Fillable SPECIAL EVENT APPLICATION (Village of Sugar Grove)

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SPECIAL EVENT APPLICATION (Village of Sugar Grove)

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SPECIAL EVENT APPLICATION
Thank you for your interest in hosting your special event in the Village of Sugar Grove. We are committed to making this special event
application process as efficient and smooth as possible. We hope your event is successful.
Special events are outside of the usual and expected use of public streets, right-of-ways, and public and private property. The purpose
of this application is to collect and evaluate information required for issuing a Special Event permit, and to regulate events on the public
streets, rights-of-ways, parks, and public and private property in the Village of Sugar Grove, and to provide for fees, charges, and
procedures required to administer the permit process for Special Events in the Village of Sugar Grove.
PLEASE PRINT CLEARLY
GENERAL EVENT INFORMATION
__________________________________________________________ _______________________________________________________
NAME OF EVENT (if applicable) DATE(S) OF EVENT
__________________________________________________________ _______________________________________________________
LOCATION OF EVENT (if event occurs over a route, attach a map of the route) EVENT WEBSITE (if any)
__________________________________________________________ _______________________________________________________
ESTIMATED NUMBER OF PARTICIPANTS/VISITORS/SPECTATORS
CONTACT INFORMATION
SPONSOR/ORGANIZER: IS THIS AN INDIVIDUAL OR ORGANIZATION? COORDINATOR/EVENT CHAIRMAN:
____________________________________________________ _______________________________________________________
ORGANIZATION NAME NAME
____________________________________________________ _______________________________________________________
FEIN or 501(c)3 NUMBER ADDRESS
____________________________________________________ _______________________________________________________
ADDRESS CITY STATE ZIP CODE
____________________________________________________ _______________________________________________________
CITY STATE ZIP CODE TELEPHONE
____________________________________________________ _______________________________________________________
EMAIL EMAIL
____________________________________________________
TELEPHONE
____________________________________________________
WEBSITE
PRIMARY CONTACT: ON-SITE CONTACT:
INDIVIDUAL RESPONSIBLE FOR RESPONDING TO QUESTIONS CONCERNING THIS APPLICATION INDIVIDUAL RESPONSIBLE FOR RESPONDING TO EMERGENCIES AND QUESTIONS CONCERNING THE
OPERATION OF THE EVENT DURING THE EVENT AT THE EVENT
____________________________________________________ _______________________________________________________
NAME NAME
____________________________________________________ _______________________________________________________
ADDRESS ADDRESS
____________________________________________________ _______________________________________________________
CITY STATE ZIP CODE CITY STATE ZIP CODE
____________________________________________________ _______________________________________________________
TELEPHONE TELEPHONE
____________________________________________________ _______________________________________________________
EMAIL EMAIL
PLEASE READ THIS APPLICATION CAREFULLY. This is a universal application and not all questions and requirements may apply to your
special event but incomplete or inaccurate applications could result in delay or denial of the request. If you are requesting a Block Party
permit this is not the application you need to complete.
EVENT DETAILS
SCHEDULE FOR EVENT SET-UP AND BREAK-DOWN
SET-UP
BEGINS (DAY/TIME): ________________________________________________ AND WILL BE COMPLETED (DAY/TIME): _______________________________________________
CLEAN-UP AND
RESTORATION
BEGINS (DAY/TIME): ________________________________________________ AND WILL BE COMPLETED (DAY/TIME): _______________________________________________
WILL TENTS BE USED AT YOUR EVENT? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . YES NO
If “Yes,” please indicate the number of tents with the corresponding size. All tents and/or canopies must be indicated on a Site Map
and attached to this application. A copy of all permits issued by the Community Development Department must be submitted 30
days prior to your event; otherwise, late fees may apply.
Tents and/or canopies require a Building Permit from the Community Development Department (630.466.8954). If you are planning
to erect tents or canopies, please provide a Site Map showing the location of all tents and canopies, along with the size of each; a
copy of flame retardant certificate must be provided for all tents; vendor name; certificate of insurance naming the Village of Sugar
Grove as an additional insured for each vendor. A separate sheet with this information may be attached. Tent company/installers
are responsible for calling JULIE.
