Wedding Planner Society Podcast

Three Quiet Business Blockers

Laurie Hartwell & Krisy Thomas - CWP Society Season 5 Episode 24

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Your calendar can be full and your business can still feel stuck. In this episode of The Wedding Planner Society Podcast, Senior Educator Krisy Thomas breaks down three quiet growth blockers that show up in wedding planning businesses at every stage — and they rarely look like problems. They look like decisions you already made.

We dig into the pricing structures, service packages, and long-standing workflows that become invisible ceilings when you stop asking whether they still reflect the business you want now. Then we look at reputation — not the one you're building, but the one that's already out there telling your story for you. And finally, the standard that lives in your head but never made it into your process, and what that costs you when it's time to grow.

Then Certified Wedding Planner, Tracy Dapp, joins Krisy for a candid conversation about what it looked like to pivot after years in the industry — from an early partnership that quietly held her back to the deeper education and mentorship that changed how she operates. Tracy gets specific about referrals, vendor relationships, messaging, and the real work of rebranding, updating services, and building the kind of documented systems that create consistency clients can trust.

If any of this feels familiar, this is your sign to stop filing it under "later." Pick one area, revisit it, and take the next step.

Subscribe, share this with a planner friend, and leave a review so more wedding pros can find the resources they need to keep growing. Visit CWPSociety.com to learn more about certification and membership.

www.cwpsociety.com | info@cwpsociety.com | IG: @cwpsociety | FB: @cwpsociety

SPEAKER_02

When was the last time you intentionally stepped back and looked at your business? Not your next wedding, not your inbox, not even your social media, but your business. Because one thing I've learned after years in this industry and after working with wedding planners in every stage of business is that most businesses don't get stuck because of one big mistake. They get stuck because of small decisions that were made years ago and that were just never revisited. The pricing structure that made sense when you first started. The services you've always offered because, well, that's just what you've always offered. The processes that you've been following for years simply because they just become familiar. Now, none of these things sound like problems. In fact, they often feel a little comfortable, a little cozy even. They feel safe, they feel proven. But sometimes what feels comfortable is actually what keeps us from growing. And that's what we're talking about today. Because the things that hold a business back are rarely obvious. They're usually hiding in plain sight, buried inside routines, habits, and decisions that we've just stopped questioning. So today we're going to uncover three of the most common blockers I see among wedding planners. And then I'm bringing in a planner who has experienced this firsthand, someone who recognized what needed to change and had the courage to do something about it.

SPEAKER_00

You're listening to the Wedding Planner Society podcast, brought to you by the CWP Society.

