Is a Conference Services Agreement legally binding in the UAE?

A Conference Services Agreement is legally binding in the United Arab Emirates as a contract governed by the UAE Civil Code (Federal Law No. 5 of 1985). Article 125 confirms the contract is formed when the parties agree on the scope of conference management services, the management fee, and the conference dates. Article 246 requires good faith performance, and Article 257 makes the agreement the law between the parties. Where both the conference management company and the client are commercial entities, the Commercial Transactions Law (Federal Decree-Law No. 50 of 2022) supplements the Civil Code. Corporate capacity to contract is governed by the Commercial Companies Law (Federal Decree-Law No. 32 of 2021). The Dubai Courts, the Abu Dhabi Judicial Department, and — for events within free zones — the DIFC Courts or ADGM Courts enforce conference services agreements and award compensation for breach under Articles 282 and 389 of the Civil Code. For major conferences hosted at ADNEC in Abu Dhabi or the Dubai World Trade Centre, the venue's own event management terms form part of the overall contractual framework and should be reviewed alongside the Conference Services Agreement to ensure consistency.

What permits are required for a conference in the UAE?

Organising a conference in the United Arab Emirates typically involves several regulatory requirements, depending on the emirate, the venue, and the conference content. For conferences at major UAE venues such as the Abu Dhabi National Exhibition Centre (ADNEC) or the Dubai World Trade Centre (DWTC), the venue operator coordinates all necessary regulatory approvals as part of the venue hire package, including assembly permits and capacity compliance. The conference organiser must comply with the venue's contractor and exhibitor regulations. Where the conference involves live entertainment — opening ceremonies with performers, gala dinner entertainment — an artist permit from the Dubai Department of Economy and Tourism (DET), Dubai Police, or the Abu Dhabi Police is required for each performer. Where the conference involves product demonstrations using restricted equipment, Civil Defence UAE or municipality approvals may be needed. Medical and professional conferences in the UAE that seek accreditation for continuing professional development (CPD) points must apply for accreditation from the relevant professional body — for example, the UAE Ministry of Health and Prevention, the Dubai Health Authority (DHA), or the Health Authority — Abu Dhabi (HAAD). The Conference Services Agreement should clarify whether accreditation is the conference management company's responsibility or the client's. Government-sponsored conferences in the UAE may involve additional approvals from the hosting ministry or government entity, which the Conference Services Agreement should acknowledge and address.

How should delegate personal data be handled in a UAE conference?

Delegate personal data collected for a UAE conference — names, email addresses, job titles, Emirates IDs or passport numbers for access control, dietary requirements, and conference session choices — is personal data subject to the Personal Data Protection Law (Federal Decree-Law No. 45 of 2021), administered by the UAE Data Office. The client commissioning the conference is typically the data controller: it determines why delegate data is collected and how it will be used — for registration, badging, CPD records, post-conference communications. The conference management company processing delegate data on the client's instructions is the data processor. The Conference Services Agreement must set out data processing obligations: process data only for the conference purpose, apply appropriate security, delete or return data after the conference, and cooperate with data subject access requests. Delegate registration platforms that store data on servers outside the UAE trigger international data transfer rules under the PDPL. The UAE Data Office has designated certain countries as providing adequate protection; transfers to non-adequate countries require appropriate safeguards such as standard contractual clauses. For conferences held at DIFC venues or involving DIFC-regulated entities, the DIFC Data Protection Law (DIFC Law No. 5 of 2020) may apply, requiring a higher standard of data protection compliance consistent with the EU GDPR. ADGM conferences are subject to the ADGM Data Protection Regulations 2021. Conferences that involve recording sessions or streaming presentations online must obtain speaker and participant consent for recording and re-use of content.

How is the conference management fee structured in the UAE?