Have you attached additional documentation, if required? . . . . . . YES NO
WILL THERE BE FOOD / DRINKS AT YOUR EVENT? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . YES NO
If “Yes,” please provide and attach the following additional information: a description of food that will be served on the premises of
the Special Event; vendor name and telephone number; Illinois Sales Tax ID Number; and, Kane County Health Department permit.
Have you attached additional documentation, if required? . . . . . . YES NO
WILL A RAFFLE BE CONDUCTED AS PART OF YOUR EVENT? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . YES NO
If “Yes,” additional documentation and permit is required. Please contact the Kane County Clerk’s Office at 630. 232-5950 to
obtain a Raffle Permit. Paperwork must be received in the County Clerk’s Office at least 30 days prior to the event for approval.
WILL YOUR EVENT REQUIRE SIGNS? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . YES NO
(MORE INFORMATION TO BE PROVIDED)
WILL YOUR EVENT INCLUDE THE USE OF FIREWORKS/PYROTECHNICS? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . YES NO
(MORE INFORMATION TO BE PROVIDED)
WILL YOUR EVENT INCLUDE A BONFIRE? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . YES NO
(MORE INFORMATION TO BE PROVIDED)
WHAT IS YOUR MEDICAL PLAN?
(MORE INFORMATION TO BE PROVIDED)
WHO IS YOUR MEDICAL SERVICES PROVIDER?
(MORE INFORMATION TO BE PROVIDED)
WILL YOUR EVENT REQUIRE A WATER HOOK-UP (this does not refer to a hose)? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . YES NO
If “Yes,” please contact the Village Water Department for a temporary water meter and costs.
■
WILL YOUR EVENT REQUIRE ELECTRIC SERVICE? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . YES NO
If “Yes,” a building permit and inspections are required. Please contact the Community Development Department for additional
information and costs.
DO YOU PLAN TO USE A GENERATOR AT YOUR EVENT? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . YES NO
If “Yes,” a building permit and inspections may be required. Please contact the Community Development Department for additional
information and costs.
DO YOU PLAN TO PROVIDE TRASH AND RECYCLING RECEPTACLES AT YOUR EVENT? . . . . . . . . . . . . . . . . . . . . . . . . . . . . YES NO
If “Yes,” please provide and attach the following additional information: a description of refuse and recyclables will be collected and
removed from the premises; vendor name and telephone number; number and description of trash dumpsters and/or receptacles.
Have you attached additional documentation, if required? . . . . . . . YES NO
WILL YOUR EVENT INCLUDE INFLATABLE OR SIMILAR DEVICES? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . YES NO
If “Yes,” please provide and attach the following additional information: vendor name, certificate of insurance naming the Village of
Sugar Grove as an additional insured for each vendor, description of inflatable and installation.
Have you attached additional documentation, if required? . . . . . . . YES NO
WILL YOUR EVENT INCLUDE A CARNIVAL OR OTHER AMUSEMENTS? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . YES NO
If “Yes,” please provide and attach the following additional information: a Site Plan identifying the location of attractions and
amusements on the premises; a description of the amusements and attractions that will be provided; vendor name and telephone
number; and, certificate of insurance naming the Village of Sugar Grove as an additional insured for each vendor.
Have you attached additional documentation, if required? . . . . . . . YES NO
WILL YOUR EVENT INCLUDE A WALK, RACE, RUN OR PARADE? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . YES NO
If “Yes,” and your event is a run, walk, or other activity in which participants will be following a course, then you must attach a route
map and a written description of the proposed route. All proposed routes are subject to Village approval. Additionally, the Village
is not responsible for any costs associated with the denial of a proposed route.
Have you attached additional documentation, if required? . . . . . . . YES NO
WILL YOUR EVENT INCLUDE LIVE OR RECORDED MUSIC? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . YES NO
If “Yes,” please attach a description of the artists/talent you plan to provide. All outdoor music must end by 10:30 p.m. Sunday thru
Thursday and 11:30 p.m. Friday and Saturday.
Have you attached additional documentation, if required? . . . . . . . YES NO
WILL ALCOHOL BE SERVED AT YOUR EVENT? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . YES NO
If “Yes,” additional documentation and permit is required. Please contact the Village Clerk’s Office at 630.466.4507 to obtain a Raffle
Permit. Paperwork must be received in the Village Clerk’s Office at least 45 days prior to the event for approval.
