The Ultimate Guide: VR For Events

Your ultimate guide to incorporating VR into your next
conference, trade shows, or party.


The Ultimate Guide: VR For Events

Your ultimate guide to incorporating VR into your next
conference, trade shows, or party.

Want to learn how you can incorporate VR into your next Corporate event?

There's no doubt that incorporating VR into your next conference, trade show, or exhibit will help you make your presence more memorable, engaging, and profitable. The question is: how do you get started? With clients like      Dropbox and Mini, we're at the forefront of combining VR and events. We will share...

- Which VR Event Entertainment To Incorporate And Why
- An Overview Of The VR Technologies On The Market
- Questions To Ask Potential VR Vendors
- What You Should Expect From Your VR Vendor
- Answers To FAQ (Power, Space, Internet, Etc)
- How To Brand Your VR Event Entertainment
- How To Generate Leads With VR
- How To Handle Guest Throughput And Logistics

If you've got an event around the corner, or you are just researching virtual reality for events in the future, fill out the form and let us shortcut your path to success.

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Media Outlets That Have Covered VR This Month

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Who This Is For

- Program Managers
- Creative Service Managers
- Event Managers
- Event Coordinators
- Global Event Managers
- Experience Designers
- Directors of Marketing
- VPs of Marketing

About is the premier partner for companies looking to bring virtual reality to their next event. If you're interested in making your events more engaging, memorable, and profitable, we're here to help. Let us do the the heavy lifting, so you can be freed up to focus on more strategic decisions.


Virtual Reality At Events


Featured Clients

Industry-leading companies are using VR to promote their products and enhance their event experience. Will you?


Virtual Reality (VR) For Events

Find out how to use Virtual Reality to engage clients and prospects
at your conferences, trade shows, and exhibits.

Virtual Reality (VR) For Events

Find out how to use Virtual Reality to engage clients and prospects
at your conferences, trade shows, and exhibits.


Table of Contents




As a premier provider of Virtual Reality (VR) technology, VirtualRealityRental. co works with your company to provide the best in VR entertainment for your events, including parties, exhibits, trade shows, and conferences. Using our extensive event experience combined with the latest VR technology, we help you plan and implement a unique experience for event attendees.

Whether your goal is team-building, lead generation, or branding, our cutting-edge equipment and strategic planning will turn an average event into an extraordinary event. Just wait until you see the excited expressions and huge smiles on your guests’ faces when they first experience VR.

At, our VR experts use their 20+ years of knowledge in the VR field to bring the best interactive experiences to your company events or exhibits. With more than 3,000 Room Scale VR and 30,000 360 VR experiences to choose from, we can help you select the perfect experience for your event theme or goal. That said, if what we currently offer does not match your vision perfectly, we will work with you to design a customized VR experience that captures your brand essence and delights your audience.

Read on to find out how can help your company bring a new experience to your next event.

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Virtual Reality Rental

What Makes Us Different? stands out from other technology vendors because we focus on the event attendee experience. We don’t push VR technology on you and your attendees just because it’s cool technology. Instead, our experts work closely with your event coordinator, marketing director, and/or CEO to help you accomplish your specific event goals by leveraging VR at your event.

Focusing exclusively on corporate events, we use our extensive experience in marketing and technology to drive home what your event is all about using VR. Whether that includes team-building exercises, lead generation, or if you just want your attendees to have a really good time, we create a VR event experience that aligns with your goals. On top of providing the latest VR technology, we rec­ognize that the difference-maker lies in providing a memorable event experi­ence that your attendees and guests won’t soon forget.

In addition to creating a unique event VR experience, we work closely with your company to ensure we are on the same page. Planning, setup, implementation, and breakdown are all taken care of by our professional and friendly team. This way, you can focus on your event attendees and have a good time, worry-free. We pride ourselves on being a vendor you can trust, and as we’ve heard from past customers, it shows in our level of service.

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Virtual Reality Rental

What Type of Events Do We Do? focuses exclusively on corporate events, including con­ferences hosted by your company, trade shows your company attends, and employee engagement events (holiday parties, team-building events, etc.). By focusing on corporate events, we’ve developed a level of expertise unparalleled in the industry and we have locked into what makes for the best VR experience for event attendees.

