schopmeyer wrote:
You'll have to have your purchased badge refunded once Paizo submits your comped badge to your account.

As PaizoCon is just a few days away, if my GenCon GM badge doesn't show up by Thursday I don't figure it will before next week. So my question is, if I purchase a badge then request a refund once my GM badge arrives, do I take the '$10 administrative fee' hit?

Liberty's Edge *

No. I know because I purchased a badge last year then upgraded my tier to getting a badge. I received a full refund of the badge

***

Pathfinder Comics Subscriber; Pathfinder Companion Subscriber

Is Paizo going to get it's seminars in the Gen Con system before ticket purchasing begins on Sunday? If not in the system, could someone at least post them on this website so people can plan?

*****

1 person marked this as a favorite.
Mimo Tomblebur wrote:
Is Paizo going to get it's seminars in the Gen Con system before ticket purchasing begins on Sunday? If not in the system, could someone at least post them on this website so people can plan?

Tagging for the exact same reasons.

Liberty's Edge

Pathfinder Adventure Path, PFS RPG, Roleplaying Game Subscriber
Willis Sloat wrote:


I never received the above email and had no clue that it was ever sent as I do not usually read blogs such as this one. I only found this after receiving my schedule and discovering that I had been assigned 7 Starfinder Demo slots. I am hoping that this can be switched to PFS as I have neither the time nor interest to learn Starfinder. Nothing against Paizo, but I like the old style swords and sorcery gaming, so I doubt that I will ever move into Starfinder.

I already emailed the GenCon leads at the above email, before anyone recommends that I do that.

Whereas I want to run it and was not selected to do so. Any slots you guys can swap me with Willis, I'm game :D

Grand Lodge ***** Regional Venture-Coordinator, Great Lakes aka TwilightKnight

Willis Sloat wrote:
I already emailed the GenCon leads at the above email

Received and being processed

Reckless wrote:
Any slots you guys can swap me

FYI, GMs are not empowered to trade game assignments. Any/all requests for schedule changes must be submitted to the genconleads@gmail.com address for consideration and processing

Not chastising, just wanted to avoid any misunderstandings

Liberty's Edge

Pathfinder Adventure Path, PFS RPG, Roleplaying Game Subscriber

Oh, yeah, of course. That was what I meant by "you guys"-the GC leads. I can see where that might have been misunderstood.

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