SPEAKER_02

I am Chrissy Thomas, senior educator here with the CWP Society, and I'm so glad that you are tuning in today. Now, before I introduce today's guest, I want to spend a few minutes talking directly to you. Because I think what we're discussing today is something most planners and coordinators experience at some point in their business, but many don't even realize it's happening until much later. And once you can identify it, everything starts to look a little different. So let's go ahead and get started. Now, one thing I know for sure is that the things holding your business back, they usually don't look like big problems. You know, oftentimes they're not the bad reviews, they're not the unhappy clients, they're not even the weddings that went off the rails. Those challenges, they're obvious. Yep, you can see them, you can address them directly. But what I'm talking about today is a little bit quieter, if you will. These are the things that kind of feel normal, things that she's gotten used to, and the things that may have served you well for years. But sometimes those are the same things that become the very things standing between where your business is and where you want it to go. You know, I kept coming back to three specific areas where I see planners unintentionally limiting themselves. So let's talk about those three things. The first is holding on to decisions that no longer serve you or your business. You know, as planners and coordinators, we make hundreds of decisions early on at the start of our career. We decide what to charge, what services we'll offer, what our client experience is going to look like and how available we're going to be, how many ways we're willing to take. And most of those decisions, when we make them at the time, it makes perfect sense. You know, they're based on where we are in our business, our experience level, our confidence, and maybe even what we need in that season. The challenge is that as we grow, our business evolves. But sometimes those decisions stay exactly the same. You know, I think about when I see planners and coordinators who haven't had the time to evaluate their pricing in years. And it's not because they're afraid, and it's even not because they don't know their own value. It's simply because they've been too busy and it wasn't at the top of their list. I often see planners and coordinators offering services that they don't particularly even joy anymore. They don't bring them joy because you know what? They've always just been part of the package. So I'm just gonna keep doing it. I see planners and coordinators using the exact same planning process they created years ago, even though they may have learned so much more since then, but they're not applying what they learned. The thing about all of these things, and sometimes, you know, it's not that they're wrong, but they are to me worth you evaluating. Because business growth requires reflection. Say that one more time. Business growth requires reflection. And every now and then, guys, we need to ask ourselves a simple question Does this still reflect the business I want to run today? Not the business I had three years ago, but the business I have now. Because sometimes the biggest opportunity for growth isn't adding something new, sometimes it's re-examining something old. You know, the second thing I see planners allowing when it comes to a blocker in their growth and their business is that they allow their reputation to define them instead of intentionally shaping it. Now, let me be clear here. Referrals are one of the absolute greatest gifts you can receive in this industry. When I think about referrals, I know that they are built on trust, they are built on relationships, and guys, they absolutely matter. But here's what I want you to think about. When someone refers you, they're telling a story about your business. They're describing who you are, what you're known for, and what it's like to work with you. That's all great. But the question here is does that story still reflect who you are today? Because businesses evolve. You evolve. Maybe you've raised your pricing, maybe you refined your services, or maybe you've even shifted your ideal client. Maybe you've discovered that the weddings you truly love planning look very different from the ones that you did a few years ago. But if the people referring to you are still describing you as the planner you used to be, you may continue attracting work that no longer aligns with where you're headed. You know, I've seen some incredible planners who are very successful, but they still feel frustrated because the inquiries that are coming in don't reflect the business they're trying to build. And that's not necessarily a marketing problem. It's often a messaging problem. So here's something worth considering. If someone referred to you today, what would they say? Would it reflect who you are now, or would it describe who you were a few years ago? That's an important distinction between the two. And to me, it's also something worth paying attention to. Now, the third blocker when it comes to your growth is relying on standards that only exist in your head. You know, this one is especially common among my more experienced planners because after years of doing this job, it becomes second nature. You know how your consultation should flow, you know how a timeline should read, you know how to handle difficult conversations and you know what it takes to create an exceptional client experience. You don't have to think about it anymore and it becomes second nature. And guys, that is a wonderful thing until you need someone else to do it, or until you're overwhelmed, or until you're trying to scale your business. Because if your standards only exist in your head, they're going to be difficult for you to show someone on your team, they're going to be difficult for you to improve, and it's going to be difficult for you to replicate it. The planners who create truly consistent businesses aren't necessarily the planners who care more. Obviously, we all care deeply. But the difference is that they've taken what they know and what they care about and they've turned it into a process. They've documented it, refined it, improved it over time. They've created systems that support excellence, and that's what creates consistency. Again, not perfection, but consistency. And that's the kind of consistency that clients trust. It's the kind that creates confidence in you, and you have confidence in yourself. It's the kind that allows your business to grow without everything depending entirely on you. So let me ask you this What is something you do exceptionally well that only exists in your head? And what would happen if you finally took the time to document it? Because none of your greatest opportunities for growth are hiding inside the things that you already do naturally. So let's recap here. That first blocker of your growth is holding on to decisions that no longer serve your business. The second is allowing your reputation to define you instead of you intentionally shaping it. And the third is relying on standards that only exist in your head. None of these things are dramatic. None of them create an immediate crisis, but over time, guys, they can quietly limit what's possible. Now, the good news here is once you see them, you can address them. You can make those changes, you can evolve, you can build a business that better reflects who you are today, not who you were when you started. And that's exactly what I want to talk to about today's guest. Tracy Dapp is a certified wedding planner, and she is no stranger to the podcast. She's actually working on becoming a master certified wedding planner, and she has been in this industry long enough to know the difference between a business that looks like it's working and a business that actually is. And Tracy has actually done the work of looking honestly at her own business, what she built, what stuck around longer than what should have, and what she needed to change. So I think she's the perfect person for this conversation. And I think her perspective is going to land for you guys a lot. So, Tracy, welcome back to the podcast. I'm so excited that you're here. Thanks for having me again, Chrissy. So good to be here. I just think your whole story, everything about you and your journey is so inspirational. So I feel like talking about blocks in your business, how to shift, how to pivot. I feel like you're the perfect person for this because you've been in this industry for quite some time. So tell tell a little bit more about how long you've been in this industry.