Hosted Conferences

Hosted Conferences

Turn your company’s next conference into a one-of-a-kind experience using VR technology from Unlike trade shows and other events, conferences tend to cater more toward learning and discussing overarching problems that an industry faces. We can help your event attendees learn through a themed VR experience or simply provide a way for conference goers to relax after a long day of learning. Let plan and implement VR entertainment for your next conference so you can wow your attendees and leave them bragging about your event to their peers.

Trade Shows

Trade Shows

Companies use trade shows to showcase new products and technologies to customer and prospects, so why not turn these educational opportu­nities into a fully integrated, hands-on learning activation? Trade shows offer the perfect venue to wow your target market, which is easy to do when you opt to use the latest VR technology. can set apart your company’s presence from the sea of competition by lever­aging state-of-the-art VR technology and thus providing a unique and memorable experience for event attendees.

Employee Engagement Events

Employee Engagement Events

Employee engagement events promote productivity and overall employ­ee satisfaction on the job. VR technology allows you to plan engaging and fun-filled events built around driving employee engagement, including team-building. Employee engagement events also help with employee retention by breaking up the monotony of work and creating bonding opportunities between co-workers. By making activities associated with the job more rewarding, the job itself takes on a new life. VirtualReality­ offers the technology and planning services to help you make your employee engagement events a success.

Not sure what’s possible?
We can help. Just email us at

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Who We’ve Worked With

The professionals at have worked with some of the most trusted brands from around the world and across all business sectors, including companies in the automotive, technology, consulting, travel, and construction industries. Rest assured that you’re in good hands.

Virtual Reality Client logos

Katy Genden

Global Events Cognizant

Cognizant Logo was extremely professional both in the pre-event planning and the onsite execution. The technology and the staff were outstanding. I would not hesitate to use them again for our events.

Mariolein Nooren

Events Coordinator
Houston, TX

Mammoet Logo
We rented VR simulators for our company holiday party and they were a huge hit! The guys showed up on time and basically took care of themselves, making my life way easier since I was running around keeping track of everything else going on. It was such a cool experience for guests and people enjoyed both watching others crawl around and experiencing it for themselves.

Tyler Pimentel

Media Loft
Las Vegas, NV

media loft logo was a lifesaver for one of our most recent events. We were two weeks away from the launch of our event and our client gave us the task of bringing an engaging VR experience to add to the event. I reached out to and had a response from William very quickly. William was able to accommodate us and make me feel comfortable with the VR experience he would be able to bring to our event. Onsite his staff was fast, timely and friendly. They executed the experience well and it was a hit. I would highly recommend!

How We Work

The expert staff at works with your company to de­sign the perfect event experience for your attendees. Our three-part VR event execution includes planning the event experience, supplying the lat­est VR technology, and providing knowledgeable technicians who are on-site to execute the event game plan.

Step 1: Pre-Event Strategy

Step 1: Pre-Event Strategy

Every event begins with our pre-event strategy process. During this phase, we focus on educating you, the customer, on what’s possible and empowering you to make the best decisions for your event. For example, we work with you to plan every detail of the experience, including which VR technology to leverage, how to maximize guest throughput, which VR experiences to feature, and how we plan on accomplishing the goals your company has set for the event.

Step 2: Equipment Rental

Step 2: Equipment Rental

In addition to strategic planning, provides every piece of equipment needed to execute your VR experience at your next event. We deliver, set up, and breakdown the equipment with little to no oversight required, allow­ing you to focus on other important obligations. Our equipment is the best in the industry, which leads to the best possible experience for your guests.

Step 3: On-Site Technicians

Step 3: On-Site Technicians

The final piece of the puzzle revolves around our professional and knowledge­able staff. First, our experts really know and care about VR. Second, they love in­teracting with event attendees. Our experts use their knowledge and excitement for the technology to ensure your guests have a great time. They are on-site to manage the VR event experience from start to finish, including setup, experience delivery, and takedown. Think of them as one-half VR technician and one-half brand ambassador. Not only can they execute your VR activation, they can blend in by wearing the same attire as your staff and be able to speak intelligently about your products and services.