WILL YOUR EVENT REQUIRE CLOSURE OF ANY PUBLIC STREETS? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . YES NO
If “Yes,” please provide a Site Map indicating the streets and alleys that will be closed in connection with your Special Event; the
duration of the closure(s); and, what type of traffic control devices (i.e., traffic signal, police, barricades, specialized equipment, cones
or signs) you are requesting. Also attach if there will be any control fencing.
All street and alley closing requests are subject to Village approval and shall not be assumed by the event organizer/sponsor.
Have you attached additional documentation, if required? . . . . . . . YES NO
______________________________________________________ CLOSURE BEGINS: ___________________________ AND WILL RE-OPEN: ___________________________________
STREET NAME DAY/TIME DAY/TIME
______________________________________________________ CLOSURE BEGINS: ___________________________ AND WILL RE-OPEN: ___________________________________
STREET NAME DAY/TIME DAY/TIME
ATTACH ADDITIONAL SHEET IF MORE THAN TWO STREETS ARE PLANNED TO BE CLOSED DURING YOUR EVENT
WILL YOUR EVENT REQUIRE CLOSURE OF ANY PUBLIC OR PRIVATE PARKING LOTS? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . YES NO
If “Yes,” please provide a Site Map indicating the parking lots that will be closed in connection with your Special Event; the duration
of the closure(s); and, what type of traffic control devices (i.e., traffic signal, police, barricades, specialized equipment, cones or signs)
you are requesting. Also attach if there will be any control fencing.
All street and alley closing requests are subject to Village approval and shall not be assumed by the event organizer/sponsor.
Have you attached additional documentation, if required? . . . . . . . YES NO
______________________________________________________ CLOSURE BEGINS: ___________________________ AND WILL RE-OPEN: ___________________________________
PARKING LOT LOCATION DAY/TIME DAY/TIME
______________________________________________________ CLOSURE BEGINS: ___________________________ AND WILL RE-OPEN: ___________________________________
PARKING LOT LOCATION DAY/TIME DAY/TIME
ATTACH ADDITIONAL SHEET IF MORE THAN TWO PARKING LOTS ARE PLANNED TO BE CLOSED DURING YOUR EVENT
HAVE YOU DETERMINED HOW RESIDENTS AND BUSINESSES WILL BE NOTIFIED OF ANY STREET AND/OR
PARKING LOT CLOSURES REQUIRED IN CONNECTION WITH YOUR EVENT? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . YES NO
If “Yes,” please provide and attach the description of the manner of notification.
Have you attached additional documentation, if required? . . . . . . . YES NO
WILL YOUR EVENT INCLUDE PORTABLE RESTROOMS AND SINKS? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . YES NO
If “Yes,” please provide and attach the following additional information: vendor name, certificate of insurance naming the Village of
Sugar Grove as an additional insured for each vendor, number and description of portable restroom and sink installation.
Have you attached additional documentation, if required? . . . . . . . YES NO
WILL YOU PROVIDE TRASH DUMPSTERS AT YOUR EVENT? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . YES NO
If “Yes,” please provide and attach the following additional information: a description of refuse and recyclables will be collected and
removed from the premises; vendor name and telephone number; number and description of trash dumpsters and/or receptacles.
Have you attached additional documentation, if required? . . . . . . . YES NO
DO YOU EXPECT TO USE FENCING AT YOUR EVENT? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . YES NO
If “Yes,” please provide and attach the following additional information: vendor name, certificate of insurance for each vendor,
description of fence material and installation.
Have you attached additional documentation, if required? . . . . . . . YES NO
HAS YOUR EVENT BEEN PREVIOUSLY HELD? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . YES NO
If “Yes,” when and where? ___________________________________________________________________________________________________.
WILL YOUR EVENT INCLUDE A STAGE OR OTHER STRUCTURE? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . YES NO
If “Yes,” stages and other structures must be indicated on a Site Map and attached to this application. A copy of all permits issued
by the Village Building Department must be submitted 30 days prior to your event; otherwise, late fees may apply.
