How Do You Organize a Successful Party? 11 Expert Tips for 2025 🎉

Throwing a party that guests rave about isn’t just luck—it’s a skill you can master. Did you know that nearly 70% of event planners say the secret to a memorable party lies in early preparation and smart budgeting? Whether you’re planning an intimate birthday bash or a lively outdoor soirée, organizing a successful party requires a blend of creativity, logistics, and a killer checklist.

In this guide, we’ll walk you through 11 expert tips that cover everything from crafting the perfect guest list to choosing the right venue, managing your budget, and even handling those unexpected hiccups that every host dreads. Plus, we’ll reveal the must-have digital tools and insider secrets from professional party planners that will transform your next event from stressful to spectacular. Ready to become the host everyone talks about? Let’s dive in!

Key Takeaways

  • Start Early & Plan Thoroughly: Give yourself 3-6 months for big events and use detailed checklists to stay on track.
  • Master the Guest List & RSVPs: Use digital tools like Evite or Paperless Post to manage invitations effortlessly.
  • Choose the Perfect Venue & Theme: The right location and cohesive theme set the tone for your party’s success.
  • Budget Smartly: Allocate funds wisely and consider cost-saving hacks without sacrificing fun.
  • Leverage Technology: Use apps like the Party Checklist™ App to organize tasks, track budgets, and collaborate with helpers.
  • Prepare for the Unexpected: Always have backup plans for weather, supplies, and vendor issues.

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Video: How To Plan An UNFORGETTABLE Party!








Here at Party Checklist™, we’ve seen it all. From elegant soirées that go off without a hitch to backyard barbecues that… well, let’s just say they were memorable for other reasons. The secret ingredient to a truly successful party isn’t the fanciest champagne or the most elaborate decorations. It’s planning. And lucky for you, we’re obsessed with it. We’ve poured our collective experience into creating the ultimate guide on How Do You Organize a Good Party? 20 Expert Tips for 2025 🎉.

This is more than just a list; it’s your roadmap to throwing an amazing party, every single time. Let’s dive in!

⚡️ Quick Tips and Facts for Organizing a Successful Party

Before we get into the nitty-gritty, let’s start with some rapid-fire wisdom. These are the golden nuggets of party planning that can save you time, money, and a whole lot of stress.

Key Takeaways:

  • Plan Early: Seriously. Depending on the scale, you might need anywhere from three to six months to secure the best vendors and venues.
  • Budget Wisely: Don’t just wing it. A detailed budget is your best friend.
  • The Guest List is King: Knowing your guest count affects everything from the venue size to the amount of food you’ll need.
  • Delegate, Delegate, Delegate: You are not an island. Enlist friends or hire help. You can’t do it all yourself, and that’s okay!
  • Have a Backup Plan: Especially for Outdoor Party Checklists, weather can be unpredictable. Always have a Plan B.
Fact/Statistic Insight Source
RSVP Rate Expect only about 60% of invitees to RSVP “Yes” for a cocktail-style party. Social Tables
Popular Birth Date September 9th is the most popular birth date, so plan ahead for fall parties! Social Tables
Venue Selection A whopping 69% of event planners choose venues based on word-of-mouth. Social Tables
Average Budget A common budget for parties is around $30-$60 per person. Social Tables
Hiring Chefs The demand for professional chefs is on the rise, expected to grow 10% by 2026. Social Tables

🎉 The Art and Science of Party Planning: A Brief Overview

Throwing a party is both an art and a science. The “science” is the logistics: the checklists, the timelines, the budgets. It’s the solid foundation that prevents chaos. The “art” is the magic you sprinkle on top: the theme, the ambiance, the personal touches that make your party uniquely yours.

As entertaining expert Liz Curtis notes, “The varieties of parties you can throw in your home are limited only by your imagination.” The key is to find the format that sounds the most fun to you. At its core, a successful party is about bringing people together to have a good time. It’s about creating an atmosphere where connections are made and memories are forged.

1. Your Ultimate Party Planning Checklist: From Invitations to Cleanup

Okay, deep breaths. A checklist is your best friend. It turns a mountain of tasks into a manageable series of steps. We live and breathe checklists, and our comprehensive Party Planning Checklists are the heart of our app. Here’s a timeline to get you started.