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Why You Should Incorporate Virtual Reality Into Your Next Event

The super flexible nature of VR lends itself to a variety of different business events, including conferences, trade shows, and parties. A few of the ways that VR can really make an impact at your next event include:

  • Achieve Event Goals: VR can be used to accomplish your event-spe­cific goals, including boosting event attendance, maximizing foot traffic to your booth, increasing brand awareness, and/or generating leads.

  • Position Your Company: VR is one of the hottest technologies in the market. The use of VR at your event can position your company as cutting edge and fun to work with.

  • Create an Interactive Atmosphere: The immersive and interactive nature of VR can forge a stronger connection between your event at­tendees, as a new, shared experience serves as a great ice breaker to get the conversation started between customers, partners, and pros­pects.

  • Make Your Company Memorable: People remember experiences that they actually took part in as opposed to just watched. With this in mind, the unique nature of the VR experience means that what you want to accomplish with your event is more likely to be remembered by your attendees weeks or even months later.

Using our extensive knowledge of how VR works, we can help you design the perfect event experience to ensure that your event meets your pre-es­tablished goals and provides a memorable experience for your event at­tendees. While most people have heard of VR, having seen it on Good Morn­ing America or ESPN, few have actually experienced it, making any event that uses VR technology unique, compelling, and memorable. VR provides the perfect way for your event and company to stand out, and our knowl­edgeable and friendly staff can help you accomplish this.

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What Types of Virtual Reality Are There?

When considering a VR experience for your next event, you need to make some choices beforehand. offers two different VR technologies: Room Scale VR and 360 VR. While both have similarities, they do feature some key differences as outlined below:

VR Games

The 360 VR Experience

A 360 VR experience represents a more relaxed experience for your attendees, as they are often seated at a table while experiencing VR. Such experiences in­clude real-world video of actual locations from around the world, whether a trip to the bottom of the ocean or climbing Mount Everest. In these experiences, your guests are along for the ride. In addition to real-world locations, 360 VR experiences also take the shape of simple games and puzzles. Overall, we have more than 30,000 360 VR experiences in our library. Rest assured that we can find the perfect VR experience for your event attendees to enjoy that matches your event theme and goal. Don’t worry! Our team will use their expertise and manpower to find the content that is sure to fit your event.

360 VR Hardware

360 VR Hardware

To execute a 360 VR event experience on your behalf, we will provide 360 VR headsets, that have been loaded with the 360 content you’ve selected. In addition, we will need access to power, and a small area with a table and chairs. Typically, we suggest a 48-inch round tall boy table for every three to five chairs.

360 VR Experiences

360 VR Experiences

Other examples of the types of experiences available for your event at­tendees include visiting the Great Wall of China and the Great Pyramid of Giza in Egypt, as well as flying with the Blue Angels. One of the best things about the 360 VR experience is that your event attendees can experience things they would not normally have the chance to do in the real world.

Things to Consider With 360 VR

Things to Consider With 360 VR

The 360 VR experience requires only a small space to operate within. And, compared to the Room Scale VR experience, it also represents a more cost-effective approach for events where maximizing throughput is a top priority. Plus, the headsets are easy to use — event attendees put the headset on and then turn their head or body to interact with the experi­ence. That’s it!

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The Room Scale VR Experience

Room Scale VR offers a much more immersive VR experience than its counter­part 360 VR. In addition, the average space requirements per headset is quite a bit larger for a Room Scale VR and runs about 8-foot by 8-foot, though some ex­periences can get away with a smaller 6-foot by 6-foot space. The area require­ments for the Room Scale VR experience allow your event attendees to interact with the experience more fully and truly experience all that VR has to offer.

