October 17, 2024

Why Event Automation is a Must-Have for Modern Planners

n today’s fast-paced event landscape, the role of technology cannot be overstated. Indeed, event automation has emerged as a game-changer for planners, allowing them to streamline processes, enhance attendee experiences, and ultimately drive event success. In this post, we will delve into the numerous benefits of automation in event planning and explain why it is an essential tool for modern planners looking to thrive in a competitive market.

Understanding Event Automation

Event automation encompasses the use of technology to facilitate various aspects of event planning, from registration and ticketing to communication and post-event analysis. According to a study by Eventbrite, over 70% of event planners believe that automation improves their overall efficiency and effectiveness. By implementing automation, planners can focus on strategic elements of their events rather than getting bogged down by administrative tasks.

Furthermore, automation not only helps streamline processes but also enhances the overall experience for both planners and attendees.

Benefits of Event Automation

Benefits of Event Automation
  1. Streamlined Registration and Ticketing
    One of the most significant advantages of event automation is the simplification of the registration and ticketing process. Automated systems allow attendees to register online quickly, reducing the chances of human error and the need for manual data entry. Tools like Eventbrite and Cvent provide user-friendly platforms for managing registrations, offering customizable ticket types, promotional codes, and real-time tracking of attendee numbers. This not only saves time but also enhances the attendee experience by providing a seamless registration process.
  2. Enhanced Communication and Engagement
    Automation allows event planners to communicate effectively with attendees before, during, and after the event. Automated email marketing tools enable planners to send personalized messages, reminders, and updates at key intervals. Platforms like Mailchimp and Constant Contact can help you segment your audience for targeted campaigns, ensuring that your messages resonate with attendees. Moreover, using automated chatbots on your event website can provide instant answers to common questions, improving engagement and attendee satisfaction.
  3. Data-Driven Insights
    Leveraging automation means gaining access to valuable data analytics that can inform your planning process. By using tools like Google Analytics or Tableau, you can track attendee behavior, measure engagement levels, and analyze feedback. This data not only helps in assessing the success of your event but also guides future planning decisions. By understanding what works and what doesn’t, you can refine your strategy for future events, ensuring continuous improvement.
  4. Efficient Task Management
    Managing multiple tasks and deadlines can be overwhelming for any event planner. Automation tools can help streamline project management by setting reminders, tracking progress, and assigning tasks to team members. Platforms like Asana and Trello offer intuitive project management solutions that keep everyone on the same page. By automating routine tasks, you free up valuable time to focus on creativity and innovation in your event planning.
  5. Improved Attendee Experience
    Ultimately, the success of any event hinges on the attendee experience. Automation plays a crucial role in creating a seamless and enjoyable experience for participants. From personalized agendas to easy check-in processes, automated systems enhance convenience and engagement. Consider using mobile event apps like Whova or Bizzabo to provide attendees with real-time updates, networking opportunities, and interactive features that keep them engaged throughout the event.
  6. Cost Efficiency
    While some may view automation as an added expense, it can ultimately lead to significant cost savings. By reducing manual labor and streamlining processes, you can lower operational costs. Additionally, automated marketing campaigns can drive ticket sales and increase revenue, making automation a wise investment for long-term success.

Challenges and Considerations

While the benefits of event automation are numerous, it’s essential to approach it strategically. Planners must choose the right tools that align with their event goals and ensure a smooth integration process. Additionally, it’s vital to maintain a human touch in your interactions, as personal connections still play a crucial role in successful events.

Conclusion

In a world where efficiency and attendee satisfaction are paramount, event automation is no longer a luxury but a necessity. By embracing automation, modern planners can simplify their planning processes, enhance attendee experiences, and gain a competitive edge in the industry. At AttendeeGain, we understand the challenges event planners face and are dedicated to helping you navigate the complexities of modern event management.Ready to elevate your event planning with automation? Contact us at AttendeeGain to learn how our solutions can streamline your processes and enhance your events.

For more such informational blogs and product insights, visit us at AttendeeGain. Looking for Branding or Digital Products Consultancy? check out BrandWorks.
Picture of Abhishek Kapoor

Abhishek Kapoor

Abhishek Kapoor is the founder and creative head of BrandWorks Worldwide. His is an ex-Cvent and has worked in the event space for the last 13 years, providing branding and registration expertise to many clients globally.