SPEAKER_01

So I started 16 years ago and I've been running my business. We just celebrated our 14th birthday last month. Um, so I'm very excited. Um yeah, it's you really hit the nail on the head about, you know, the change. So a lot has changed in 16 years virtually.

SPEAKER_02

Yeah, I can imagine. I can imagine. So I do want to ask you, Tracy, since you've been doing this for almost 16 years, business birthday of 14 years. Have you ever looked back at a decision that you made in your business and you realize, okay, this decision actually has quietly became a limitation, has almost become that ceiling. I didn't even realize I created for myself.

SPEAKER_01

Honestly, it happened early on, like my first couple of years in business. I thought actually having a partner was going to be beneficial.

SPEAKER_02

Okay, I just see I didn't even know this about your business. Yes, yeah.

SPEAKER_01

So early on, I had teamed up with a local planner. We were both just starting out and we thought it was a good thing. I was strong on logistics, she was strong on design. We thought we were gonna be the you know, the powerhouse of planners, and let's just say it didn't quite work out that way. And I felt like she actually held me back. Oh wow, by developing my design skills, and you know, it didn't work out, and and we both went our separate ways, and it was early enough in our career where nobody really knew us, so it kind of worked out well. Yeah. Um, but now I'm able to recognize that I can partner with people that I don't have to bring them into my business in order to create those partnerships.

SPEAKER_02

I love that you share that because I think sometimes with people who are listening who maybe quite haven't started their business yet, I think sometimes that there's almost a safety net in knowing I'm starting this with someone else. So it's almost not as scary of a jump to start your business knowing, okay, I've got a business partner. This is going to be great. And sometimes, like you said, that person or that partnership may be holding you back and you don't even realize it. So because you were so heavily kind of heavily, maybe I don't say influenced, but heavily dependent on their design brain, you probably didn't even go there in your head, not realizing that you were capable of doing a lot of that design yourself or figuring out who to work with, who to partner with when it comes to your wedding pros and your market of creating these beautiful designs because you were just so dependent on that person that your brain probably just didn't even like, oh, that's not an option. I've got this person, don't even need to learn anymore about it.

SPEAKER_01

Exactly, exactly. And and it did, it kind of stifled me and didn't let me expand on on that aspect. And and now is here we are, you know, 14 years later, and and you know, I'm no partner.

SPEAKER_02

What I love too, Tracy, about that story is that you didn't let that completely end your business. You just pivoted because I feel like sometimes when you think, okay, I I created this business with someone and that didn't work out, so I don't have to, I'm not gonna do this anymore. I feel like sometimes people just assume I can't do this on my own. So I I love um thank you for sharing that story because I do think people listening can realize like this, so you don't have to have a partner to get no, no, and if you are listening and you have a partner and you're feeling things not working, it's okay for you to pivot and do something differently, just based off what's gonna be better for you for the both of you in this partnership.

SPEAKER_01

Right, right. And and that's that's worked out well for both of us. Like, you know, she went on to create her own business in the design aspect, and and I went in the you know, the more logistics planning and and then tapped into my design creativity, and and it was probably the best decision then. So I'm very glad that I did it early on. Yeah. And I'm I'm good with it. But yeah, that was uh I'm glad it was an early on lesson.

SPEAKER_02

I'm glad it was also since you mentioned that it was early on. I'm glad it wasn't something that you just kind of settled with, and 14 years later you're running this business and this partnership that's working, but it's not bringing you any joy or happiness and it's putting a ceiling on you completely. So I love that you recognize that early on because there are some people who kind of sit on decisions because even if it feels okay and things are you know working well enough, sometimes you not kind of putting your eyes on what that ceiling actually is and making a change and an update can really hinder your growth and and and you're operating your business. And that kind of ties me into what I want to ask you next is when you recognize in your business that something needed to change, what made you willing to actually do something about it instead of just letting it ride and letting it go on its course?

