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LF AI & Dat= a Days are regional, one-day events hosted and organized by local members w= ith support from LF AI & Data and its Projects. Learn more about the= LF AI & Data Foundation here.
Examples of previous LF AI Da=
ys: LF AI Day Sh=
anghai 2019, LF AI Day Paris 2019, Virtual LF AI Day EU 2020
The LF AI & Data Foundation can h= elp support your event in many ways, including:
LF AI & Data Day event websit= e creation - Event Host to provide agenda and other c= ontent for website.
Registration form creation on Cvent - once lau= nched, weekly registration reports will be sent to event host.
Blog post and social posts announcing event once the website & r= egistration form are launched.
Event graphic created to help promote the event.
Series of social posts on the LF AI & Data Twitter & LinkedI= n pages leading up to the event.
Zoom meeting setup - for virtual events.<= /p>
Pre-event email & post-event email sent to attendees via Cvent.<= /p>
Post-event recap blog & social posts with links to the recording= s & presentations.
If you are interested in hosting an LF AI &=
Data Day, please review the checklist below carefully and reach out to
Please include in your email request:<= /span>
IMPORTANT: LF AI & Data Day= s require the LF AI & Data Foundation to budget for and find resourcing= for event coordination support. Because of this, it is very important that= you email events@lfaidat= a.foundation to confirm your interest and request to host an LF AI= & Data Day. A response on availability to resource the event on the re= quested date will be provided to you shortly after.
A minimum of 2 months lead time is required i= n order to plan for the resourcing required as well as to properly promote = the event.
We look forward to working with you on an LF AI & D= ata Day!
The che= cklist below provides a detailed list of deliverables that must be complete= d by both the Event Host and LF AI & Data in order to successfully plan= an LF AI & Data Day.
Once the Event Host has requested to = host an LF AI & Data Day, and LF AI & Data staff have approved the = event, this checklist page should be copied and used for the specific LF AI= & Data Day, and should be linked to the specific event wiki page.
You will be assigned an LF AI & D= ata staff person who will be your primary contact throughout the planning p= rocess. For general questions on any of the items below, you can also email= even= ts@lfaidata.foundation.
Step | Completed? | Owner | Action Item | Target Deadline | Target Date | Instructions |
INITIAL PLANNI= NG | ||||||
1 |
|
Event Host= | Request to host an L= F AI & Data Day | 2 months before ev= ent date | This column should be filled in with target dates on= ce an event date is set | If you are int=
erested in hosting an LF AI & Data Day, please review this checklist ca=
refully and reach out to =
events@lfaidata.foundation with any questions. 1) the community= organization(s)/members(s) who are planning to host the event. 2) location and format (in person or virtual). 3) target event date. 4) primary host contact name and email for the event planning and overall e= xecution. IMPORTANT: LF AI & Data Days require the LF AI & Data Foundation to budget fo= r and find resourcing for event coordination support. Because of this, it i= s very important that you email events@lfaidata.foundation to confirm your interest and req= uest to host an LF AI & Data Day. A response on availability to resourc= e the event on the requested date will be provided to you shortly after. A minimum of 2 mon= ths lead time is required in order to plan for the resourcing required as w= ell as to properly promote the event. |
2 |
|
Event Host= | Review the Resources= for LF AI & Data Community Hosted Events | 2 months before ev= ent date | Host must confirm th= ey have read all the documentation resources. It is an important step as it= includes planning information, expectations for LF AI & Data Community= Hosted Events, examples, and more. | |
3 |
|
Event Host= | Review COVID-19 information related to events | 2 months before ev= ent date | As LF AI &a=
mp; Data Days are associated with LF Events, we will have the expert suppor=
t and guidance of that team regarding COVID-19 and it's impact to events. S=
upport includes items such as: <= br> Official updates from the Linux Foundation on this topic can be viewed = ;here.