UAE conference management fees follow several common structures, and the Conference Services Agreement should specify the structure clearly to avoid disputes. A fixed management fee is the most common arrangement for defined-scope conferences. The conference management company charges a fixed AED amount for its professional services — project management, delegate registration, speaker management, AV coordination, on-site logistics — and separately recharges third-party costs such as venue hire, catering, and AV equipment at cost, within an approved budget. A percentage-of-budget model charges the management fee as a percentage of the total third-party budget. For a conference with a AED 1,200,000 budget, a 15% management fee would be AED 180,000. This model aligns the management company's fee with the conference scale but requires tight budget controls. A daily-rate model charges a day rate for each team member involved in the conference. This is common for shorter conferences or for defined components such as on-site management only. Regardless of structure, the Conference Services Agreement must separately identify: (a) the management fee subject to VAT at 5% under the VAT Law (Federal Decree-Law No. 8 of 2017); (b) the approved third-party budget cap, which is recharged at cost; and (c) any additional services not included in the fixed fee that will be charged separately. Payment milestones should reflect the conference planning cycle: a deposit on signing (typically 35%), a progress payment 90 days before the conference, and a final payment after the conference when all third-party invoices have been settled.

What happens if a UAE conference is cancelled by the client?

If a client cancels a conference in the United Arab Emirates, the Conference Services Agreement's cancellation policy governs what proportion of the management fee is retained and who bears the third-party costs already committed. A standard tiered retention schedule reflects the conference management company's legitimate interest in the fees it has earned through planning work already completed. Typical UAE conference cancellation tiers: cancellation more than 120 days before the conference — 35% of management fee retained; 60 to 120 days — 70% retained; fewer than 60 days — 100% retained. The management company can only justify full retention if it has demonstrably committed planning resources and can no longer replace the booking. Third-party costs — venue deposit, catering prepayments, AV equipment bookings, hotel blocks for delegates — are typically non-refundable once committed. The cancellation clause must require the client to reimburse all committed third-party costs regardless of timing. These are costs the management company has entered as the client's disclosed agent, and the client bears the contractual liability to those suppliers. Where a conference is postponed rather than cancelled, the management company should use reasonable endeavours to rebook venue and suppliers for the new date, but any price increases, re-booking fees, or replacement supplier costs are the client's responsibility. Force majeure under Article 273 of the UAE Civil Code (Federal Law No. 5 of 1985) — such as a government restriction on gatherings, a public health emergency, or a natural disaster — may excuse performance without liability for consequential losses, but the client remains responsible for third-party costs already committed as the management company's principal.

Does VAT apply to conference management services in the UAE?

Conference management services supplied in the United Arab Emirates are standard-rated at 5% under the VAT Law (Federal Decree-Law No. 8 of 2017), administered by the Federal Tax Authority (FTA). A conference management company registered for VAT must charge 5% on its management fee and issue valid tax invoices meeting FTA requirements. Delegate registration fees charged to conference attendees are also typically standard-rated at 5%, unless the conference is organised by a government body or a charitable organisation that qualifies for a specific exemption. The conference organiser — whether the management company or the client — must issue valid tax invoices to each delegate. Third-party costs recharged by the management company to the client — venue hire, catering, AV production, printing — are taxable at the rate applicable to each underlying supply. All standard-rated at 5% in a typical UAE conference context. The management company should obtain valid tax invoices from each supplier and include the input VAT amounts in its budget reporting so the client can recover where eligible. The Conference Services Agreement should confirm that the management fee is exclusive of VAT and that VAT will be added to each payment milestone invoice at the prevailing rate. For conferences with international delegate attendance, the organiser may need to consider whether the place-of-supply rules under the UAE VAT Executive Regulations affect the VAT treatment of specific services sold to non-UAE registered businesses.

Who owns the conference brand, programme, and presentation content?

Intellectual property ownership for conference-related content in the United Arab Emirates is governed by the UAE Copyright Law (Federal Law No. 38 of 2021). Ownership depends on what the Conference Services Agreement specifies and what each party contributed to creating. The conference brand — name, logo, visual identity — is typically owned by the client commissioning the conference. If the conference management company creates custom branding specifically for the conference, the agreement should transfer ownership to the client on payment in full of the management fee. Speaker presentations remain the intellectual property of each speaker unless the speaker agreement includes an IP assignment or licence. The conference management company should ensure speaker engagement letters include appropriate content licences — allowing the conference to record, publish, and share presentations — before the conference takes place. Conference programmes, delegate handbooks, and signage created by the management company exclusively for the conference become the client's property on payment, under a well-drafted Conference Services Agreement. Generic planning tools, templates, registration platform code, and methodologies developed by the management company before or independently of this conference remain the management company's property. Where sessions are recorded for on-demand access or livestreaming, additional IP considerations arise: the recording right must be cleared with each speaker, and the client must ensure it has the necessary licences from music performers and any third-party content used in the conference programme. The Ministry of Economy's Intellectual Property Section oversees copyright enforcement in the UAE.

