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A New Member Orientation. Maryland Day: Explore Our World! A New Member Orientation Dear Colleague, As Maryland Day is the university’s largest community.

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Presentation on theme: "A New Member Orientation. Maryland Day: Explore Our World! A New Member Orientation Dear Colleague, As Maryland Day is the university’s largest community."— Presentation transcript:

1 A New Member Orientation

2 Maryland Day: Explore Our World! A New Member Orientation Dear Colleague, As Maryland Day is the university’s largest community outreach event, we’ve designed this site to support you and other campus event planners participating in the program. In this site you will find information including key contacts, committee descriptions, meeting dates, important deadlines, marketing tools, helpful hints and more. Over the past ten years, we’ve achieved great success with the Maryland Day program. In the process, we’ve worked together to refine systems, synchronize efforts and build what is now considered an anticipated event of the region. Thank you for your time, dedication and partnership. It’s because of you that Maryland Day continues to grow. We look forward to working with you and hosting our best Maryland Day yet on Saturday, April 25, 2009. Warm Regards, Brodie Brodie Remington Chair, Maryland Day Program Vice President, University Relations

3 Maryland Day: Explore Our World! A New Member Orientation Maryland Day: The Program

4 Maryland Day: Explore Our World! A New Member Orientation “WHO” Question & Answer: Q: Who plans, promotes, and produces Maryland Day? A: The University of Maryland campus community. Q: Who is invited to attend? A: Maryland Day is open to the public. Q: Who typically attends? A: Residents from the MD, D.C., and N.VA. Areas, current and prospective students, donors and alumni, faculty and staff, business and legislative leaders, their families and friends, and residents of the Mid-Atlantic Region.

5 Maryland Day: Explore Our World! A New Member Orientation “WHAT” Question & Answer: Q: What is Maryland Day? A: Maryland Day is the University of Maryland’s largest community outreach event. Held annually on the last Saturday of April. University opens its doors and invites the community to enjoy a FREE, fun-filled day of learning, exploration, and discovery. Offers more than 400 festivities including hands-on demonstrations, exhibits, workshops, performances, cross- campus tours, lectures, petting zoos, and athletic events.

6 Maryland Day: Explore Our World! A New Member Orientation “WHEN” Question & Answer: Q: When is Maryland Day? A: Maryland Day is held annually on the last Saturday of April from 10 a.m. – 4 p.m.

7 Maryland Day: Explore Our World! A New Member Orientation “WHERE” Questions & Answers: Q: Where is Maryland Day? A: Maryland Day is held across the University’s 1,200 acre College Park campus both indoors and outdoors.

8 Maryland Day: Explore Our World! A New Member Orientation “WHY” Questions & Answers: Q: Why host Maryland Day? A: President C. D. Mote initiated the Maryland Day program in 1998 as an annual event hosted by the University for the regional community. In a single day, area residents visit campus to meet students, staff, and faculty and explore state of the art facilities, and experience first-hand the benefits of having a world respected public research university in their very own backyards. More than 75,000 people attended Maryland Day 2008. Visitors enjoy exploring the six learning neighborhoods including: Science & Tech Way, Arts Alley, Biz & Society Hill, Sports & Rec Row, Terp Town Center, and Ag Day Avenue. Each neighborhood is designed to celebrate specific study themes.

9 Maryland Day: Explore Our World! A New Member Orientation And now for the “HOW” …

10 Maryland Day: Explore Our World! A New Member Orientation The Making of Maryland Day … The 3 P’s: P lanning, P romoting, & P roducing

11 PLANNING Maryland Day Committees Steering, Planning, and Specialized Subcommittees Principles & Policies Free Activities, Space & Facilities Reservations, Fundraising, Food Distribution, Weapons, Corporate Sponsorship and more. Action Items: Event Submissions, Marketing Materials, Volunteer T-shirts & Lunches, Facility Orders, Five Year Recognition Pins, Ten Year Recognition and more. Contacts & Resources: Campus Point People, Services, and Online Resources Maryland Day: Explore Our World! A New Member Orientation