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4 |
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Event Host= | Email LF AI & Da= ta at events@lfaidata.foundation and request a = meeting if you have questions about any of the required tasks or the event = planning in general. | 2 months before ev= ent date | Please coordinate th= e meeting with LF AI & Data if needed. | |
5 |
|
LF AI &= ; Data | Approve/confirm the = event. | 1 week after initi= al request |
&nbs= p; |
LF AI & Data wil= l confirm moving forward with the LF AI & Data Day and will provide you= with the primary LF AI & Data staff person you will be working with.= td> |
6 |
|
Event Host= | Create an even= t wiki page using the Template Event Wiki and fill out the details for your event. | Within 1 week of e= vent approval |
&nbs= p; |
Follow the ins=
tructions noted on the Template Event Wiki page. This event wiki will serv=
e as the site that you can use for your content planning, coordination with=
other community participants involved, to provide general information to a=
ttendees, and a space to post your event content. |
7 |
|
Event Host= | Copy/Clone thi= s LF AI &= ; Data Day Instructions template and create a sub-pag= e from your event wiki page. | Within 1 week of e= vent approval | Creating the s=
pecific LF AI & Data Day instructions page is critical to ensure all co=
mponents for coordinating efforts with LF AI are completed and to help driv=
e a successful event. Event Host and LF AI & Data are responsible for keeping the wiki update= d for their assigned tasks. The wiki will be the single source of truth for= status on all tasks. If there is a missing item in t= he template that would be beneficial to other event hosts, please do provid= e the suggestion so that it can be added. |
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8 |
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Event Host= | Add in target due da= tes under the "Target Dates" column to the LF AI & Data Day Event check= list based on your confirmed event date. | Within 1 week of e= vent approval | Host must dete=
rmine a plan to complete the required tasks and deliverables submissions.&n=
bsp;The dates can be targets with some modifications a=
long the way but it is important that the lead times shared for the various=
tasks are incorporated to avoid missed deadlines and potential negative im=
pact to event. Review the remainder of this tasks list and return to this item to input yo= ur dates. Notify LF AI when this is complete for thei= r review of critical target dates specific to deliverables. |
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9 |
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Event Host= | Send LF AI & Dat= a the two links for your specific event wiki pages. | Within 1 week of e= vent approval | Please share both th= e event wiki and instructions wiki page with LF AI & Data staff. | |
10 |
|
LF AI &= ; Data | Review the Event Hos= t's target dates specific to critical deliverables. | Within 1 week of e= vent approval | LF AI & Data wil= l review and advise of any concerns or recommended updates. | |
11 |
|
LF AI &= ; Data | Add the event to the= current year LF AI & Data Events Overview wiki. | Within 1 week of e= vent approval | LF AI & Da=
ta will add accordingly based on the details shared by host. |
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12 |
|
LF AI &= ; Data | Add the event to the= LF AI & Data Events pages. | Within 1 week of e= vent approval | LF AI & Da= ta will add event to LF A= I & Data Events section on the website and on the= LF AI &= Data Events Group Calendar on the wiki accordingly b= ased on the details shared by the host. | |
AGENDA / WEBSI= TE / REGISTRATION FORM CREATION | ||||||
13 |
|
Event Host= | Request LF AI & = Data staff speakers for event (if desired). | 7 weeks before eve= nt | In planning yo=
ur agenda, if you would like to request an LF AI & Data staff speaker, =
such as Ibrahim Haddad who is the LF AI & Data Foundation Executive Dir=
ector, please ensure you make the request early in your agenda planning so =
that we can do the best we can to accommodate based on schedule availabilit=
y. Email your LF AI & Data staff contact an= d include in your email request: 1) when (approximate time during agenda) you want the speaker to present .<= br> 2) how long they should plan for their portion. 3) messaging you would like them to cover. |
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14 |
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Event Host= | Request LF AI & = Data to review event presentation content, overall agenda, etc. (if desired= ). | 7 weeks before eve= nt | In planning your age= nda, if you would like LF AI & Data to do a brief review of your presen= tation content, please plan to make that request as early as possible so th= at we can do the best we can to accommodate based on schedule availability.= LF AI will gladly review if time permits. | |
15 |
|
