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Society Events Training
Societies Guild Executive 14/15
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Society Events Big and Small!
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Workshops & Talks
Performances & Exhibitions
Balls
Competitive Events
Conferences
Socials
Demonstrations & Screenings
Fundraisers
Quizzes
Campaigns
And many more!
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All of these events require some level of organisation &
event management. The key to a successful event is to
ORGANIZE!
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Organising Events
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Organising Events
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Most society events will be running on a
‘cheap’ budget
Don’t sacrifice good quality events
Ensure you have plenty of time to plan and
organise your event
This gives you enough time to negotiate the
best deals and have the best quality event
The bigger the event, the more time more
spent organizing it.
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Developing an Event Idea
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The best way to build upon an event idea is to brainstorm as a committee.
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Things to consider;
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Timing of the event
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Does it run alongside big University events such as R&G week?
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Try to avoid Fridays.
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Not too early and not too late.
Venue
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Disability friendly?
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On/off campus?
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Make sure you book a room big enough!
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Cont.
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Finance
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Do you require finance?
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Guild or society finances?
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You MUST apply for Guild funding at least TWO WEEKS in advance of the event.
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Retrospective apps? No.
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What do we fund? Check the schedule of allowances.
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Communicate with the finance officer.
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Do not spend money you don’t have.
Got your event idea? Got a venue in mind? Got the cash? Ok! Let’s move on.
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Organising Events
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Plan a budget for the event!!!
This is incredibly important
For example, when booking a band:
If you can say “We have a budget of €800 for the band”
• The band are far more likely to agree to a figure around that rather than to lose
the business
• If you don’t give them a budget:
• They will quote you a price
• Try to rip you off
• Be far less willing to negotiate with you
Always say a price a bit below what you are willing to pay
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Organising Events
For larger events (Balls, conferences, etc.):
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Have a schedule of what needs to happen during the
event:
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Look into the possibility of getting sponsorship
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Setup during the day
Timetable for running of the event
Schedule for after the event
Some companies will be willing to provide sponsorship for
events, particularly if it appeals to their future customers /
employees
Have dedicated person / people responsible for
promoting the event
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May be the difference between breaking even and not!
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Target Audience
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Who is your event aimed at?
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Academic talk
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Fundraiser
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Social
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Interactive workshop
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Specific department – medical, psychology, engineering etc.
Let them know about it!
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Contact the department (if applicable)
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Poster the right areas e.g. Brookfield
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Email your members.
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General Promotional Tips
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Communicate with the PRO regarding posters – correct details.
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USE SOCIAL MEDIA – Facebook, Twitter, Snapchat
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Talk? Workshop? Conference? Assign a hashtag and a Tweeter to live tweet the
event!
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Contact your members – email, webtext (don’t overuse this one!)
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Use campus and local media;
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Motley
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The Express
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Socs on Campus radio show
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Balls – The Venue
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There can be a huge difference in price between hotels
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Make sure to shop around, get as many quotes as possible
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Check with the venue what is included in the price:
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Dinner
Security
Busses (sometimes they will pay 50% of the busses)
Sound / Lighting Equipment (if any)
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Balls – The Venue
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Ensure that you confirm all details of the event
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Make sure that you get a written confirmation from the
venue
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Hotels are not bound by oral confirmations
When you have a date decided, inform me to ensure that
balls don’t clash with each other!
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Balls – The Theme
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Think outside the box for your theme!
An original / different sounding ball can get more than the usual
people attending
Ensure that you dedicate significant promotion to the ball
With an original theme and quality promotion, your ball can sell out
and you could make money off them
Agree your theme with the hotel
Look at prop companies to help with your theme:
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Prop Me Up
Red Balloon Cork
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Balls – The Entertainment
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If a hotel is providing a band / DJ
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Ask for quotes without them as it can be cheaper to book these yourself
Ask other committee members and students about bands & DJ’s
that have played at balls
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It’s mainly down to word of mouth!
Go to the DJ Soc and Live Music Soc to see if they can be of
assistance
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Either for advice or to perform
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Balls – The Transport
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Ensure appropriate transportation is provided to & from the venue, for the number
of tickets sold
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Again, shop around!