12 COMMITTEES Steering Committee: Select group of university officials who meet twice each semester to address program policies, strategize university-wide participation, track program development and outcomes, and support overall program success. Planning Committee: Large group of university citizens selected to represent their campus department, attend monthly meetings, and manage their respective department’s program participation. Specialized Committees: Specialized task teams that bring campus experts together as needed to meet major program needs including Marketing, Corporate Relations, Logistics and more. Maryland Day: Explore Our World! A New Member Orientation

13 PRINCIPLES & POLICIES Guiding Principles: A FREE, fun-filled day for learning, discovery, and community. Activities are designed to showcase value of University. Campus is completely open for visitors to freely explore. Focus is on friend-raising (not fundraising). University strengthens relationship with neighboring communities. Students, faculty, and staff host visitors and share their Terrapin pride. Community enjoys their world class public research University. Maryland Day: Explore Our World! A New Member Orientation

14 PRINCIPLES & POLICIES Program Policies: Space and Facility Reservation Policy: All campus facilities and spaces are reserved for Maryland Day, held annually on the last Saturday in April. Non-Maryland Day activities are prohibited between 10 AM- 5PM. Free Activities Policy: All Maryland Day activities are free of charge on Maryland Day. Fees for services, programs, or admission are prohibited. Sales of merchandise are restricted to those campus operations that normally process retail transactions. Fundraising Policy: Fundraising of any kind is prohibited on Maryland Day. This includes bake sales and book sales for the benefit of sponsoring groups. Food Distribution Policy: All food distributed on Maryland Day is limited to campus retailers, which operate within state and county health codes. All other food distribution is prohibited. Weapons Policy: For most organizations, use or display of weapons of any kind are prohibited during Maryland Day. Activities sponsored by organizations that use weapons as a central component of their mission or purpose (e.g., Air Force and Army ROTC, Paintball Club) may display such weapons, but they may not be demonstrated, used or handled during Maryland Day. The sponsoring organization will be responsible for security and safety of weapons, making sure that all precautions are taken to ensure the safety of visitors. Maryland Day: Explore Our World! A New Member Orientation

15 Planning Committee Member Goals Represent and coordinate your department’s program participation Attend monthly meetings for news, information, and resources Distribute program information, updates, and materials to your event coordinators Participate in committee discussions, share creative ideas, and offer recommendations Build upon past Maryland Day program success and increase the quality of experience for visitors Track program development, evaluation, and considerations for future programs Work hard, have fun, and share your program enthusiasm with others Maryland Day: Explore Our World! A New Member Orientation

16 Planning Committee Monthly Meetings All meetings are held in the Maryland Room, Marie Mount Hall October 16, 20081 – 2 p.m. (kick-off) November 20, 2008 1 – 2 p.m. December 11, 20081 – 2 p.m. January 15, 20091 – 2 p.m. February 12, 20091 – 2 p.m. March 12, 20091 – 2 p.m. April 2, 20091 – 2 p.m. May 2009 Debriefing is TBD Maryland Day: Explore Our World! A New Member Orientation

17 Maryland Day: Explore Our World! A New Member Orientation ACTION ITEMS Submitting & Proofing Events Requesting Marketing Materials Submitting Mailing Lists Requesting Volunteer T-shirts & Lunches Placing Facility Orders Ordering Event Signage Nominating Staff for 5 and 10 Year Recognition

18 Maryland Day: Explore Our World! A New Member Orientation Submitting & Proofing Department Events Visit Planning Resource Site: http://www.marylandday.umd.edu/mddayplanning http://www.marylandday.umd.edu/mddayplanning Click on Event Submissions Submitting Events: https://www.marylandday.umd.edu/EventSubmission/https://www.marylandday.umd.edu/EventSubmission/ Event Title Description Start and End Time(s) Preferred Location (building, room name/number) Sponsoring Department Proofing Events: Return to the Event Submission site which is now formatted for “Read Only.” Confirm that all your event details are listed. Double-check your event details for accuracy. Contact Holly DeArmond at 5-5406 or dearmond@umd.edu with edits or concerns.