2-3 Months Before The Party

  • ✅ Define the “Why”: What’s the purpose of this party? A birthday? A holiday? Just because? Knowing your “why” will guide every other decision.
  • ✅ Set a Budget: Be honest and realistic. This will determine your guest count, venue, and level of extravagance. A common range is $30-$60 per person.
  • ✅ Pick a Date & Time: Check with key guests before finalizing to ensure they can make it.
  • ✅ Choose a Theme: A theme can be as simple as a color palette or as elaborate as an 80s movie night. It helps unify your decor, food, and activities.
  • ✅ Book a Venue: If you’re not hosting at home, book your venue now. Popular spots get reserved months in advance. Remember that 69% of planners rely on word-of-mouth, so ask around for recommendations.
  • ✅ Create a Preliminary Guest List: This will help you estimate costs and choose an appropriately sized venue.
  • ✅ Hire Key Vendors: This includes entertainers (DJs, magicians), a photographer, or a caterer.

1 Month Before The Party

  • ✅ Send Invitations: Whether you use paper or digital services like Evite or Paperless Post, send them out 3-6 weeks in advance.
  • ✅ Plan Your Menu: Decide on food and drinks. Order any non-perishable items now.
  • ✅ Purchase or Make Decorations: Get your supplies ordered. We love browsing Etsy for unique, handmade decor.
  • ✅ Plan Activities: How will you keep guests entertained? Think about music, games, or conversation starters.
  • ✅ Enlist Helpers: Rope in friends or hire staff through services like TaskRabbit to help with setup, serving, and cleanup.

1 Week Before The Party

  • ✅ Follow Up on RSVPs: Chase down those who haven’t responded to get a final headcount.
  • ✅ Go Grocery Shopping: Buy all the perishable food items.
  • ✅ Order Baked Goods: Place your order for the cake or other desserts.
  • ✅ Create a Playlist: Music is crucial for setting the mood.
  • ✅ Prep Your Home/Venue: Start cleaning and decorating the party areas.

The Day Before

  • ✅ Final Prep: Do any food prep that can be done in advance.
  • ✅ Pick Up Orders: Collect your cake, balloons, or any other pre-ordered items.
  • ✅ Set Up: Arrange furniture, set out non-perishable food items, and get as much of the decor in place as possible.
  • ✅ Prepare Tip Envelopes: If you’ve hired staff, have their tips ready. A standard tip for entertainers is $15-$20, while chefs might receive $50-$100.

Party Day!

  • ✅ Buy Ice: It’s the one thing everyone forgets!
  • ✅ Finish Setup: Put out the final decorations and set up the food and drink stations.
  • ✅ Get Ready: Give yourself plenty of time to get dressed and relax for a moment before guests arrive.
  • ✅ Host and Have Fun! Your main job now is to enjoy the fruits of your labor.

2. Mastering the Guest List: Who to Invite and How to Manage RSVPs

Your guest list is the heartbeat of your party. The mix of people will define the energy of the event.

  • Who to Invite: Think about creating a good social dynamic. Invite people who you think will enjoy each other’s company. For milestone events, like those in our Birthday Party Checklists, be sure to consult the guest of honor.
  • How Many to Invite: This is tied directly to your budget and venue capacity. Remember the stats: for a cocktail party, only about 60% of invitees may RSVP “yes.” For other events, entertaining expert Liz Curtis suggests that about 25% of your guest list may cancel closer to the date, so it can be wise to have a backup list.
  • Managing RSVPs: Use digital tools to make this easy. Platforms like Evite and Paperless Post automatically track responses. Be sure to include a clear RSVP date on your invitation.

3. Choosing the Perfect Venue: Home, Hall, or Hidden Gem? 💎

The location sets the stage for your entire event. Whether you’re planning an event that needs an Indoor Party Checklist or an Outdoor Party Checklist, the venue is a critical choice.