Conference Services Agreement (UAE)

CONFERENCE SERVICES AGREEMENT

Dated: [Agreement Date]

Conference Services Provider: [Provider Name] (Trade Licence: [Provider Licence]), of [Provider Address] (the "Provider");

Client: [Client Name] (Trade Licence / Registration: [Client Licence]), of [Client Address] (the "Client").

The Provider and the Client are together the "Parties" and each a "Party".

1. THE CONFERENCE

1.1 Conference name: [Conference Name].

1.2 Conference dates: [Conference Dates].

1.3 Conference venue: [Conference Venue].

1.4 Expected delegates: [Expected Delegates].

2. CONFERENCE SERVICES

2.1 The Provider shall deliver the following conference management services: [Services Description].

2.2 The Provider shall perform its obligations with the skill and care of a competent conference management professional, in good faith under Article 246 of the UAE Civil Code (Federal Law No. 5 of 1985).

2.3 The Provider shall obtain all permits required for the conference from the relevant UAE authority, including any event permit from Abu Dhabi Police or Dubai Police, and any venue-specific approvals, unless the Client agrees in writing to obtain specified permits directly.

2.4 Third-party suppliers shall be contracted either directly by the Client or by the Provider as the Client's disclosed agent. Third-party costs shall be recharged at cost, within the approved conference budget.

3. FEES, BUDGET, AND PAYMENT

3.1 The Client shall pay the Provider a management fee of [Management Fee].

3.2 The approved conference budget for third-party costs is [Conference Budget]. The Provider shall not exceed this budget without the Client's prior written approval.

3.3 Payment milestones: [Payment Milestones].

3.4 All amounts are subject to Value Added Tax at 5% under the VAT Law (Federal Decree-Law No. 8 of 2017). The Provider shall issue valid FTA-compliant tax invoices.

4. CANCELLATION AND POSTPONEMENT

4.1 Cancellation policy: [Cancellation Policy].

4.2 Where the conference is postponed at the Client's request, the Provider shall use reasonable endeavours to rebook venue and suppliers. Additional costs from postponement are payable by the Client.

4.3 Where the conference cannot proceed due to a force majeure event under Article 273 of the UAE Civil Code (Federal Law No. 5 of 1985), neither Party shall be liable for losses caused solely by the force majeure event, but the Client shall pay all committed third-party costs.

5. DELEGATE DATA AND INTELLECTUAL PROPERTY

5.1 Where delegate personal data is processed through the registration platform or on-site systems, the Parties shall comply with the Personal Data Protection Law (Federal Decree-Law No. 45 of 2021). Delegate personal data includes names, email addresses, Emirates ID numbers, dietary requirements, and photographs.

5.2 Intellectual property in conference materials, branding, and programmes produced exclusively for this conference by the Provider vests in the Client on full payment of the management fee. The Provider retains rights to pre-existing tools, platforms, and generic content.

5.3 The Provider shall keep confidential all delegate lists, sponsor information, and financial details relating to the conference.

6. GENERAL

6.1 This Agreement is governed by the laws of the United Arab Emirates and the Parties submit to the exclusive jurisdiction of the [Governing Forum].

6.2 This Agreement is the entire agreement on its subject matter and may be amended only in writing signed by both Parties.

6.3 The Provider is an independent contractor. Nothing creates employment, partnership, or agency between the Parties.

Signed for and on behalf of the Provider: [Provider Name]

Signed for and on behalf of the Client: [Client Name]

Conference Services Provider

________________

Signature

Client

________________

Signature

Maintained by Vladislav Sergienko, Founder·Template last modified: 2026-06-23·Report an error

What Is a Conference Services Agreement (UAE)?

A Conference Services Agreement in the United Arab Emirates is a legally binding contract under which a professional conference management company agrees to plan, organise, and execute a conference, summit, or similar professional gathering for a client, in return for a management fee. The agreement is governed by the UAE Civil Code (Federal Law No. 5 of 1985), which under Article 125 recognises the contract as formed when the parties agree on the scope of services, the management fee, and the conference dates. Article 246 requires good faith performance, and Article 257 treats the contract as the law between the parties.