19 Maryland Day: Explore Our World! A New Member Orientation Sample Event Submissions: Title:How Many Watts Can You Generate? Description:Pedal the bike and see if you can generate enough energy to light the light bulb. Learn how energy is converted from chemical to mechanical, to electrical. Start/End Time:10 a.m. – 4 p.m. Location:McKeldin Mall (School of Public Health Tent) Sponsor:HLHP, KNES (School of Public Health, Kinesiology) Title:Engineering Challenge: An Obstacle Course for Mind and Body Description:Challenge yourself on an obstacle course for the mind and body designed and built by engineering students. Start/End Time:10 a.m. – 4 p.m. Location:Front Lawn, Glenn L. Martin Building Sponsor:ENGR (A. James Clark School of Engineering)

20 Maryland Day: Explore Our World! A New Member Orientation Sample Event Submissions continued : Title:Instrument Petting Zoo Description:Ever wanted to fiddle on a fiddle or toot your horn? The Student Chapter of Music Educators National Conference offers an interactive hands-on “zoo” full of musical instruments. Start/End Time:11 a.m. – 3 p.m. Location:Band Room, Clarice Smith Center Sponsor:CSPAC (Clarice Smith Center Performing Arts Center) Title:What’s Bugging You? Solve Plant and Pest Problems Description:Meet experts from the Home and Garden Center. Learn how to identify and control invasive plants and manage insect and disease problems without chemical pesticides. Kids get to handle GIANT and unusual bugs. Start/End Time:10 a.m. – 4 p.m. Location:Courtyard, Animal Sciences Building Sponsor:AGNR (College of Agriculture and Natural Resources)

21 Maryland Day: Explore Our World! A New Member Orientation Requesting Marketing Materials: Visit Planning Resource Site: http://www.marylandday.umd.edu/mddayplanning/actionItems/ http://www.marylandday.umd.edu/mddayplanning/actionItems/ Click on “Request Marketing Materials” List of FREE Marketing Items & Submit Order: Printed: Postcards Terp Basketball Player Trading Cards Visitor BagsPosters BookmarksProgram Booklets Stickers Flyers (Eng/Spanish/French/Chinese/Japanese) Online: Logo (downloadable in PDF or GIF formats) E-Vite (downloadable in PDF formats to send to a friends) Linking Sites (link your site to the Maryland Day site www.marylandday.umd.edu)www.marylandday.umd.edu

22 Maryland Day: Explore Our World! A New Member Orientation Submitting Mailing Lists Visit Planning Resource Site: http://www.marylandday.umd.edu/mddayplanning/actionItems/ http://www.marylandday.umd.edu/mddayplanning/actionItems/ Click on “Submitting Mailing Lists” Printed Program Booklet: The master list already includes alumni, students, faculty, staff, donors and VIPs living in NVA, DC and Maryland. If there are additional folks within your area who you want to receive the program booklet, please provide the following information. Prior to mailing, we'll do a merge/purge of the mailing list to avoid duplications. Last Name / Mailing Name / StreetAddress1 / StreetAddress2 / City / State / Zip / Country President’s Hospitality Suite Invitations: All departments are welcome to submit mailing lists of their board members, donors, prospects, government and political officials, corporate friends, research partners and other key stakeholders to receive an invitation to President Mote’s Maryland Day Hospitality Suite. All you need to do is submit your mailing list in the preferred format and we’ll take care of the stuffing addressing, mailing and RSVP tracking too. Lists must be in Microsoft Excel with the following columns: Last Name / First Name/ Mailing Name/ StreetAddress1/ StreetAddress2/ City/ State / Zip

23 Maryland Day: Explore Our World! A New Member Orientation Requesting Volunteer T-shirts & Lunches Visit Planning Resource Site: http://www.marylandday.umd.edu/mddayplanning/actionItems/ http://www.marylandday.umd.edu/mddayplanning/actionItems/ Click on “Requesting Volunteer T-shirts & Lunches” Review list of T-shirt Sizes and Lunch Options T-SHIRTS: Small, Medium, Large, Xlarge, XXLarge and XXXLarge. LUNCHES: North Pick-up: Lot DD (behind IPST) South Pick-up: Lot W (Skinner bldg) > Deli Lunch (orange ticket)> Deli Lunch (blue ticket) > Vegetarian Lunch (yellow ticket)> Vegetarian Lunch (green ticket) Submit Order: Compile orders from your department and submit them via the planning site. Pick-Up Order: Shirts and lunch tickets should be picked up at 2101 Turner Hall. DISTRIBUTION SCHEDULE: TBD