Venue Type Pros Cons Best For…
Your Home ✅ Free, ✅ Total control, ✅ Comfortable ❌ You have to clean, ❌ Space limitations, ❌ Potential for damage Intimate gatherings, casual parties, budget-friendly events.
Rented Hall ✅ More space, ✅ Often includes tables/chairs, ✅ Less cleanup ❌ Can be expensive, ❌ Booking competition, ❌ Less personal Large parties, milestone birthdays, weddings.
Restaurant/Bar ✅ No food/drink prep, ✅ Built-in staff & ambiance ❌ Less privacy, ❌ Menu limitations, ❌ Minimum spend requirements Dinner parties, cocktail hours, celebratory meals.
Unique Space ✅ Memorable, ✅ Great for themes (e.g., park, gallery) ❌ More logistics (rentals, permits), ❌ Weather-dependent Themed parties, creative events, surprising guests.

Pro Tip: When choosing a venue, don’t just think about space. Consider parking, accessibility for guests, and any restrictions on noise or decorations.

4. Crafting the Ideal Party Theme and Decorations That Wow 🎨

A theme is your party’s personality. It doesn’t have to be over-the-top. As one expert advises, “Employing a theme for your party can be as straightforward as a color palette.” The goal is substance over kitsch.

  • Choosing a Theme: Think about the guest of honor, the season, or a shared interest. Check out our Adult Party Checklists for inspiration.
  • Decorations:
    • Lighting is Key: As entertaining expert Liz Curtis says, “Lighting and florals are the easiest way to create a comfortable atmosphere.” Use dimmers, string lights, or candles (unscented, so they don’t compete with the food!) to create ambiance.
    • Focal Points: Instead of decorating every square inch, create a few “wow” moments, like a stunning dessert table, a photo booth backdrop, or a beautiful centerpiece.
    • DIY vs. Buy: You can create amazing decor yourself, but don’t underestimate the time it takes. For unique, custom items, Etsy is a treasure trove of handmade decorations.

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5. Food and Drinks: Menu Planning for Every Palate and Party Style 🍔🍹

“Hangry guests are not good guests to have,” one expert wisely notes. Food and drinks are central to the party experience. The key is to match the menu to the style of your event.

Food Planning

  • General Rule: Plan for about 1 pound of food per adult and a half-pound per child for a meal.
  • Appetizers: If you’re only serving appetizers, plan for 4-6 pieces per person, per hour.
  • Dietary Needs: Always ask about dietary restrictions on your invitation. It’s wise to have at least one vegetarian and gluten-free option available.
  • Catering vs. DIY: Hiring a caterer saves a ton of work but adds to the budget. If you DIY, choose recipes you can make ahead of time. A cooking schedule is a lifesaver!

Drink Planning

Don’t get stuck without enough drinks! Use a party drink calculator to estimate, but here are some general guidelines:

Drink Type Amount to Plan Per Guest Notes
Wine 1 bottle per 2 guests (for a dinner party) Offer both red and white options.
Beer 2 drinks in the first hour, 1 per hour after Have a mix of light and craft beers.
Liquor ~3 mixed drinks per person A 1-liter bottle makes about 17 drinks.
Non-Alcoholic 1-2 drinks per person Always have water, soda, and/or juice available.

6. Entertainment Essentials: Music, Games, and Activities to Keep the Vibe Alive 🎶🎲

Entertainment is what elevates a gathering into a party. It’s about creating a fun and engaging atmosphere.

  • Music: A great playlist is non-negotiable. It’s fun to play music that reflects your personal style, but also consider what your guests will enjoy. For a dance party, you need songs everyone knows.
  • Games & Activities: These can be great icebreakers. Think board games, trivia, a DIY photo booth, or even a karaoke machine.
  • Hiring Professionals: For a bigger bash, consider hiring entertainment. This could be a DJ, a live band, a magician, or a face painter for a kids’ party. Marketplaces like The Bash and GigSalad are fantastic resources for finding and booking vetted professionals.

The video “8 TIPS TO HOST ANY PARTY!” by She’s In Her Apron, embedded above, has some fantastic, easy-to-implement tips that can help you feel more confident as a host. Check it out at #featured-video.

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7. Budgeting Like a Pro: How to Throw a Memorable Party Without Breaking the Bank 💰

A party doesn’t have to be expensive to be amazing. The key is smart budget management.

Sample Budget Allocation:

Category Percentage of Budget Tips for Saving
Venue 30-40% Host at home or in a public park (check for permit requirements).
Food & Drink 30-40% Make it a potluck, serve batch cocktails instead of a full bar, shop at bulk stores.
Decorations 10-15% DIY your decor, borrow from friends, or focus on one statement piece.
Entertainment 5-10% Create your own Spotify playlist, organize party games.
Contingency 5-10% Always have a buffer for unexpected costs.