Why Event Automation is a Must-Have for Modern Planners Read More »

Sustainable Events

Going Green: Transform Your Events with Sustainability

As global awareness of environmental issues continues to grow, sustainability has become more than just a buzzword; it’s a necessity. In the events industry, adopting eco-friendly practices can significantly impact not only the planet but also your brand’s reputation and attendee engagement. In this blog post, we’ll explore innovative sustainable practices that can elevate your events and attract conscious attendees, making your gatherings not just memorable, but also responsible.

 

The Importance of Sustainability in Events

Importance of Sustainability in Events

In recent years, there has been a notable shift towards sustainability in all sectors, and events are no exception. According to a report by Eventbrite, 83% of attendees believe it is essential for events to adopt sustainable practices. This shift is driven by a growing understanding of the environmental impact of large gatherings and a desire among consumers to support brands that prioritize sustainability.

Why It Matters: Adopting sustainable practices not only helps the environment but also enhances your brand’s image and attracts a dedicated audience that values eco-consciousness. This growing trend presents an opportunity for event planners to differentiate themselves in a competitive market.

Eco-Friendly Practices to Implement

  1. Sustainable Venues: Choosing a venue with sustainable practices is one of the most impactful decisions you can make. Look for venues that prioritize eco-friendly initiatives, such as energy-efficient lighting, water conservation systems, and waste reduction programs. Venues like The Green Building in Brooklyn, NY, offer environmentally conscious spaces that can set the tone for your event.
  2. Digital Invitations and Ticketing: Transitioning from paper to digital invitations and ticketing not only reduces waste but also streamlines the attendee experience. Utilize platforms like Eventbrite or Meetup for easy digital ticketing and event promotion. This approach not only saves resources but also allows for real-time updates and communication with attendees.
  3. Eco-Friendly Catering: Catering can have a significant environmental impact. Opt for local and seasonal produce, which not only supports local farmers but also reduces carbon emissions associated with transportation. Additionally, consider plant-based menu options that are more sustainable than traditional meat-based dishes. Collaborate with caterers who prioritize sustainable practices, like Food for Thought, which focuses on sourcing ingredients responsibly.
  4. Waste Reduction Strategies: Implementing a waste reduction plan is crucial for sustainable events. Provide clearly marked recycling and composting stations throughout the venue to encourage attendees to dispose of waste properly. Additionally, consider using biodegradable or compostable materials for food and drink service. For example, companies like Ecolunchbox offer sustainable alternatives to single-use plastics.
  5. Carbon Offsetting: Offsetting your event’s carbon footprint is another effective way to promote sustainability. Partner with organizations that specialize in carbon offsetting projects, such as reforestation or renewable energy initiatives. This practice not only mitigates the environmental impact of your event but also demonstrates your commitment to sustainability.
  6. Green Transportation Options: Encouraging attendees to use sustainable transportation options can significantly reduce the carbon footprint of your event. Promote carpooling, public transportation, and biking by providing information on local transit options and creating bike parking areas. Consider partnering with rideshare companies that prioritize eco-friendly vehicles, like Lyft’s Green Mode.

Engaging Attendees in Sustainability

To create a meaningful impact, it’s essential to engage your attendees in your sustainability efforts. Here are a few ideas:

  • Sustainability Pledges: Encourage attendees to commit to sustainable practices, such as reducing waste or conserving energy, during the event. This not only raises awareness but also fosters a sense of community.
  • Interactive Workshops: Host workshops on sustainability topics, such as zero-waste living or eco-friendly travel tips. This allows attendees to learn and engage with the topic actively.
  • Sustainable Swag: If you provide event swag, opt for eco-friendly items that attendees will find useful, such as reusable water bottles or tote bags made from recycled materials. Partnering with brands that share your sustainability values can enhance your event’s impact.

Case Studies of Successful Green Events

Case Studies of Successful Green Events

Several organizations have successfully implemented sustainable practices in their events, serving as excellent examples for others to follow. The Greener Festival Awards recognize events worldwide for their commitment to sustainability, showcasing best practices and inspiring others to adopt eco-friendly measures.

Another notable example is the Sustainable Food Summit, which brings together stakeholders from the food industry to discuss sustainability issues. This event not only promotes dialogue but also showcases sustainable products and practices, reinforcing the importance of eco-consciousness in food sourcing and consumption.