SPEAKER_01

Well, this this really hits home because you mentioned it in in my intro that um I'm starting about quarterways through the master program. And for me, that was a shift. You know, I was set in my ways um with how I was doing my business. But in the last few years, I felt like I I needed a change, but I didn't know what it was. And going through, you know, the certifications, going through our weekly workshops, like it gave me that insight of oh, this the it's not about me changing, it's about me redefining what I've already done. Ooh, I love that. And and how, yeah, and and how I I present now, you know, um, it it's bringing those what's what's the word I'm looking for? Elevation to my to my clients and their experience and you know, going through the master program. I've had a lot of aha moments. You know, go back, go back to Oprah with the aha moments, you know. I've had a lot of them and it it's just it's bringing my business to the next level.

SPEAKER_02

I'm so glad that you shared that, Tracy, because we it's funny because at CWP, I think a lot of people assume that certification is just for planners who are brand spanking new, ready to open up their business day one. But I would say our membership are planners who have 15 years or more of experience and realizing that okay, my foundation is pretty good. It's solid, I know what I'm doing, but I can just make this so much better, is what a lot of our more experienced planners have realized is that I'm doing things well and it's I'm I'm successful, I'm great, but God, this could be so much better. And what does that look like? And a lot of times that's an eye-opening experience when they go through this verification, but especially when they go through our master program, it's like, holy moly, I can truly customize and curate this into something that's a reflection of me and my company, but also a reflection of each and every single person that I serve. And all it does is just make your jobs easier, it makes your life better, and it and it just makes you, like you said, you're elevated on a completely different level that I don't think a lot of people realize they could be yet.

SPEAKER_01

Yeah. And during the master program, you're you're diving deep, you're not sugarcoating it, and and you really have to look at everything and you have to look at it with an open mind and clear eyes to be able to receive the feedback from the master team, you know, because they're they're gonna be honest, they're gonna call you out, you know, and it's but it's good, they're not calling you out on like negativity, they're calling it being like because they that you all want us to exceed.

SPEAKER_02

Yeah, exactly. We want to see you at that level that we know you're capable of. I it's kind of what I look at, and I love that you said you have to kind of go into it with open eyes, and I think that's where the master program especially can not necessarily be daunting, but it's it's a lot of self-reflection, it's a lot of, like you said, not just hearing the knowledge and just listening to it, taking notes, you gotta implement it, and then you also gotta understand that how to take that feedback and that the feedback, like you said, is ultimately because our entire team just wants our planners to be the biggest success they could possibly be. I think sometimes when it comes to education, Tracy, and especially when it comes to getting feedback, a lot of people can have a wall up. And I think in order for you to reach the level that you want to reach to not be held back by some of those blockers I talked about earlier, you got to put the wall down. And that may mean someone else looking at your work, that maybe you looking at your work a little bit more fine-tuned with the comb and kind of really being like, okay, am I doing this at the level that I could I could be doing it at? So letting that wall down can sometimes be a little frightening for people. Oh, really? That has a lot to do, you know, what I mentioned earlier about those blockers. You sometimes you don't really see it until you put that wall down and really do some heavy self-reflection and realizing, gosh, I am I've peaked. And that's not how it should be with this industry. You should always want to be at that higher level, always wanting to grow and elevate. So I'm so glad that you mentioned that. Coming into this, any education with an open eyes, a clear heart, and really ready to absorb it is something that I think is what separates people from who just want my certification and people who gain their certification but actually use it in their business and take their business to the next level. Tracy, have you ever felt with referrals or even opportunities coming your way were pulling you towards a version of your business that maybe you've already outgrown?

SPEAKER_01

Yes. As I've grown over the years, as I said, I've been in the in the industry for 16 years. What I did 16 years ago and who I wanted to work with then is not the same that I want to work now. Why I appreciate the opportunities and the referrals, they just might not be a good fit for me anymore. Yeah. It could be even an inquiry, it could be they're a not good fit because of their personality, their style, you know, all of those things. And now I look at it, how is it going to not gonna say benefit, but how is it going to align with my business, both in an opportunity and even if it's an inquiry? Because I don't have to say yes to every inquiry because that client might be not a good fit for me.