8. Invitations and Digital Tools: Streamlining Your Party Planning Process ✉️💻

Your invitation is the first impression guests will have of your party. Make it count!

  • What to Include: Date, time, location, attire, RSVP date and contact info, and a note about what guests can expect (e.g., “Join us for cocktails and hors d’oeuvres”).
  • Digital vs. Paper:
    • Evite: Great for casual, free invites. It’s widely recognized and user-friendly.
    • Paperless Post: Shines for more formal events with premium, elegant designs. They partner with designers like Kate Spade and Rifle Paper Co.
    • Punchbowl: A strong competitor known for its “virtual envelope” feature and licensed character designs from Disney and Marvel.

A 2025 comparison notes that Evite is best for free, casual events, while Paperless Post excels for premium, formal gatherings.

9. Managing Party Day: Timelines, Setup, and Stress-Free Execution

The day of the party can feel like a race against the clock. A detailed timeline is your secret weapon for a stress-free day.

  • Morning:
    • Pick up any last-minute items (ice, fresh garnishes).
    • Do a final clean of the party space.
    • Start any food prep that needs to be done day-of.
  • Afternoon (4-5 hours before):
    • Set up tables, chairs, and linens.
    • Arrange the bar area.
    • Put up all decorations.
  • 2-3 hours before:
    • Set out non-refrigerated food.
    • Turn on your music playlist at a low volume.
    • Light candles to build ambiance.
  • 1 hour before:
    • Put out cold food.
    • Do a final walkthrough.
    • Get yourself ready!
  • 30 minutes before:
    • Pour yourself a drink. You’ve earned it! Relax and get ready to greet your guests.

10. Handling Unexpected Hiccups: Backup Plans and Crisis Management 😬

Something will always go differently than planned. It’s a law of party physics. The key is not to panic.

  • Weather: For an outdoor party, have an indoor space ready or rent a tent.
  • Spills: Keep a “spill kit” handy with club soda, salt, and clean cloths.
  • Running Low on Supplies: Know the nearest 24-hour store. Or, better yet, have a friend on standby for an emergency run.
  • Unexpected Guests: It’s always wise to have a little extra food and drink on hand just in case.
  • Vendor Issues: Have all vendor contracts and contact info easily accessible, perhaps in a cloud folder you can access from your phone.

11. Post-Party Wrap-Up: Thank Yous, Feedback, and Cleanup Tips

The party’s not over when the last guest leaves!

  • Cleanup: Don’t try to do it all at once. Tackle the essentials (trash, food storage) that night and save the rest for the morning. If you hired help, this is where they are worth their weight in gold!
  • Thank Yous: For smaller parties, a personal text or email is fine. For more formal events or if you received gifts, a handwritten thank-you note is a classic touch.
  • Feedback: For recurring events, it can be helpful to ask a few trusted friends what they enjoyed most. This can provide valuable insight for next time.

🎯 How to Customize Your Party Planning Checklist for Different Event Types

Not all parties are created equal. A child’s birthday party has very different needs than a formal dinner party.

  • For a Birthday Party Checklist: Focus on the guest of honor. Key elements include the cake, gifts, and activities tailored to their interests. Don’t forget candles and a lighter!
  • For an Adult Party Checklist: The focus might be more on the food, drinks, and ambiance. Consider a signature cocktail or a more sophisticated menu.
  • For an Outdoor Party Checklist: Logistics are paramount. Think about shade, bug control (citronella candles are your friend), lighting for the evening, and a solid rain plan.

🛠️ Top Party Planning Apps and Software to Simplify Your Event

In 2025, technology is a party planner’s best assistant. These apps can help you stay organized, manage guests, and even handle budgeting.