LF AI &= ; Data | Draft event website = content form and registration setup forms and send to the Event Host to com= plete and approve. | 7 weeks before eve= nt |
&nbs= p; |
LF AI & Data wil= l draft the form submissions based on the information provided by the host = and will then will send the forms to the host to add missing items and fina= lization. |
16 |
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Event Host= | Draft an initial age= nda for the event and add to the website request forms. | 7 weeks before eve= nt |
&nbs= p; |
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17 |
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Event Host= | Complete event websi= te and registration set up request forms. | 6 weeks before eve= nt / Within 1 week of receiving forms from LF AI & Data |
&nbs= p; |
LF AI & Da=
ta will provide an event website and registration through Cvent. The two fo=
rms required will be provided to you by LF AI & Data to help in complet=
ing. LF AI & Data will coordinate the final form submissions to LF Even=
ts who will complete the set up of the event website and registration. <= /span> Example event website and registration Host will need to complete the missing items in the forms and work with LF = AI & Data to finalize as soon as possible. Please= note that you must plan accordingly to ensure you have at minimum 2 weeks = lead time for the event website and registration to be built out, as comple= tion will be dependent on an initial form review period, initial set up, re= views, and final launch approval. Please note that this website and registration and coordination efforts for= them are items that require specific LF AI & Data resources and impact= budget. Thus, the event approval requirement for LF AI & Data Days. |
18 |
|
LF AI &= ; Data | Finalize the forms a= nd send to the LF Events Team to begin the registration form build and webs= ite build. | Within 1 business = day of receiving completed forms from Event Host | LF AI & Data wil= l submit the final forms to LF Events and work with the event host on any q= uestions. | |
19 |
|
LF AI &= ; Data | Send test links for = event website and registration form on Cvent. | 1 week after Event= Host has sent completed forms |
&nbs= p; |
LF AI & Data wil=
l send to Event Host: - Cvent link to review, test, and approve the registration set up. - Website preview link for review and approval. |
20 |
|
Event Host= | Review, test, and ap= prove the website and registration prior to launch. | 3 business days af= ter receiving test links from LF AI & Data |
&nbs= p; |
Host will receive an=
email from LF Events via Cvent with a link to review, test, and approve th=
e registration set up. Host will receive from LF AI & Data the website preview link for review= and approval. |
21 |
|
LF AI &= ; Data | Launch event website= and registration form | 2 business days af= ter receiving final approval from Event Host |
&nbs= p; |
LF AI & Data wil= l confirm launch approval to LF Events and update event host. |
22 |
|
LF AI &= ; Data | Update LF AI Events = pages with the new event website and registration details. | Day of website lau= nch |
&nbs= p; |
LF AI & Data wil= l update event website and registration details on LF AI & Data Events = section on the website and on the LF AI & Data Events Group Calendar on= the wiki. |
23 |
|
LF AI &= ; Data | Provide weekly event= registration snapshots to Event Host. | Ongoing - every Fr= iday leading up to event |
&nbs= p; |
LF AI & Da=
ta staff will send host registration snapshots once per week (usually Frida=
y mornings) and can adjust the frequency leading up to the day of the event=
as needed. Note that details for registration report= s will be limited to registration snapshots of registration totals as we ca= nnot share attendee registration details based on privacy policy/GDPR regul= ations. |
24 |
|
Event Host= | Provide LF AI & = Data with any agenda and/or event website updates. | Ongoing | Please note =
that once the site is live, we can only support a handful of updates. If you anticipate several changes to the agenda for example, you should hav= e the agenda details on the event website link to your event wiki or other = space where the host can manage updates independently. A = final update to the agenda leading up to the event is perfectly acceptable = and should be planned in advance. Any website update requests should be sent to LF AI & Data and they wil= l coordinate updates via LF Events. Updates must be sen= t in a format that outlines the changes clearly (such as Word document with= change tracking), otherwise pages potentially have to be bu= ilt again from scratch if it is not clear what is changing; this adds addit= ional cost to the LF AI & Data project which is not budgeted for. Please note that any requested website edits will take abo= ut 1-2 business days lead time to complete. |
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EVENT PROMOTIO= N | ||||||
25 |
|
LF AI &= ; Data | Draft event announce= ment blog post, social promotion, and mail list communication. | 1 week before plan= ned website launch | October 5, 2021 | LF AI & Da=