SPEAKER_02

Yeah. And I think too, that kind of goes to talking about when I mentioned earlier, not just maintaining the reputation that you built, but figuring out how to evolve your reputation. And I think that has a lot to do with your vendor partnerships, really. And being to me, a vendor partnership. I just look at these people as some of my closest friends. So in friendships, in every relationship, the person evolves, the person grows, but you have to communicate that with them. They they they may recognize it, but I feel like in business, you have to communicate like, hey, this is I've kind of done a little pivot with my business, and these are the packages that I offer. And I know something that we talked about in one of our weekly workshops with one of our fellow um CWPs, Britney Poole, how throughout the year. Years, she'll send an email to her wedding protein just checking in on them, but also keeping them in the loop of any updates or changes when it comes to her business. So that way when you when they are sending out those referrals and recommendations, they're kind of aware of what type of client you're serving, what's your really what packages you offer and and what's going to be a better fit for so that way they can make that recommendation and it can be a a a warmer lead versus just like, oh, this was who Tracy was 15 years ago. Tracy has evolved since then. So making sure that they're giving you clients who are who are a better fit for where you are in your business right now.

SPEAKER_01

Absolutely, absolutely.

SPEAKER_02

And it's hard because I I you know I don't ever want to say like all referral, you know, referrals are bad. They're not, but you again, you have to make sure that you, as you evolve your referral referral system and who's recommending you understands that you're evolving also. You know, Tracy, for a planner who knows something in their business needs to shift, but they don't quite know where to start.

SPEAKER_01

What would you tell them? I would talk to other planners or someone you consider a mentor. When I had my one-on-one with you and Lori a couple of weeks ago, that was a game changer for me as a as a true Aquarius, which means I don't like change. I'm very stubborn and set in my ways. And even more so, I got as I got older in my age, I've been set in my ways. So it was hard for me to hear some of the changes and the recommendations that you both were telling me. Yet I knew I needed them in order to speak to the clientele that I wanted to reach. So once I took the time, as I said, with the master program and everything and sitting with those feelings, I felt more aligned with the changes that I'm starting to implement. Like they don't feel overwhelmed because I am making a lot of changes. I'm rebranding. I haven't, you know, we created a new logo, the marketing materials, implementing, you know, new services, new software. So it's it's a lot of changes for this old gal. It's just like knowing yourself and like I don't like change, but you're changing a lot all at once. Yes, yes. So I would, you know, having mentors like you and Lori and and you know, other members of the CWP, and that's truly, you know, been a godsend.

SPEAKER_02

Yeah. I think too, what I love about what you just shared, Tracy, is that was you being very honest with yourself and knowing I am not a person who likes change, but not letting who you are stop you from making those changes and making those, making that growth. I think that's what happens with a lot of people is they're like, well, this is just who I am. The the end period. And they don't grow and they don't evolve when you have that mindset of like, well, this is just who I am, take it or leave it. And especially in this industry, knowing our clientele is always evolving, like we don't have the same clients every no five years. No, now it's like two, three years. Who we're talking to is totally different. So that means that we have to change and we have to pivot and we have to grow. But if you're not self-aware enough to know yourself and know how you handle change, then that's not gonna be any good for you. Like you have to kind of know yourself in order to know what changes you need to make and how you need to make them too. Because knowing too that you change is hard for you, it may be some smaller steps in how you make changes, but you're still making those changes. So I think that's important for people to hear that even someone like you who is a self-proclaimed, does not like change, is still willing to do some self-reflection and make those updates and changes as needed because you don't want to see yourself tapped out in this industry and you want to see yourself in this industry for another 15 years, hopefully.

SPEAKER_01

Hopefully. I don't know if I have it in me, but not just I'm not quite ready for retirement yet, even though sometimes I feel like I should.

SPEAKER_02

Tracy, what does your business feel like now compared to maybe before you did some of that work? And even I know right now you're still working through a lot of those changes, but even just any type of change or modification that you've made in your industry, in in your business, excuse me, what does it feel like?

SPEAKER_01

The excitement's back.

SPEAKER_02

Ooh, I love that.

SPEAKER_01

So when it's like starting a business. When I first started the business, it was all like it was new, it was exciting. You did this, you did that. And now, even though there's a lot of change, and as I I just mentioned, that I'm not a lover of change, now I'm feeling excited again about it. You know, because I've sat with it, I've reflected it that this is going to, this is going to take me to the next 15 years.

SPEAKER_03

Yeah.