The UAE has established itself as one of the world's leading conference and meeting destinations. Dubai and Abu Dhabi host hundreds of international conferences annually — Gulfood, Arab Health, GITEX Global, the Abu Dhabi Sustainability Week, the World Government Summit, and the Global Women's Forum — bringing tens of thousands of delegates from across the Middle East, Africa, Asia, and beyond. The Dubai World Trade Centre (DWTC) and the Abu Dhabi National Exhibition Centre (ADNEC) are among the largest and best-equipped convention facilities in the world. Purpose-built conference hotels — the Jumeirah Emirates Towers Conference Centre, the InterContinental Abu Dhabi, and the Fairmont Bab Al Bahr — serve the mid-scale and boutique conference market.

Conference management companies operating in the UAE must hold valid trade licences from the relevant Department of Economic Development. Where entertainment components form part of the conference — opening ceremony performances, gala dinner entertainment — artist permits from the Dubai Department of Economy and Tourism (DET), Dubai Police, or the Abu Dhabi Police are required for each performer. Medical and professional conferences seeking CPD accreditation must apply to the Dubai Health Authority (DHA), the Health Authority — Abu Dhabi (HAAD), or the UAE Ministry of Health and Prevention.

The legal framework combines the UAE Civil Code with the Commercial Transactions Law (Federal Decree-Law No. 50 of 2022) for commercial parties. The Corporate Companies Law (Federal Decree-Law No. 32 of 2021) governs corporate capacity. VAT at 5% under the VAT Law (Federal Decree-Law No. 8 of 2017), administered by the Federal Tax Authority (FTA), applies to the management fee and delegate registration fees. Delegate personal data is subject to the Personal Data Protection Law (Federal Decree-Law No. 45 of 2021). Electronic execution is valid under the Electronic Transactions and Trust Services Law (Federal Decree-Law No. 46 of 2021).

When Do You Need a Conference Services Agreement (UAE)?

A Conference Services Agreement in the United Arab Emirates is needed whenever a client formally engages a conference management company to plan and execute a professional conference, and both parties want enforceable terms under the UAE Civil Code (Federal Law No. 5 of 1985). A written agreement prevents disputes about the scope of services, the management fee, budget control, delegate data handling, and the allocation of costs if the conference is cancelled or postponed.

Annual association conferences represent a major segment. Professional associations — medical, legal, engineering, real estate — operating across the UAE's regulated industries commission annual conferences that involve hundreds of delegates, CPD accreditation, sponsored exhibitions, and multi-day programmes. The Conference Services Agreement documents the full scope, from venue liaison through speaker management, delegate registration, and post-conference reporting.

Government and semi-government entity conferences are a significant part of the UAE's conference calendar. Dubai and Abu Dhabi government bodies frequently host international forums and ministerial summits under formal procurement frameworks that require a written Conference Services Agreement as a contractual baseline and an evidence trail for government auditing purposes.

Corporate conferences and incentive meetings engage Conference Services Agreements where a multinational company brings its regional leadership team or dealer network to the UAE for a multi-day business meeting. The conference management company handles logistics, accommodation blocks, transfers, and the event programme while the corporate client focuses on content delivery.

Virtual and hybrid conferences that combine in-person delegates in a UAE venue with online participants globally have become common since 2020. The Conference Services Agreement for a hybrid event must address the technical streaming platform, online delegate registration, content rights for digital re-use, and the data protection implications of audience analytics tools. Conference organisers should also consider hybrid event addendums addressing streaming platform rights, online delegate registration, content re-use licences, and audience data analytics obligations under the Personal Data Protection Law (Federal Decree-Law No. 45 of 2021) whenever a digital participation component is planned.

What to Include in Your Conference Services Agreement (UAE)

A UAE Conference Services Agreement compliant with the UAE Civil Code (Federal Law No. 5 of 1985) and the Commercial Transactions Law (Federal Decree-Law No. 50 of 2022) must include the following key elements. The forms-legal.com UAE conference services agreement template addresses each component in a format suitable for submission to the Dubai Courts and the Abu Dhabi Judicial Department.