App Key Features Best For Our Rating (out of 10)
Party Checklist™ App Comprehensive checklists, budget tracking, vendor management, collaborative planning. The all-in-one solution for stress-free planning. 10/10
Evite Free invitations, RSVP tracking, gift and potluck organization. Casual get-togethers and potlucks. 8/10
Paperless Post Premium designs, elegant interface, formal RSVP tracking. Weddings, formal dinners, and corporate events. 9/10
Asana / Trello Task management, team collaboration, timeline creation. Highly detailed planning for large or complex events. 8.5/10
Splitwise Cost splitting and expense tracking among co-hosts. Parties with shared budgets. 9/10

📍 Venue-Specific Party Planning: Tips for Restaurants, Parks, and Rental Spaces

Hosting a party at a venue comes with its own set of rules and considerations.

  • Confirm Logistics: Double-check setup times, delivery locations for vendors, and the “hard out” time.
  • Get Contact Info: Have the on-site manager’s cell number for day-of emergencies.
  • Parking: Sort out the parking situation in advance. Is it free? Is there valet? Let your guests know.
  • A/V Equipment: Inquire about available audio/visual equipment if you plan to have music or presentations.
  • Preferred Vendors: Some venues have a list of preferred vendors you must use. Clarify this before you book.

💡 Insider Secrets from Professional Party Planners

Want to throw a party that people talk about for years? Go beyond the checklist and focus on the experience.

  • Host with Purpose: Priya Parker, author of The Art of Gathering, urges hosts to define the “why” of their party. Is it to honor someone? To reconnect old friends? This purpose becomes your guide.
  • Use “Gentle Rules”: Parker also suggests creating simple rules to encourage interaction. For example: “No one can pour their own drink” (forcing guests to interact) or “Make two new friends.”
  • Tell a Story: Use the invitation to set the tone. Share a personal anecdote or the intention behind the gathering to make guests feel invested before they even arrive.
  • Master the Beginning and End: People disproportionately remember the first and last moments of an event. Start with a welcoming toast or a simple ritual. End decisively with a final group activity or a thoughtful party favor. A simple, fancy chocolate bar handed out at the door can be incredibly memorable.

🔍 Common Mistakes to Avoid When Organizing Your Party

We’ve learned from our mistakes so you don’t have to! Here are some common pitfalls to sidestep.

  • ❌ Not Enough Setup Time: Underestimating how long it takes to set up is a classic error. Always buffer your timeline.
  • ❌ Ignoring the Budget: Failing to set or stick to a budget is the fastest way to add stress to your planning.
  • ❌ Forgetting Guest Comfort: Think about seating, temperature, and accessibility. Uncomfortable guests are unhappy guests.
  • ❌ Running Out of Food or Drink: This is a cardinal sin of hosting! It’s always better to have too much than too little.
  • ❌ Trying to Do Everything Yourself: The martyr host is a stressed host. Delegate tasks to friends or hire help.

🎊 Bringing Your Party Vision to Life: Inspiration and Creative Ideas

This is where the magic happens! Your party should be a reflection of you.

  • Personal Touches: Did you and your friends meet at a summer camp? Theme the party around it. Love a particular movie? Host a screening with themed snacks.
  • Interactive Stations: Get guests involved with a DIY cocktail bar, a build-your-own-taco station, or a collaborative art piece.
  • Surprise and Delight: Think of one unexpected element. Maybe it’s a surprise musical performance, a late-night snack delivery, or a personalized keepsake for each guest. It’s these thoughtful details that make a party unforgettable.
  • Pinterest: An endless visual library for theme, decor, and food ideas.
  • Social Tables Blog: Offers great insights and checklists for event planning.
  • Martha Stewart Entertaining: A classic resource for elegant and timeless party ideas.
  • The Bash Blog: Provides fun party ideas and tips for hiring entertainment.

❓ Frequently Asked Questions About Organizing Successful Parties

  • How far in advance should I send party invitations?
    For most parties, 3-6 weeks is ideal. For weddings or more formal events, send save-the-dates 6-8 months out and invitations 8-10 weeks before.

  • How much alcohol should I buy for a party?
    A good rule of thumb is to plan for 2 drinks per person for the first hour and 1 drink per person for each subsequent hour.

  • What’s the biggest mistake people make when planning a party?
    Waiting until the last minute. Procrastination leads to stress, limited options, and higher costs.

  • Is it okay to ask guests to bring something?
    Absolutely, especially for casual gatherings! A potluck-style party can be fun and takes a lot of pressure off the host. Just be sure to coordinate so you don’t end up with ten bags of chips.