Conclusion

As the demand for sustainable practices continues to rise, event planners have a unique opportunity to lead the charge in creating eco-friendly experiences. By implementing innovative sustainable practices, you can elevate your events and attract conscious attendees who value environmental responsibility.At AttendeeGain, we are committed to helping organizations create impactful and sustainable events that resonate with today’s eco-conscious audience.Ready to transform your events with sustainability? Contact us at AttendeeGain to learn how we can support your journey toward eco-friendly event planning.

For more such informational blogs and product insights, visit us at AttendeeGain. Looking for Branding or Digital Products Consultancy? check out BrandWorks.

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Hybrid Events

Hybrid Events: The Future of Connection and Engagement

In today’s fast-paced world, the way we connect and engage is rapidly evolving. Hybrid events have emerged as a revolutionary solution, merging the benefits of in-person and virtual experiences. This innovative approach not only expands reach but also enhances attendee engagement, creating meaningful experiences for everyone involved. In this blog post, we will explore the concept of hybrid events, their advantages, best practices, and how to ensure they succeed in delivering valuable interactions.

Understanding Hybrid Events

Understanding Hybrid Events

Hybrid events combine live, in-person components with virtual elements, allowing attendees to participate either physically or online. This dual approach caters to a broader audience, enabling organizations to reach individuals who may not be able to attend in person due to geographical, financial, or time constraints.

Why It Matters: By embracing hybrid events, you can increase your event’s accessibility and inclusivity. This ensures that all participants, regardless of their location, can engage with your content, speakers, and fellow attendees.

For a comprehensive overview, check out this resource from Event Manager Blog.

The Benefits of Hybrid Events

  • Expanded Reach: One of the most significant advantages of hybrid events is the ability to reach a global audience. By offering a virtual option, organizations can engage attendees from different countries and time zones, ultimately increasing attendance numbers and brand visibility.
  • Cost-Effective Solutions: Hybrid events can be more cost-effective than traditional events. While there are costs associated with hosting a physical event, virtual elements can significantly reduce expenses. Organizations can save on venue rental, catering, and travel costs, allowing them to allocate resources more efficiently.
  • Enhanced Engagement Opportunities: Hybrid events offer unique opportunities for engagement. With interactive features like live polls, Q&A sessions, and breakout rooms, both in-person and virtual attendees can participate actively. This dynamic interaction fosters a sense of community and connection, regardless of the format.
  • Data Collection and Analytics: Hybrid events provide valuable data insights into attendee behavior and engagement levels. By utilizing analytics tools, organizations can track participation rates, session attendance, and engagement metrics. This information can be instrumental in refining future event strategies and tailoring content to meet attendee needs.
  • Flexibility and Convenience: Hybrid events allow attendees to choose how they want to participate. This flexibility enhances the overall experience, as individuals can attend from the comfort of their homes or engage with others in a live setting. This convenience often leads to higher satisfaction levels and improved retention rates.

Best Practices for Successful Hybrid Events

Best Practices

To ensure your hybrid event achieves its goals, consider the following best practices:

  1. Invest in Quality Technology: The success of a hybrid event largely depends on the technology used. Invest in high-quality audio and visual equipment to ensure seamless communication between in-person and virtual participants. Additionally, choose a reliable event platform that supports interactive features and provides a smooth user experience.
  2. Create Engaging Content: Content is king in any event format. Ensure that your content is engaging, relevant, and tailored to both in-person and virtual audiences. Incorporate interactive elements, such as live polls or audience Q&A sessions, to maintain engagement throughout the event.
  3. Promote Interaction: Encourage interaction among attendees by utilizing various networking opportunities. Implement breakout sessions, discussion forums, and social media engagement to foster connections. Consider using gamification techniques to make participation more enjoyable and rewarding.
  4. Provide Clear Instructions: To enhance the experience for virtual attendees, provide clear instructions on how to access the event platform, participate in sessions, and engage with speakers and other attendees. This will minimize confusion and ensure that everyone can make the most of their experience.
  5. Follow Up After the Event: After your hybrid event concludes, follow up with attendees to gather feedback and insights. Use surveys to assess their experiences and understand what worked well and what could be improved. This information is invaluable for planning future events and enhancing your overall strategy.