Room Scale VR Hardware

Room Scale VR Hardware

While more immersive than 360 VR, Room Scale VR requires the latest VR equipment on the market, making it a premium event entertainment ac­tivation. With Room Scale VR, event attendees can actually interact with the virtual environment using special wireless controllers they hold in each hand. One of the best things about Room Scale VR is that you can easily output what the attendee using the VR headset sees to a TV or LED wall. This addition gives the VR experience more visual weight in the event space that attracts onlookers, making the VR experience more social.a

Room Scale VR Experiences

Room Scale VR Experiences

Some examples of Room Scale VR experiences include interactive games and puzzles. Room Scale VR experiences allow your event attendees to move about the virtual world and discover and interact more fully with the virtual environment around them. This interaction and real-world feel is what leads attendees to telling their friends that they have to try it out.

Popular Room Scale VR Experiences:


Don’t see what you like? Don’t worry! There are 3,000+ VR experiences to choose from, and we will help you do it!

Things to Consider With Room Scale VR

Things to Consider With Room Scale VR

Unlike 360 VR, a Room Scale VR experience gives you more customi­zation. This allows to provide a VR experience impossible to create in the real world. In addition, the immersion level of a Room Scale VR experience is much higher, making for a more mem­orable experience overall. Plus, other attendees can watch their fellow attendees’ progress through the virtual world via television monitors. With more than 3,000 Room Scale VR experiences available, we can help you find the perfect VR experience for your event. And if for some reason we don’t have an experience to match what you are looking for, we will work with you to create a custom experience for your event attendees.

Room Scale VR vs. 360 VR

Room Scale VR vs. 360 VR

Example: The Mount Everest Experience

The easiest way to understand the difference between a 360 VR and a Room Scale VR experience is to compare the Mount Everest Experience as used with both setup types.


In a 360 VR experience, your point of view is from the head of a mountain­eer climbing up Mount Everest. While seated, you can look up, down, and all around, but you aren’t in charge of the climb. Instead, you’re along for the ride as you ascend the mountain and experience the awe the sights and sounds provide.


A Room Scale VR experience, however, allows you to move around more freely in the virtual world and actually control your experience. For in­stance, if you’re in for a good scare, you can walk over to the edge of a cliff on Mount Everest, look down, and feel your stomach drop. You can also climb up the side of the mountain by picking up a pair of ice picks, using your controller, and alternate striking the picks into the ice as you pull yourself up. The biggest difference between a 360 VR and Room Scale VR experience is two-fold. First, in the Room Scale experience, you can actu­ally move around in the physical environment, giving you a more realistic and interactive experience. Second is the visual appearance of the content. With Room Scale VR, the graphics are more lifelike and the screen is sharp­er, adding to the immersion.

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What Types of VR Event Entertainment Do We Offer?

When initially starting the pre-event strategy phase of planning your event, we work with you to determine the exact experience or experiences you want for your event attendees. While we offer more than 30,000 360 VR and 3,000 Room Scale VR experiences, we understand what we offer might not exactly fit what you are looking for. That is where the custom experience comes in.

With the custom VR experience, we work with you closely to determine ex­actly what you want. In addition, we do most of the heavy lifting by asking you what your vision is and then offering you various concepts based on the input you provided. This allows us to hone in on the perfect fit for your event and give your attendees the exact experience that you want them to have.

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Custom vs. Off-the-Shelf VR Experiences

Off-the-shelf, or licensed experiences, are VR experiences that are ready to go. Whether this experience is a game, competition, puzzle, or a shared ex­perience between attendees, what you see is what you get and offer little in the way of branding or customization. In addition to requiring less time to prepare, off-the-shelf VR experiences cost far less than their customized counterparts.

Custom experiences, while more expensive, allow the staff at VirtualReality­ to really hone in on exactly what you want your event attendees to experience.

So, regardless if you want a licensed experience or need one that is custom­ized, we work with you to create the perfect VR experience for your event.

If you’re interested in a custom experience, email us at and we can discuss further.

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What Does VR At Events Look Like?

Below you will find a gallery of images from recent events. Don’t see the ex­act look or feel you were hoping for? Our expert and friendly staff will work with you to develop and execute your vision for your event. That said, if time is of the essence, we offer a professional setup that works well with a large variety of different events.