For more in-depth information, we recommend exploring the articles that informed our guide:

Conclusion: Your Roadmap to Throwing Unforgettable Parties 🏁

calendar

So, how do you organize a successful party? It’s a blend of thoughtful planning, creative flair, and a sprinkle of flexibility. From setting your budget and choosing the perfect venue to crafting the guest list and curating the entertainment, every detail counts. Our expert insights at Party Checklist™ show that using a comprehensive checklist app like our own Party Checklist™ App can transform your party planning from a chaotic scramble into a smooth, enjoyable process.

Remember those unanswered questions about managing RSVPs or handling last-minute hiccups? Now you know the secrets: start early, delegate, use digital tools, and always have a backup plan. Whether you’re hosting a backyard barbecue or a sophisticated dinner party, the principles remain the same.

If you’re looking for a tool that truly delivers, the Party Checklist™ App scores a perfect 10/10 for design, functionality, and ease of use. It’s the all-in-one solution that keeps your guest list, budget, timeline, and vendors organized in one place. While other apps like Evite and Paperless Post excel at invitations, they don’t offer the full suite of planning features that our app does. So, if you want to throw memorable parties without the stress, we confidently recommend giving the Party Checklist™ App a try.

Now, go forth and party plan like a pro! Your guests will thank you, and you’ll enjoy every moment—because the best parties are the ones where the host has fun too. 🎉

❓ Frequently Asked Questions About Organizing Successful Parties


Video: How To Become The PERFECT HOST | Hosting Tips & Ideas.








What are the essential steps to plan a party using a checklist app?

Planning a party with a checklist app involves several key steps:

  1. Set Your Party Details: Input your event date, type, and guest count.
  2. Create Your Checklist: Use pre-built templates or customize your own to include tasks like booking venues, sending invitations, and ordering food.
  3. Assign Deadlines: Schedule when each task should be completed to avoid last-minute rushes.
  4. Track Progress: Mark tasks as complete and monitor what’s left to do.
  5. Collaborate: Share the checklist with co-hosts or helpers to delegate responsibilities.
  6. Manage Budget: Use built-in budgeting tools to keep track of expenses.
  7. Store Vendor Contacts: Keep all vendor info and contracts in one place for easy access.

This structured approach ensures nothing slips through the cracks and helps you stay calm and in control.

How can a checklist app help in organizing a stress-free party?

A checklist app centralizes all your planning in one place, reducing the mental load of juggling multiple to-dos. It offers:

  • Automated Reminders: Never forget a deadline or task.
  • Real-Time Updates: Collaborators can update progress instantly.
  • Budget Tracking: Helps prevent overspending.
  • Guest Management: Integrates RSVP tracking and seating arrangements.
  • Vendor Management: Stores contacts and contract details.
  • Customization: Tailors checklists to your unique event type.

By streamlining communication and organization, a checklist app transforms party planning from overwhelming to manageable.

What items should be included in a party planning checklist?

A thorough party planning checklist should cover:

  • Pre-Planning: Define purpose, set budget, choose date and venue.
  • Guest List: Create, invite, and track RSVPs.
  • Invitations: Design, send, and follow up.
  • Food & Drinks: Menu planning, ordering, and preparation.
  • Decorations: Theme selection, purchasing, and setup.
  • Entertainment: Booking DJs, games, or activities.
  • Logistics: Seating, parking, A/V equipment, and permits.
  • Day-Of Tasks: Setup timeline, ice purchase, final prep.
  • Post-Party: Cleanup, thank you notes, and feedback.

Including these ensures a comprehensive approach that covers every essential detail.

How do you manage guest lists and invitations with a party planning app?

Most party planning apps integrate guest list and invitation management features:

  • Import Contacts: Easily add guests from your phone or email.
  • Send Invitations: Use built-in templates or link to digital invitation platforms like Evite.
  • Track RSVPs: Monitor who has responded and who hasn’t.
  • Send Reminders: Prompt guests who haven’t replied.
  • Manage Dietary Restrictions: Collect and organize guest preferences.
  • Seating Arrangements: Some apps allow you to assign seats or tables.
  • Communication: Send updates or last-minute changes directly through the app.

This centralized system keeps you organized and informed, making guest management effortless.

For more expert party planning checklists and tips, visit Party Checklist™.

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