24 Maryland Day: Explore Our World! A New Member Orientation Placing Event Facility Orders: Visit Planning Resource Site: http://www.marylandday.umd.edu/mddayplanning/actionItems/ http://www.marylandday.umd.edu/mddayplanning/actionItems/ Click on “Placing Facility Orders” Obtain "REQUEST FOR FACILITIES MANAGEMENT SERVICES“ form. Forms are available in two ways: a. Electronic: Go to http://www.facilities.umd.edu select "Request for Services" form b. Hard Copies: Service Building, room 1304A or by calling Work Control X5.2222http://www.facilities.umd.edu Complete form: what you need, quantity, preferred delivery time, location and FRS number. Submit completed form to Work Control one of three ways: a. via email at: workcontrol@umcpfac.umd.edu b. via fax at: 301.405.1473 c. via campus mail: Work Control, Service Building, "ATTN: Maryland Day Request" * NOTE: Requests are NOT taken via phone.workcontrol@umcpfac.umd.edu

25 Maryland Day: Explore Our World! A New Member Orientation Ordering Event Signage: Visit Planning Resource Site: http://www.marylandday.umd.edu/mddayplanning/actionItems/ http://www.marylandday.umd.edu/mddayplanning/actionItems/ Click on “Ordering Event Signage"” Indoor Events: One sign is placed outside the main entrance of each building with one or more indoor events. Each sign will have the Maryland Day logo and will read: "Maryland Day Events” and list of events at that site. Outdoor Events: Signs are not provided for outdoor events. Sign orders to the Sign Shop can be made via "Request for FM Services" at: http://www.facilities.umd.edu/RFMS/http://www.facilities.umd.edu/RFMS/ and must be paid by event sponsor via facility request form. Orders due March 13 Mall Event Tents: Signs for Mall tents are coordinated through Maureen David: mad@umd.edumad@umd.edu Highway or Traffic Use: Signs for highway and traffic use are coordinated through Captain Larry Volz: lvolz@UMPD.umd.edulvolz@UMPD.umd.edu

26 Maryland Day: Explore Our World! A New Member Orientation Nominating Staff for 5 & 10 Year Recognition Visit Planning Resource Site: http://www.marylandday.umd.edu/mddayplanning/actionItems/ http://www.marylandday.umd.edu/mddayplanning/actionItems/ Click on “Nominating Staff for 5 or 10 Year Recognition” Identify Staff members celebrating their fifth or tenth year supporting Maryland Day Email List of individuals to Sapienza Barone at: sbarone@umd.edusbarone@umd.edu Lists are due by March 13. Specify: Committee Member Name (your name) Department or College Name Name(s) of 5/10-year pin recipient(s) Number of years involved (5 OR 10) Recipients Campus Address

27 Maryland Day: Explore Our World! A New Member Orientation Action Timeline fall/winter : October: Oct.16:At 1p.m., Planning Committee Meeting Kick-off *All Month:Submit Events November: Nov. 20: At 1p.m., Planning Committee Meeting *All Month: Submit Events December: Dec. 14: At 1p.m., Planning Committee Meeting Dec.19:All Event Submissions Due *All Month:Organize Marketing Material Orders January: Jan. 15: at 1 p.m., Planning Committee Meeting Jan. 15:Final Proofing Events, Make Final Sign Off *All Month:Organize All Marketing Material Requests Organize Mailing Lists for Program Booklet Organize Volunteer T-shirt & Lunch Ticket Order

28 Maryland Day: Explore Our World! A New Member Orientation Action Timeline winter/spring : February: Feb. 12:At 1p.m., Planning Committee Meeting Feb. 12:Free Marketing Material Requests Due Feb. 12: Mailing Lists for President’s Hospitality Suite Due Feb. 12:Mailing Lists for Program Booklet Due Feb. 12:Free Volunteer T-shirt & Lunch Orders Due *All Month:Organize Event Sign and Facility Needs Organize List of Five & Ten Year Volunteer Staff Schedule Community Outreach Presentations March: March 12: At 1 p.m., Planning Committee Meeting March 13:Event Signs and Facility Orders Due March 13:Five & Ten Year Volunteer Recognition List Due *All Month:Make Community Outreach Presentations Distribute e-card to various groups. April: April 23: At 1 p.m., Planning Committee Photo April 23: At 1p.m., Planning Committee Meeting April 25: Rally the troops. Ready the staging. Places everyone. It's Show Time! May: Date TBD:Planning Committee Meeting Debriefing TBD:President & Mrs. Mote Thank You Reception