VR colage2.jpg

Frequently Asked Questions

Virtual Reality offers a great way to connect with your event attendees and leave a lasting impression. But if you are still unsure if VR is right for you, we’re here to answer all of your questions. Below you can find a series of frequently asked questions to help you decide if partnering with VirtualRe­ is the right fit for your next event.


What is it like to experience Room Scale VR?

Watch the video below to see just how exciting and immersive VR can be. While we don’t actually bring green screens to corporate events, this video was designed to give you a sense of what it’s like to experience VR. Watch the videos below to see just how exciting and impactful our VR expe­riences are. Remember, we will work with you to accomplish your event goal, whether that’s team-building, attendee entertainment, employee engagement, brand recognition, or lead generation.


Can I see it in action?

Watch the videos below to see just how exciting and impactful our VR ex­periences are. Remember, we will work with you to accomplish your event goal, whether that’s team-building, attendee entertainment, employee en­gagement, brand recognition, or lead generation.



Still not sure how it could look at your event? Email us at


Do you have any pictures from recent events that I can see?

To see some pictures of VR in action, check out the following links:


What do your customers have to say about you?


    Anita Pruneda
    Lead Planner


  Michael Pazienza
  CEO of Mashbox

 Joe Callahan
 Senior Marketing, Director

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As an experience event planner, it is very import¬ant to find event part¬ners who have the same passion and eye to de¬tail that you do. William at VirtualRealityRental. co did just that for our client’s 1,500-person holiday party. From the initial event idea discus¬sion to contracting, and especially on the event day, William with Virtu¬ made the process quick, effi¬cient, and memorable! Our guests were blown away by the Virtual Real¬ity experiences provided, and we were extremely impressed and satisfied. went above and beyond every step of the way. Their staff was incredibly helpful with planning this portion of our event and their event execution was flawless. We will defi-nitely partner with them again soon.
After exploring various VR companies for our cor¬porate event, we chose, and at the end of the evening it was clear we made the right decision ... I would highly recom¬mend VirtualRealityRen¬ to anyone looking for a fun, engaging, and professional experience at their next event.

How can we brand VR experiences at our events?

There are multiple ways to brand your VR experience. First, if you plan on working with us to develop a custom experience, branding is already a part of your package — from the voiceover to the graphics to the user experi­ence. If you need a shorter timeline or are on a smaller budget, we can help brand the area surrounding your event location, including around the tele­visions for the Room Scale VR experience or the headset itself for the 360 VR experience in the form of vinyl graphics. Ultimately, our professionals will work with you to decide what makes the most sense for your specific event.


How can we use VR to generate leads?

There are a variety of ways for your company to generate leads using VR. The easiest way is to use the VR experience as an enticement or reward for event attendees to come to your booth in the exhibit hall. Basically, the VR experi­ence acts as a magnet, drawing event attendees to your booth. Other ways include offering to let attendees try the VR experience, but only after a sales conversation. This way you frontload the setup so that you scan attendee badges before they can try the experience. Another alternative involves set­ting up appointments to talk with your salespeople and then giving attend­ees a reward in the form of VIP access to the VR experience.


How to handle guest throughput and logistics?

Handling lines and logistics depends in large part on your company’s specif­ic preferences. One option includes creating lines to generate attention and buzz. This way, your company can show event attendees that your organi­zation is fun and interesting to work with.

You can also develop a more premium experience by requiring event at­tendees to take a pager or schedule a time to experience VR. We can even set it up to where they receive a text reminder when their appointed time draws near. Yet another option involves taking a VIP approach, where you give first dibs to the VR experience to certain important partners, clients, or prospects.

Or, you can forego preferential treatment altogether and take a first-come first-serve approach using a standard reservation system. You can even re­quire attendees to sign up for a pass ahead of time when signing up for the conference. The most important thing to remember is that this is your event, and you have many options when it comes to controlling access to the VR experience and maximizing value for your company.


What have you heard from guests after experiencing virtual reality at an event?

  • “That was really incredible! Seriously, my mind is blown.” –Chad S.

  • “Man, that was so fun! I want to buy this and have it in my house!” –John B.

  • “Now I see what all the fuss is about!” –Amber R.