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Events near campus and in the city have the advantage of not needing transport
You can get very different quotes from different bus companies
Try to get the hotel to pay some of the costs of transport
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Student Community Support (SCS)
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You must have SCS at your ball
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And at any event with over 200 attendees
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There must be a minimum of 3 SCS members at every ball
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After the first 300 attendees, there must be an extra 1 SCS
member per 100 attendees
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The SCS members are paid at student rate (€8.65 per hour)
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Paid by the society organising the event
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They are there to ensure the safety of students and not to act as
security!
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You must arrange SCS attendance at least two weeks before the
event.
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You can book the SCS on the portal
Please email me when you have done so
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Conferences
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Theme/topic – not too broad and not too narrow.
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Attendees need to understand what the overall theme or focus of the conference.
How many speakers?
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Depends on the length of the conference? 1 day? 2 day?
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Space out your speakers so the content isn’t too heavy.
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Ensure the speakers know how long they have to speak.
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ASK them if they will do a Q&A session at the end – don’t just assume.
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One speaker VS panel discussion;
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Panel discussions provide the opportunity to get a variety of perspectives on one issue.
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Assign someone to field questions from the audience to the panellists.
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Assign a time limit on each answer.
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Conferences contd.
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Workshops?
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Workshops are a fantastic way to add variety to a conference.
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Interactive.
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Training.
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One workshop or 2/3 running simultaneously.
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Provide information upon registration and require sign ups.
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Materials – pens, paper, flip chart, whiteboard markers etc.
Lunch/Refreshments
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Tea/coffee upon arrival and during breaks is desirable.
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Think about dietary requirements if you are providing lunch.
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On the Day…
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Registration area
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Timetable
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Maps of building, campus, Cork.
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Signage
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Opening the conference – always PREPARE your speech beforehand
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Bring attention to the timetable for the day
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Point out the fire exits
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Contd.
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Introduce each speaker – briefly (and have water for them!)
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Field questions during Q&A session.
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Is there a PA system? Have a roaming mic.
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Mingle during breaks.
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Have a proper closing speech prepared.
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Don’t forget your live Tweeter!
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High Profile Guests
For high profile guest speakers and events that may draw a
significant crowd:
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Book an appropriate sized room, well in advance
Inform campus security
Contact media & communications office to increase publicity of
the event
Provide a token of appreciation, if you are not paying them
Use contacts that already exist on your committee
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Society Socials & Nights Out
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These play an important role in societies!
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They encourage:
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Member bonding
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Building contacts
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A reward for hard work done
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A forum for collaboration
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Socials & Nights Out
– You have the power!
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Pubs and clubs are crying out to get students in during the week when they are
quiet!
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Most places will give you free drinks or food to get you into their venue
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You’re in a great position to negotiate!
For example, for the Auditors meet up during the Summer, Sober Lane gave us over €300
worth of free food and drink
Be realistic with your numbers
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Don’t tell someone you’ll have 50 with you and turn up with 5
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They won’t want you back the next time!
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Mystery Tours
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No.
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The policy is remaining the same as last year as we still cannot guarantee the
safety of students
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If you do decide to organise one, you may be held personally responsible for
anything that goes wrong.
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So don’t.
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Please.
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Week-Long Events
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Great way to raise awareness of your society, an issue, a charity etc.
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PLAN PLAN PLAN!!!!!
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Try not to run it alongside another week-long event.
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Try to get other societies to contribute an event or collaborate.
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Host a variety of events.
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Plan out the timetable to avoid clashing events (especially if other societies are
involved)
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Hashtag!!!
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Contd.
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Have a timetable of events – poster, flyer.
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Let the Guild and the SU know! All student emails.
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Have a social at the end to celebrate!
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Holding a Quiz
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Pick a theme – make sure it’s not already being used that night or week.
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Book a venue – the New Bar and the Rock give free finger food.
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You’ll need a PA system and someone to be the MC!
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Make the quiz rounds and answer sheets well in advance!
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Make sure you have all the correct answers.
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Assign people to correct the sheets and tally the scores!
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Spot prizes as well as overall prizes – sponsorship from local businesses.
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Speakers
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Book an appropriate venue.
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Not charging a speaker fee? Token of appreciation.
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Introduce the speaker.
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Ask them if they will take questions at the end BEFORE the event commences.
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Get photos.
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Thank them at the end!
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Event Checklist
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Book an appropriate venue.
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Don’t spend money you don’t have.
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App 2 weeks in advance.
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Use all promotion avenues available to you.
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Delegate and communicate with other committee members.
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Oh and have fun!