Stages and other structures may require a Building Permit from the Community Development Department (630.466.8954). If you are
planning to erect a stage or other structures, please provide a Site Map showing the location of the stage and other structures, along
with the size of each; vendor name; certificate of insurance naming the Village of Sugar Grove as an additional insured for each
vendor. A separate sheet with this information may be attached.
Required additional documentation attached? . . . . . . . YES NO
WILL ANIMALS BE PRESENT/FEATURED AT YOUR EVENT? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . YES NO
If “Yes,” please provide and attach the following additional information: vendor name, certificate of insurance naming the Village of
Sugar Grove as an additional insured for each vendor, description of animals and any pens or enclosures.
Required additional documentation attached? . . . . . . . YES NO
WILL YOU BE ADVERTISING YOUR EVENT? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . YES NO
Please note that all costs incurred promoting and marketing events prior to the issuance of an approved Special Event Permit from
the Village of Sugar Grove and changes/modifications relative to the event from the Building Department and/or the Village is at the
sole expense and risk of the Event Organizer.
Please attach a description of how will your event attendees be notified or invited to the event? Will your event be publicly advertised?
Required additional documentation attached? . . . . . . . YES NO
WILL YOUR EVENT INCLUDE THE APPEARANCE OF ANY CELEBRITY? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . YES NO
If “Yes,” please provide and attach the following additional information: name of the celebrity, a description of how security and
crowd control will be provided by the event sponsor/organizer.
Required additional documentation attached? . . . . . . . YES NO
WILL YOUR EVENT INCLUDE FILM PRODUCTION? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . YES NO
If “Yes,” please provide and attach the following additional information: a Site Map the location of any production vehicles and
trailers: schedule of filming operations (days and times); a description of how adjacent property owners/residents are notified of
film production schedule; a description of any special effects or stunts that may be required; a description of how security and crowd
control will be provided by the event sponsor/organizer; whether any drones will be employed; and, a certificate of insurance naming
the Village of Sugar Grove as an additional insured.
Required additional documentation attached? . . . . . . . YES NO
WILL YOUR EVENT INCLUDE THE SALE OF ANY MERCHANDISE? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . YES NO
If “Yes,” please provide and attach the following additional information: a Site Map identifying the location of vendors on the
premises of the Special Event; a description of merchandise that will be for sale; and, vendor name(s) and telephone number(s); and,
Illinois Sales Tax ID Number(s).
Required additional documentation attached? . . . . . . . YES NO
WILL YOUR EVENT HIRE CONTRACT SECURITY? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . YES NO
If “Yes,” please provide the name and contact phone number of the security service and attach to this application.
Required additional documentation attached? . . . . . . . YES NO
WILL YOUR EVENT REQUIRE AN ADMISSION FEE? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . YES NO
WILL ANY PART OF YOUR EVENT BE HELD INDOORS OF ANY BUILDING? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . YES NO
WILL YOUR EVENT REQUIRE POLICE ASSISTANCE WITH TRAFFIC DIRECTION? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . YES NO
If “yes,” please describe. _________________________________________________________________________________________________
____________________________________________________________________________________________________________________________
____________________________________________________________________________________________________________________________
WILL YOUR EVENT REQUIRE POLICE ASSISTANCE WITH CROWD CONTROL? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . YES NO
If “yes,” please describe. _________________________________________________________________________________________________
____________________________________________________________________________________________________________________________
____________________________________________________________________________________________________________________________
WILL YOUR EVENT INCLUDE THE USE OF ANY VILLAGE PROPERTY (OTHER THAN STREETS OR ALLEYS)? . . . . . . . . . . . . YES NO
If “yes,” please describe. _________________________________________________________________________________________________
____________________________________________________________________________________________________________________________
____________________________________________________________________________________________________________________________
WILL ANY ITEMS BE LEFT OUTSIDE OVERNIGHT AT YOUR EVENT? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . YES NO
If “yes,” please describe. _________________________________________________________________________________________________
____________________________________________________________________________________________________________________________
WHAT WEATHER CONDITIONS MAY REQUIRE CANCELLATION OF YOUR EVENT?
Please describe. ______________________________________________________________________________________________________________________________
HOW WILL YOU PROVIDE NOTIFICATION OF CANCELLATION OR POSTPONEMENT OF YOUR EVENT?