29 Maryland Day: Explore Our World! A New Member Orientation CONTACTS Brodie Remington Chair, Maryland Day Planning Committee and Vice President, University Relations 301.405.4683, bremingt@umd.edubremingt@umd.edu Holly DeArmond Director, Maryland Day Program and Associate Director, University Marketing 301.405.5406, dearmond@umd.edudearmond@umd.edu Deborah Wiltrout Chair, Maryland Day Marketing and Director, University Marketing 301.314.6650, dwiltrou@umd.edudwiltrou@umd.edu Maureen David Chair, Maryland Day Mall and Director, Special Events 301.405.0182, mad@umd.edumad@umd.edu Pat Perfetto Chair, Maryland Day Logistics and Director, Conference and Visitor Services 301.314.7884, perfetto@umd.edu

30 Maryland Day: Explore Our World! A New Member Orientation RESOURCES: Planning Resource Site: All you need to know and more. Event Submission Site: Reference last year events by department Committee Peers: Veteran members and cross-campus colleagues at meetings. Specialized Committees: Answers to specific program questions. See key contacts list for chair persons.

31 Maryland Day: Explore Our World! A New Member Orientation PROMOTING Maryland Day Distribute FREE Marketing Materials: Get your promos while supplies last! Ever considered customizing materials? Join Campus Cross-Promotion: Highlight Maryland Day in your online and print publications; Use sought after save-the-date stickers and Terp Trading Cards to compliment your mailings; Link your site to ours! Support Community Outreach: Customize the power point presentation to (schools, churches, Hispanic groups, spotlight your department and take the show on Civic organizations, local government etc.) the road to target groups! Promote via Word of Mouth: Invite all you know to this FREE, fun- filled day for families to come and enjoy their state flagship university!

32 Maryland Day: Explore Our World! A New Member Orientation PRODUCING Maryland Day Logistics Rain Plan Key Day-of Operation Start Times McKeldin Mall Events First Aid & Safety Lost Person Protocol Customer Service

33 Maryland Day: Explore Our World! A New Member Orientation LOGISTICS (check list)  Facilities: Are your orders placed and confirmed?  Volunteers:Do you have enough people to staff your event? Have you ordered a lunch and shirt for all volunteers?  McKeldin MallIs your tent and signage secure and approved by Maureen David?  Signage: Are you set with signage?  Public & Environmental Safety:Familiarize yourself and volunteers with the safety plans: http://www.marylandday.umd.edu/mddayplanning/actionItems/safety.cfm http://www.marylandday.umd.edu/mddayplanning/actionItems/safety.cfm  Dining Services:If you ordered food, is it confirmed and do you have a permit?  Parking:Parking is free and open to the public.  Housekeeping:Please clean up your area to the best of our ability.  Command Center: Call 301-405-4682 Day-of service staffed with campus experts available to assist you.

34 Maryland Day: Explore Our World! A New Member Orientation Rain Plan: Rain or Shine, the Maryland Day show must go on. STEP1: On Thursday, April 23 th, Make Decision by Noon STEP 2: Confirm Rain Locations with Campus Reservations, Facilities, and Related Contacts STEP 3: Make & Post Signs Directing Visitors to Event Rain Locations (per page 1 of program) STEP 4: Email All Steering Committee STEP 5: All Sub-Committee Chairs Contact Appropriate Parties via Email and Phone STEP 6: Email All Planning Committee & Event Coordinators Rain Plan & Locations STEP7: Post Notice on Web UMD Homepage & Maryland Day Site STEP 8: Record Rain Plan Message on Maryland Day Toll Free Visitor Information Number STEP 9: Include Notice in Automatic Digest/ F.Y.I. University Newsletter STEP 10: Send “All Systems Go/ Rain or Shine” Email Invite to University Community NOTE: * Sponsors of outdoor events are expected to adjust their set-up, maximize closest indoor locations, and call Work Control at 5-2222 if adjustments change any Facilities Management service orders. * If unexpected weather hits Maryland Day, Command Center (5-4682) will address all needs in order of highest priority. Rain Locations for Largest Maryland Day Attractions: EVENT:FROM:TO (rain location): The Big Top McKeldin MallGrand Ballroom, Stamp Student Union Kids CarnivalMcKeldin Mall Reckord Armory 10 th Anniversary FestivitiesHornbake PlazaColony Ballroom, Stamp Student Union Nyumburu Cultural FairNyumburu AmphitheaterNyumburu Cultural Center