  • “This is an awesome ice breaker for corporate events.” –Michael P.

  • “VR was a great addition to the event. It’s all people could talk about.” –

  • Craig B.

  • “I was surprised at how quickly everyone took to it. Novices and veteran

  • gamers alike were able to start playing in seconds!” –Nick O.

  • “Not only was it a cool, immersive experience, but it gave our networking

  • event the perfect ice breaker topic to get to know other people. I would

  • definitely recommend bringing virtual reality to add buzz to any event!”

  • –Sara S.


How much space is required for each rig?

Room Scale VR:

  • Ideal: 8 feet by 8 feet (flat) area with a 7+-foot-tall ceiling

  • Absolute Minimum: 5 feet x 6.5 feet

  • Included In Space: TV, TV stand, headset, and computer

360 VR:

  • Ideal: 5 feet by 5 feet (flat) area

  • Included In Space: 48-Inch round tall boy table and tall boy table chairs


How much power is required for each rig?

One standard electrical outlet — 110V, 10 amps, 3-prong power outlet.


Can you just ship us the equipment?

360 VR

While most folks looking to have a 360 VR experience at their event contract with us to provide them on-site technicians, staffing is optional for 360 VR event experiences. If you decide to host the 360 VR experience internally, we will provide your team with documentation, as well as technical support via phone and email.

Room Scale VR works hard to provide the best experience for your event attendees. With that in mind, we feel it is paramount that we provide a seamless process from beginning to end. This starts with the pre-event strategy and continues through to the equipment rental process, imple­mentation, and breakdown. For this reason, we don’t ship the equipment to an event organizer.

Our professional staff is also an integral part of the VR experience. The hard­ware involved require technicians that understand the technology and know how to fix things if something goes wrong. The last thing we want to do is ship a bunch of equipment for your event and then have things go wrong when a problem occurs and no one knows how to fix it. We work with you from beginning to end to make sure that the event goals and themes are met and exceeded, and we then deliver the ultimate VR experience to you and your attendees. focuses on providing a premium service to give your event attendees an amazing experience. We want you to feel 100% confi­dent in our professional staff so you know you can rely on us.


What are some sample rental packages you offer?

Our sample packages include our Starter Rental Package, Rockin’ Fun Rental Package, and All-Star Rental Package. Check out more about these packag­es below:


Starter Rental Package

  • Unlimited use up to 4 hours

  • One virtual reality rig

  • Unlimited virtual reality experiences (games, puzzles, videos, etc.) for your guests to enjoy

  • One professional and friendly on-site technician

  • Equipment delivery, setup, and breakdown


Rockin’ Fun Rental Package

  • Unlimited use up to 4 hours

  • Two virtual reality rigs

  • Unlimited virtual reality experiences (games, puzzles, videos, etc.) for your guests to enjoy

  • Two professional and friendly on-site technicians

  • Equipment delivery, setup, and breakdown


All Star Rental Package

  • Unlimited use up to 4 hours

  • Four virtual reality rigs

  • Unlimited virtual reality experiences (games, puzzles, videos, etc.) for your guests to enjoy

  • Four professional and friendly on-site technicians

  • Equipment delivery, setup, and breakdown


Can this be used at an outdoor event?

Yes, we can accommodate some outdoor events as long as the following criteria are met:

  • Tent provided (regardless of inclement weather)

  • Flat area established

  • Power provided

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Contact Us Now to Start Planning Your VR Experience

Are you ready to take your upcoming corporate event to the next level by trying something new and exciting? Our extensive VR experiences, includ­ing games, puzzles, and adventures, are the perfect way to get noticed while entertaining current clients, employees, or potential customers.

Your guests are going to love the VR experience and won’t soon forget it!

Our professional and expert staff are ready — and excited! — to help en­gage your guests at your next event with our fun-filled VR experiences.


Fill out the form and we will be in touch shortly.


William Griggs

CEO / Founder

After filling out the form above, one of our VR event nerds, I mean experts, will be in touch to help you think through the perfect virtual reality experience for your next event.

Of course, we're also available via phone [(800) 216-0254] and email []. 

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