Party identification must record the full legal names of the conference management company and the client, their trade licence or registration numbers, and registered addresses. Where a government entity commissions the conference, the entity's formal name and authorisation reference should be included.

Conference details must fix the conference name, dates, venue with full address, and expected number of delegates. These particulars define the contract's subject matter under Article 257 of the UAE Civil Code (Federal Law No. 5 of 1985).

Scope of services must describe every component the management company will deliver: venue coordination, delegate registration platform, on-site badging and access control, speaker management, programme scheduling, AV and stage production, sponsor liaison, accommodation block booking, on-site management team, conference app, and post-conference report. Services excluded from scope — abstract submission systems, CME accreditation processing, gala dinner management — must be listed explicitly.

Management fee and conference budget must be clearly separated. The management fee is the professional coordination fee subject to VAT at 5% under the VAT Law (Federal Decree-Law No. 8 of 2017). The third-party conference budget covers venue hire, catering, AV production, accommodation, and printing, recharged at cost. Exceeding the approved budget without the client's written approval is a breach.

Payment milestones should reflect the conference planning cycle: a deposit on signing (typically 35%), a progress payment 90 days before the conference, and a final settlement within 14 days after the conference when third-party invoices are reconciled.

Delegate data obligations under the Personal Data Protection Law (Federal Decree-Law No. 45 of 2021) must define the data controller (client) and data processor (management company) roles, data security requirements, and deletion timelines.

Cancellation and postponement provisions must address tiered management fee retention and client liability for committed third-party costs.

Intellectual property provisions must address conference branding, programme content, and speaker presentation rights.

Force majeure under Article 273 of the UAE Civil Code (Federal Law No. 5 of 1985) should address government gathering restrictions and committed third-party cost allocation.

How to Fill Out Your Conference Services Agreement (UAE)

Completing a Conference Services Agreement for the United Arab Emirates is straightforward when the conference brief, budget, venue booking, and payment schedule have been agreed. Prepare the template with these documents and the client's procurement requirements at hand.

Start with the parties. Enter the conference management company's full legal name exactly as it appears on its trade licence from the relevant Department of Economic Development. Record the trade licence number. Enter the client's full legal name, registration or trade licence number, and registered address. Where the client is a government entity, confirm the signatory's authority to bind the entity under the Commercial Companies Law (Federal Decree-Law No. 32 of 2021).

Enter the agreement date in DD/MM/YYYY format.

Fill in the conference details: name, dates in DD/MM/YYYY format, venue with full address, and expected delegate count.

Describe the scope of services in full. List every deliverable and explicitly exclude services not included — abstract management, CME accreditation, gala dinner. A precise scope prevents disputes and is the foundation of enforcement under Article 257 of the UAE Civil Code (Federal Law No. 5 of 1985).

Enter the management fee in AED, confirming it is exclusive of VAT. Record the approved third-party conference budget and the cap. Complete the payment milestones — three instalments tied to signing, planning progress, and post-conference settlement are standard — and state that VAT at 5% per the VAT Law (Federal Decree-Law No. 8 of 2017) will be added to each invoice.

Complete the cancellation policy and specify the governing courts.

Arrange signature by authorised representatives of both parties. Electronic signatures are valid under the Electronic Transactions and Trust Services Law (Federal Decree-Law No. 46 of 2021). Download as PDF or Word and retain a signed copy on file.

Legal Requirements for Conference Services Agreement (UAE)

A Conference Services Agreement in the United Arab Emirates is governed primarily by the UAE Civil Code (Federal Law No. 5 of 1985). Articles 125, 246, 257, 272, 273, 282, and 389 provide the contract formation, performance, force majeure, breach, and damages framework.

The conference management company must hold a valid trade licence from the relevant Department of Economic Development covering conference management or event management activity. Entertainment components require artist permits from the Dubai Department of Economy and Tourism (DET), Dubai Police, or Abu Dhabi Police for each performer. Medical conferences seeking accreditation must apply to the Dubai Health Authority (DHA), the Health Authority — Abu Dhabi (HAAD), or the UAE Ministry of Health and Prevention.