Hybrid Events in Action

As hybrid events continue to gain popularity, many organizations are successfully implementing this format. For example, Microsoft Ignite adopted a hybrid approach, allowing attendees to engage in person or virtually, resulting in a record number of participants and a vibrant online community.

Another great example is the Cannes Lions International Festival of Creativity, which successfully transitioned to a hybrid model, offering engaging experiences for both in-person and virtual attendees. This innovative approach not only expanded their reach but also fostered meaningful connections among participants worldwide.

The Future of Hybrid Events

As we look to the future, hybrid events are likely to become the standard in the events industry. With their ability to create inclusive experiences, facilitate global connections, and harness the power of technology, hybrid events are redefining how we engage and connect.

Conclusion

Hybrid events represent a significant shift in the way organizations approach engagement and connection. By embracing this innovative format, you can create meaningful experiences that resonate with both in-person and virtual audiences. At AttendeeGain, we specialize in helping organizations navigate the hybrid event landscape, ensuring your events are impactful and memorable.

Ready to take your events to the next level? Contact us at AttendeeGain to learn how we can assist you in creating successful hybrid experiences that foster connection and engagement.

Picture of Abhishek Kapoor

Abhishek Kapoor

Abhishek Kapoor is the founder and creative head of BrandWorks Worldwide. His is an ex-Cvent and has worked in the event space for the last 13 years, providing branding and registration expertise to many clients globally.

Hybrid Events: The Future of Connection and Engagement Read More »

Event Marketing Trends

Unleashing 2025: Game-Changing Event Marketing Trends

As we move into 2025, the events landscape is poised for transformation. Rapid technological advancements, shifting consumer expectations, and innovative strategies are reshaping how events are conceived, marketed, and executed. To thrive in this dynamic environment, marketers must be agile, informed, and proactive. This blog explores the game-changing event marketing trends that will dominate in 2025 and provides insights into how you can stay ahead of the curve.

1. The Hybrid Event Model: A Permanent Fixture

Hybrid Event Model

While hybrid events emerged as a response to the pandemic, they have now become a staple in the event industry. According to a recent survey, 80% of event planners believe that hybrid formats will remain essential in the coming years. By blending in-person and virtual experiences, hybrid events allow organizations to reach wider audiences and create more inclusive experiences.

Why It Matters: Hybrid events provide valuable data on attendee engagement, enabling marketers to refine their strategies and personalize content. This model not only broadens reach but also fosters community engagement by connecting diverse audiences.

For a deeper dive into hybrid events, check out this insightful article from Eventbrite.

2. Artificial Intelligence (AI) in Event Marketing

While hybrid events emerged as a response to the pandemic, they have now become a staple in the event industry. According to a recent survey, 80% of event planners believe that hybrid formats will remain essential in the coming years. By blending in-person and virtual experiences, hybrid events allow organizations to reach wider audiences and create more inclusive experiences.Why It Matters: Hybrid events provide valuable data on attendee engagement, enabling marketers to refine their strategies and personalize content. This model not only broadens reach but also fosters community engagement by connecting diverse audiences.For a deeper dive into hybrid events, check out this insightful article from Eventbrite.

3. Sustainability: A Non-Negotiable Trend

With increasing awareness of environmental issues, sustainability has become a key focus for event planners and attendees alike. In 2025, consumers will expect brands to prioritize eco-friendly practices, from reducing waste to sourcing sustainable materials. Events that emphasize their commitment to sustainability will resonate more strongly with today’s environmentally conscious audience.

Why It Matters: Incorporating sustainable practices not only enhances brand reputation but also attracts attendees who prioritize eco-conscious choices. Furthermore, promoting your sustainability initiatives can serve as a powerful marketing tool.

Learn more about sustainable event practices from the Sustainable Event Alliance.

4. Enhanced Networking Opportunities Through Technology

In 2025, networking will continue to evolve, thanks to technology. Attendees now expect seamless, integrated experiences that facilitate meaningful connections. Platforms offering AI-powered matchmaking, interactive networking lounges, and real-time engagement tools are becoming essential.

Why It Matters: By leveraging technology to enhance networking opportunities, event planners can foster deeper connections among attendees, leading to increased satisfaction and engagement. Enhanced networking can also create valuable partnerships and business opportunities.