35 Maryland Day: Explore Our World! A New Member Orientation Key Day-of Operation Start Times 4:00 AMOpen Buildings 6:30 AM Open Command Center 6:30 AM Set-up Locator Booths 7:00 AMBegin Mall Event Load-In 7:00 AM Place Shuttle Signs (24 stops across campus, per map) 7:00 AM Place Campus Directional Signs (major lots, intersections) 8:00 AM Open Volunteer Coffee/Donuts (Footnotes Café) 8:00 AM Open First Aid Tent 8:00 AM Place Event Signs: (Outside bldgs. with indoor events only) 9:00 AM Open Visitor Center 9:30 AM Begin Campus Shuttle Service with Shuttle Hosts

36 Maryland Day: Explore Our World! A New Member Orientation McKeldin Mall Events Event Times:All start at 10 a.m. and end at 4 p.m. Loading In: From 7 a.m. – 9 a.m. sidewalks are available to vehicles. Vehicles must be off Mall by 9 a.m. No driving on grass to avoid damaging ground sprinkler system. After 4:30PM vehicles can return for clean-up. Power supply:Does not exist and generators are not permitted. First Aid:Located under a red tent at the corner of the Mall by Marie Mount Hall. General Rules: No sale, outside vendors, or stakes in ground. Have fun (it’s a rule)! College Tents: 20'x20' tents placed around Mall with one 20' banner featuring name. Tables and chairs for tents must be ordered through work control. Campus Tent: Each participant is assigned one (1) 6' table and 2 chairs at no cost. The tent is opened and does not have walls. Participants must bring a table covering of some kind (group banner, $.99 plastic covering etc.).

37 Maryland Day: Explore Our World! A New Member Orientation First Aid & Safety A First Aid station is always located on McKeldin Mall and the University Health Center is also open. Exact locations are well marked on the program booklet map. In the event of sever weather or imminent danger, campus sirens will sound to signal all on campus to seek shelter in the nearest building. In the event of heavy rain, most outdoor events will move into nearest building. Refer to Rain Plan. In the event of a lost visitor, follow Lost Person Protocol. KEY CONTACTS: Emergency: CALL 911 Police Non-Emergency: 301.405.3555 Health Center: 301.314.8180 Maryland Day Command Center: 301.405.4682

38 Maryland Day: Explore Our World! A New Member Orientation Lost Person Protocol STEP 1:Keep lost person (or party looking for lost person) in their exact location. Often times missing people are right around the corner. STEP 2:Have one staff volunteer stay with lost person (or party looking for lost person) while another staff volunteer finds the closest locator booth to radio MD Day Command Central and request police assistance. If you do not have a locator booth near you, use a cell phone or send a staff volunteer to a nearby phone and call MD Day Command Central at: 301.405. 4680 or 301.405.4682. STEP 3:Keep lost person (or party looking for lost person) calm until officer arrives. Assure them that help is on the way and they're going to be just fine. STEP 4:Ask the lost visitor (or party looking for lost person) their name, where they last saw their party, and what they look like. STEP 5:When officer arrives introduce lost person (or party looking for lost person) to the officer and provide as much information as you have to help the officer unite the visitor with their party.

39 Maryland Day: Explore Our World! A New Member Orientation Customer Service Honor event listings as promised in program: Event Title, Time, Location Be ready for early bird visitors by 9:15 a.m. Keep event staffed throughout the day Maintain event until the program end time (most events listed til 4p.m.) Look at your event through the eyes of the visitor: Is your event easy to find? Can you take additional steps i.e. signs for outside/inside? Make the BIG campus as small as possible by taking time to help visitors Be ready for questions: Study event listings in program, have program on-hand at event Personally engage with visitors to help them feel welcome

40 Maryland Day: Explore Our World! A New Member Orientation OPEN FLOOR ANY QUESTIONS?


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