The Commercial Transactions Law (Federal Decree-Law No. 50 of 2022) supplements the Civil Code for commercial parties. The Commercial Companies Law (Federal Decree-Law No. 32 of 2021) governs corporate capacity.

VAT applies at 5% under the VAT Law (Federal Decree-Law No. 8 of 2017), administered by the Federal Tax Authority (FTA), on the management fee and delegate registration fees. Corporate Tax under the Corporate Tax Law (Federal Decree-Law No. 47 of 2022) at 9% above the threshold applies to the management company's taxable profits.

Delegate personal data is subject to the Personal Data Protection Law (Federal Decree-Law No. 45 of 2021), administered by the UAE Data Office. DIFC conferences are subject to the DIFC Data Protection Law (DIFC Law No. 5 of 2020). UAE Copyright Law (Federal Law No. 38 of 2021) governs intellectual property in conference content, recordings, and branding. Electronic execution is valid under the Electronic Transactions and Trust Services Law (Federal Decree-Law No. 46 of 2021).

Common Mistakes to Avoid in Your Conference Services Agreement (UAE)

A UAE Conference Services Agreement protects both parties only when drafted carefully. The following errors frequently cause disputes or leave a party exposed.

1. Scope does not specify excluded services. Failing to list excluded services — abstract management, CPD accreditation, media coverage, exhibition management — leads to disputes when the client assumes these are included. Under Article 257 of the UAE Civil Code (Federal Law No. 5 of 1985), the courts interpret the contract on its express terms.

2. Management fee and budget merged. Combining the management fee and third-party costs in one figure makes it impossible to apply the correct VAT treatment, track budget spend, or identify management company overcharging. Separate them and require written approval before the budget cap is exceeded.

3. No delegate data processing clause. Failing to define the controller/processor relationship for delegate personal data, and the deletion obligation after the conference, creates PDPL non-compliance risk for both parties under the Personal Data Protection Law (Federal Decree-Law No. 45 of 2021).

4. No permit responsibility clause. Where entertainment permits from the Dubai Department of Economy and Tourism (DET), Dubai Police, or Abu Dhabi Police are required for conference entertainment, failing to assign responsibility to one party creates regulatory risk.

5. Cancellation policy omits third-party cost recharge. Specifying only a management fee retention schedule without requiring the client to pay all committed third-party costs — venue deposit, AV bookings, speaker travel — leaves the management company exposed to irrecoverable costs when the client cancels late.

6. No VAT clause. Failing to state that the management fee is exclusive of 5% VAT under the VAT Law (Federal Decree-Law No. 8 of 2017) creates disputes when FTA-compliant tax invoices are issued.

7. Speaker IP not addressed. Failing to obtain content licences from speakers before the conference leaves the client unable to record, publish, or stream sessions, and the management company potentially liable for copyright infringement under the UAE Copyright Law (Federal Law No. 38 of 2021).

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Reference this free template in an article, syllabus, or research note:

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Forms Legal. (2026). Conference Services Agreement (UAE) (United Arab Emirates) [Legal document template]. Forms Legal. https://forms-legal.com/uae/business/services/conference-services-agreement-uae

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@misc{formslegal-conference-services-agreement-uae,
  author       = {{Forms Legal}},
  title        = {Conference Services Agreement (UAE) (United Arab Emirates)},
  year         = {2026},
  howpublished = {\url{https://forms-legal.com/uae/business/services/conference-services-agreement-uae}},
  note         = {Free legal document template. Based on UAE Civil Code (Federal Law No. 5 of 1985)}
}

Frequently Asked Questions

Based on UAE Civil Code (Federal Law No. 5 of 1985) — Template last modified June 2026

This template is provided for informational purposes only and does not constitute legal advice. Laws vary by jurisdiction and change over time. Consult a qualified attorney for advice specific to your situation.Full disclaimer

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Conference Services Agreement (UAE)

What Is a Conference Services Agreement (UAE)?

When Do You Need a Conference Services Agreement (UAE)?

What to Include in Your Conference Services Agreement (UAE)

How to Fill Out Your Conference Services Agreement (UAE)

Legal Requirements for Conference Services Agreement (UAE)

Common Mistakes to Avoid in Your Conference Services Agreement (UAE)

Cite this page

Frequently Asked Questions

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