To discover more about networking technologies, refer to Meetup.

5. The Power of Storytelling in Event Marketing

As attention spans shorten, storytelling is emerging as a powerful tool for capturing and retaining audience interest. Event marketers who craft compelling narratives around their events are more likely to engage their target audience and create lasting impressions.

Why It Matters: Storytelling not only helps convey the purpose of your event but also fosters emotional connections with attendees. By leveraging narratives in your marketing materials, you can inspire action and build excitement.

For more insights on storytelling in marketing, check out this article from Harvard Business Review.

6. The Rise of Micro-Events and Personalized Experiences

Micro-events, which focus on intimate gatherings rather than large-scale conferences, are gaining traction. These events often cater to niche markets, providing personalized experiences that foster stronger connections among attendees. As consumers increasingly seek authenticity and intimacy, micro-events will continue to grow in popularity.

Why It Matters: Micro-events enable brands to engage deeply with their audiences, leading to enhanced loyalty and satisfaction. They also allow for tailored marketing strategies that resonate with specific demographics.

Explore the benefits of micro-events through this insightful piece from Event Marketer.

7. Data-Driven Decision Making

In 2025, data will play an even more significant role in shaping event marketing strategies. Marketers can utilize analytics tools to gather insights on attendee preferences, engagement patterns, and event performance. This data-driven approach allows for continuous improvement and optimization of event strategies.

Why It Matters: Making informed decisions based on data not only enhances event outcomes but also improves overall marketing effectiveness. The ability to adapt in real-time ensures that your marketing efforts align with attendee expectations.

To learn more about data analytics in event marketing, visit Eventbrite’s blog.

Conclusion: Embracing the Future of Event Marketing

The trends shaping event marketing in 2025 present both challenges and opportunities. By embracing hybrid models, leveraging AI, prioritizing sustainability, enhancing networking experiences, crafting compelling stories, focusing on micro-events, and utilizing data-driven strategies, marketers can position themselves as leaders in this evolving landscape.At AttendeeGain, we are committed to staying at the forefront of these trends to ensure your events not only meet but exceed attendee expectations. Whether you’re planning a large conference or a niche gathering, our expertise can help you harness these trends for success.Ready to elevate your event marketing strategy? Contact us at AttendeeGain to learn how we can help you stay ahead of the curve in 2025.

For more such informational blogs and product insights, visit us at AttendeeGain. Looking for Branding or Digital Products Consultancy? check out BrandWorks.
Picture of Abhishek Kapoor

Abhishek Kapoor

Abhishek Kapoor is the founder and creative head of BrandWorks Worldwide. His is an ex-Cvent and has worked in the event space for the last 13 years, providing branding and registration expertise to many clients globally.

Unleashing 2025: Game-Changing Event Marketing Trends Read More »

Event Marketing

Top Trends in Event Marketing and Promotion for 2024

As the events industry continues to evolve, marketers and planners must stay ahead of the curve to ensure successful promotions and seamless experiences. In 2025, new technologies, shifting consumer expectations, and innovative strategies are reshaping how events are marketed and promoted. This article delves into the top trends that are making waves in the event marketing world, offering key insights to help you stay competitive.

1. Hybrid Events Are Here to Stay

Hybrid events

The pandemic made hybrid events a necessity, but they are proving to be more than a temporary solution. With 73% of event planners stating that hybrid formats will continue to be important in 2025, it’s clear that this trend is here for the long haul. Hybrid events offer the best of both worlds by combining in-person interaction with virtual access, allowing brands to reach a broader, more diverse audience.

Why It Matters: As technology improves and people become more comfortable attending virtually, hybrid events will expand global reach. Event organizers can now tap into new demographics that were previously inaccessible due to geographic or time constraints. Moreover, hybrid events provide more data points through digital touchpoints, allowing for better personalization.

Learn more about how hybrid events can increase attendee engagement here.

2. Personalization and AI-Driven Engagement

Personalization is no longer just a “nice-to-have” feature—it’s now an expectation. Using AI and machine learning, event marketers can deliver personalized content and experiences that resonate with individual attendees. For instance, AI can help analyze attendee behavior, preferences, and engagement history to suggest relevant sessions, networking opportunities, and post-event content.

Why It Matters: Personalized marketing increases engagement, improves user experience, and drives higher ROI. Attendees are more likely to participate in events when they feel like the experience has been tailored specifically for them.