Please describe. _____________________________________________________________________________________________________________________________
_______________________________________________________________________________________________________________________________________________
_______________________________________________________________________________________________________________________________________________
AGREEMENT TO DEFEND, INDEMNIFY, AND HOLD HARMLESS
The undersigned hereby agrees to defend, indemnify and hold harmless the Village of Sugar Grove, its officials, agents and employees,
against injuries, deaths, loss, damages, claims, suits, liabilities, judgments, cost and expenses (including attorneys’ fees), which may in
anywise accrue against the Village of Sugar Grove, its officials, agents and employees, arising in whole or in part or in consequence of
the organizer’s event or which may in anywise result therefore, except that arising out of the sole legal cause of the Village of Sugar
Grove, its agents or employees. The undersigned shall, at its own expense, appear, defend and pay all charges of attorneys and all costs
and other expenses arising therefore or incurred in connections therewith, and, if any judgment shall be rendered against the Village of
Sugar Grove, its officials, agents and employees, in any such action, the undersigned shall, at its own expense, satisfy and discharge the
same.
I have the authority from my organization to sign and submit this application on their behalf. I understand that any changes made
to this application after approval are subject to Village approval.
______________________________________________ ______________________________
Signature of Organizer Date
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ADDITIONAL AGREEMENTS
1. APPLICATION REVIEW FEE NOTICE
Applicant(s) and/or sponsor(s), of any events requiring the use of public services and/or defined as a Special Event, held in the Village of
Sugar Grove or affecting the Village of Sugar Grove may be required to pay (payable to the Village of Sugar Grove) for any fees or service
charges as deemed necessary and appropriate by the Village of Sugar Grove. Fees and service charges will be due at the time of application
approval before the permit is issued. The applicant will be notified of any cost following completion of staff review. The Village requires
a minimum three hour payment commitment.
I have read and agree to the above statement
2. COSTS INCURRED BY VILLAGE
If a business, organization or individual wishes to organize an event all costs incurred by the Village must be reimbursed by the business,
organization or individual.
I have read and agree to the above statement
3. VILLAGE'S RESPONSIBILITY STATEMENT
The applicant shall remain responsible for any and all equipment and materials not owned by the Village. The organizer shall remain full
responsibility for all damage, theft, or other mishap of Village property if found to be at fault. This can include but is not limited to failure
to place event road closure signs at least two (2) weeks before an event along the event route. This also includes acts of concern or failure
to act as instructed by or through the Village of Sugar Grove policies, procedures, or staff. The Village will seek compensation as applicable
through the event organizer's insurance company or other method(s) as determined appropriate by the Village of Sugar Grove.
I have read and agree to the above statement
4. ADA POLICY AGREEMENT
Special events on Village of Sugar Grove property are required to meet the Americans with Disabilities Act (ADA) standards for accessibility.
Please check the box below to confirm that you have been made aware of the ADA requirement and agree to provide a barrier-free event.
I have read and agree to the above statement
5. GOVERNMENT PERMITS
The event organizer/sponsor must obtain all Federal, State, Local or any other government permits, as necessary.
I agree to obtain all Government Permits required for my event
6. SPECIAL EVENT PERMIT DENIAL POLICY
If applicant(s) fail to submit the Special Event Permit application within the time frame required, the Village of Sugar Grove reserves the
right to deny the Special Event Permit application. In addition, the Village reserves the right to deny a Special Event Permit for any reason.
Permit denial is at the discretion of the Village of Sugar Grove.
I have read and agree to the above statement
APPLICANT’S STATEMENT OF AGREEMENT
Everything that I have stated on this application is correct to the best of my knowledge. I have read, understand, and agree to abide by
the rules and regulations included in this application including the instruction section of this application. The permit, if granted, is not
transferable and is revocable at any time at the absolute discretion of the Village of Sugar Grove. I hereby affirm that the above
information is true and correct in describing the intent of this application. I understand that the issuance of the Special Event permit is
contingent upon compliance with all applicable conditions and requirements placed upon it by the Village of Sugar Grove.
I, the undersigned, agree to abide by the provisions in this application and the instructions attached to the Special Event permit, if
approved.
______________________________________ ________________________
Signature of Organizer Date
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SPECIAL EVENT APPLICATION (Village of Sugar Grove)

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Completed 16 July 2020

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