SPEAKER_01

You know, like everything that I've done previously brought me to this point. Now I just need to make it better, you know, and elevate that that service, the clientele that I want, even myself, you know, bringing me to a, you know, the next level. So yeah, like the the excitement's back of all of the changes. I'm I'm excited for my new logo. I'm excited about the website that we're, you know, rebuilding and you know, creating, you know, new documents for how I present my services to my clients. Like it's it's doing all those little behind the scene things that's gonna get you or getting me excited again.

SPEAKER_02

I love that, Tracy, because I feel like sometimes what happens in this industry is especially when you've been doing it for as long as the two of us have been doing it, sometimes that excitement does unfortunately fade because this industry is it is hard. What we do is ranked, you know, in the top three most freshable jobs for a reason. So you start to lose that excitement. I've been there where I was burnt out, and I remember having a conversation with Lori and I was like, I'm starting to hate this job, and I love what I do. So the fact that I was like, I'm starting to hate what I do is a problem, and that meant okay, you something's gotta change, something's got to give. So finding that excitement again, oh, it's like the best feeling in the world. It's like, okay, I meant to do this. This is what I should be doing. But sometimes, Tracy, what happens with that because people don't want to do any self-reflection or they don't want to change, they never find that excitement again. And they eventually close their doors and get out of this business completely. So sometimes if you're in that burnout phase and if you're where I was where you're starting to hate your job, that's a sign that something's got to change.

SPEAKER_01

And that's exactly where I was. I was feeling burnt out. I was feeling like, can I come, you know, compete with you know the the newer planners that are coming? And you know, I didn't know if I had it in me, to be honest. Yeah. And now I I I do. You know, it's it's it's just it's a mindset shift for me as well as all of the shifting that I've been doing.

SPEAKER_02

Yeah, it's a lot, a lot of shifts, a lot of shifting. It's a lot of shifts, a lot of shifting. But it gives me it's um I love to hear that you're excited about this again because I I know exactly what feeling you were feeling. I know I've been there myself. So now I think people listening have also probably been there. There's probably someone listening right now who's like, gosh, this is completely me right now. So I love that she said find that mentor, find someone good to mentor. Obviously, here at CWP Society, that is who we are and what we do. Not only do you get a phenomenal education with our certification programs, but if you want to take it to the whole another level with the master program, you do get a lot of that one-on-one mentoring because every single assignment is our master team reviewing and mentoring you as you go through this program. But it find the right mentor because there are some people who are teaching for all the wrong reasons, yeah, not teaching to help you grow and elevate. So it definitely I love the piece of advice, but making sure that we for sure find the right mentor.

SPEAKER_01

The right one. I agree with that statement.

SPEAKER_02

Exactly, exactly. Well, Tracy, thank you so much for being vulnerable and being honest about your growth and what was stopping you from growing. I appreciate you for sharing that. And for everyone listening, I do want to leave you with this. You know, the three things that we talked about today, they're not character flaws. You know, they're not signs sometimes, even that you're doing something wrong or that you're behind, but they are patterns that show up in real businesses, run by seriously amazing, talented planners who've built something without always stopping to question whether what they've built still fits for them. So the fact that you're listening to this podcast, the fact that you invested your time and you're thinking critically about your own business already puts you ahead of the planner who never asked the questions at all. But listening isn't the same as acting. The gap between knowing something and doing something about it is where a lot of the growth gets lost. So if today's conversation stirred something for you, if one of those three blockers felt a little too familiar, I want you to take that seriously. Don't pile it away for later. Don't wait for a slower season or a cleaner calendar. Sit with it today. Ask yourself the honest questions and then take the next step, whatever that step looks like for you. For a lot of planners and coordinators, that next step leads to certification. The kind of structured, guided work that helps you not just identify those gaps, but it helps you actually close them. So if you're ready to take a look at your business with the level of intention, I encourage you to visit cwpsociety.com and learn what that path looks like, whether it's with our executive or master certification program and membership. The work is worth doing. Your business is worth building with that kind of care. Thank you so much for being here and listening. And again, Tracy, thank you for joining me. We'll see you for the next episode. Bye, guys.

SPEAKER_00

And before you go, we have a little something just for our podcast listeners. If you are ready to elevate your career as a wedding planner or coordinator, you can use code podcast to receive $50 off the executive or master certification program. This code is valid until the next episode releases. So be sure to take advantage while it's available. This offer can't be combined with any other discounts. Visit CWP Society.com to learn more.

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