Find out more about the power of AI in event personalization here.

3. Influencer Marketing for Events

Influencer marketing

In 2025, the power of influencers is extending beyond product promotions to event marketing. Collaborating with influencers who align with the event’s target audience can help amplify the message and expand reach organically. From tech conferences to fashion shows, influencers help build credibility and foster trust with potential attendees.

Why It Matters: Consumers tend to trust influencer recommendations over traditional advertising. By partnering with the right influencers, brands can not only increase attendance but also build stronger relationships with their audience. A well-executed influencer campaign can make your event the talk of the town—both online and offline.

Explore the impact of influencer marketing on event success here.

4. Augmented Reality (AR) and Virtual Reality (VR) for Immersive Experiences

Augmented and virtual reality tools are transforming how attendees interact with event content. From virtual venue tours to interactive product demos, AR and VR are helping to create more immersive experiences. These technologies are also useful for training and simulations, especially in industries like healthcare and technology, where hands-on experience is crucial.

Why It Matters: By using AR and VR, you can offer attendees something unique and memorable, leading to higher engagement and post-event satisfaction. Additionally, it provides an opportunity to gather more data on how attendees interact with virtual content, enabling further optimization.

Read about how AR and VR are transforming user experiences in events here.

5. Sustainability and Eco-Friendly Events

Sustainability is no longer just a buzzword—it’s a priority for many attendees, especially younger generations. Events that prioritize eco-friendly practices, from reducing waste to offering sustainable catering, are more likely to resonate with today’s environmentally conscious consumers. Moreover, incorporating green practices can serve as a unique selling point in marketing campaigns, showcasing a brand’s commitment to corporate social responsibility.

Why It Matters: As eco-consciousness continues to grow, event marketers must adapt by promoting sustainable initiatives. From using digital materials over print to choosing venues that offer green energy solutions, sustainability can drive both attendance and positive brand perception.

Learn how sustainability is shaping the future of event planning here.

6. Data-Driven Event Strategies

data driven event marketing strategies

With the increased digitization of events comes the opportunity for data collection and analysis. Data is a powerful tool that can guide every phase of event planning, from pre-event promotions to post-event follow-ups. Marketers can leverage data to optimize event performance, understand attendee behavior, and improve future strategies. For example, using predictive analytics, event organizers can foresee potential issues and adapt their tactics accordingly.

Why It Matters: Data-driven decision-making helps to not only improve event outcomes but also provide deeper insights into attendee preferences and behavior, leading to higher retention rates and long-term success.

Discover more about using data analytics in event marketing here.

7. The Rise of Micro-Events

Rather than focusing on large-scale events, many marketers are embracing smaller, more intimate “micro-events.” These gatherings typically focus on niche markets or specific communities, fostering deeper connections and more meaningful interactions. Micro-events often feel more exclusive, which can make them more appealing to attendees looking for personalized experiences.

Why It Matters: With the growing desire for personalized experiences, micro-events provide an ideal setting to build stronger relationships and deliver more targeted content. They also allow brands to engage with smaller audiences in a more impactful way.

Read more about the benefits of micro-events here.

Conclusion: AttendeeGain Leading the Future of Event Marketing

Incorporating these trends into your event marketing strategy will not only set you up for success in 2025 but also position your brand as an industry leader. As an event marketing and management agency, AttendeeGain understands the importance of staying ahead of these shifts. We continuously adapt and integrate cutting-edge strategies to ensure our clients’ events are both impactful and unforgettable.

Whether you’re looking to execute a hybrid event, utilize AR/VR technology, or engage audiences with personalized marketing, AttendeeGain is equipped to help you thrive in this ever-changing landscape. Our expertise ensures that every event delivers measurable results, leaving a lasting impression on your audience.


For a consultation on how to make your next event a success, get in touch with us at AttendeeGain.
Looking for Branding or Digital Products Consultancy? check out BrandWorks.

Picture of Abhishek Kapoor

Abhishek Kapoor

Abhishek Kapoor is the founder and creative head of BrandWorks Worldwide. His is an ex-Cvent and has worked in the event space for the last 13 years, providing branding and registration expertise to many clients globally.

Top Trends in Event Marketing and Promotion for 2024 Read More »

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