ta will draft a short blog post, promotion on LF AI & Data social chann=
els (Twitter/LinkedIn plus social amplification coordinated with LF), and L=
F AI & Data mail list communication (as applicable).The content for the=
se communications will use information from the event website and pointers =
to registration. A draft of the blog will be shared w= ith the event host prior to publishing.Example blog post Event announcement will also be shared via LF AI & Data mail lists, inc= luding: outreach-committee, tac-general, generalmembers, governingboard, an= d project specific announce mail list if applicable. Social posts typically include (subject to change based on event details an= d timeline): - First announcement - Weekly post with reminder to register - Reminder 3 days prior to event - Reminder 1 day prior to event - Reminder day of event - ~30 minutes after event with details on when/where to find post event con= tent (presentations and/or recordings) and thank you to attendees - 1 week or so after event sharing details about content now being availabl= e (date dependent on host confirming completion of content availability) |
26 |
|
Event Host= | Review and approve e= vent announcement blog post and series of social posts. | 2 Business days be= fore website launch | Please provi= de your review as soon as possible per the deadlines shared in order for LF= AI & Data to start promoting your event as soon as possible.<= /td> | |
27 |
|
LF AI &= ; Data | Schedule and publish= event announcement blog post, mail list announcement, and social promotion= series. | Day of Website Lau= nch | LF AI & Data wil= l schedule and publish event announcement blog post, mail list announcement= , and social promotion series as noted above. | |
28 |
|
Event Host= | Host should help pro= mote event. | Ongoing | Hosts are high= ly encouraged to publish their own blog and/or social channel promotion.&nb= sp;Hashtag to use on social posts: #LFAIDay | |
MEETING SETUP = & ATTENDEE COMMUNICATIONS | ||||||
29 |
|
Event Host= | Request LF AI = & Data Foundation Zoom meeting for event use - fo= r virtual events only. | 3 weeks before eve= nt | If your event =
requires a Zoom account for use in either a Zoom meeting or webinar format,=
carefully review the Zoo=
m Guidelines. Note: The Zoom account c= an host meetings with unlimited minutes for up to 500 participants. Thereafter, please request a Zoom meeting link from your LF AI & Data S= taff. Include in your email request:1) specific date/time (we must manage = not overlapping with other meetings using the shared Zoom account) .= 2) name and email address of the person who will be the Z= oom host (responsible for starting/stopping the = meeting, managing the recording, etc.). We recommend a second person be identified to help the Host manage the meet= ing. This person can be designated by the host to be a co-host to help with= monitoring the chat, muting/unmuting people if needed, etc. |
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30 |
|
LF AI &= ; Data | LF AI & Data wil= l provide Zoom link for use and account login credentials. | Within 3 business = days of receiving request from Event Host | Zoom link and =
account login credentials will be shared with the host. The Zoom meeting link will be set up per the standard settings recommended = by LF AI & Data and using the information noted in theZoom Guidelines, in particular t= he information shared in the best practices blog post from Zoom. The goal is to find a balance between keeping the meeting easy for anyone t= o participate in, along with adding mitigation efforts for possible disrupt= ions, please note the following: - A password will be req= uired to join the meeting - Zoom link and password will be shared with all registered attendees via C= vent prior to the event. - The Zoom link should not be listed publicly on the event website or event= wiki. |
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31 |
|
Event Host= | Log into Zoom = and read information on conducting meetings on Zoom to get comfortable with= the platform - for virtual events only. | 2 weeks before eve= nt | October 11, 2021 | Host must ensu=
re they are prepared to make any changes applicable to their Zoom meeting s=
ettings (changes should be to individual meeting, not the overall account) =
per the Zoom Guidelines=
a>. Host must ensure they test the Zoom = in advance of the meeting. As the Zoom meeting will be = set up on a shared Zoom account, please ensure you view any scheduled meeti= ngs in the account prior to testing to avoid interrupting any ongoing meeti= ngs. If you are unsure of how to confirm this, please ask LF AI & Data = staff to verify any conflicts in use during testing for the time you want t= o test. Zoom meeting best practices to plan for: <= /strong>
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32 |
|
LF AI &= ; Data | Draft pre-event and = post-event email content and send to host for review. | 2 weeks before eve= nt | October 11, 2021 | LF AI & Da=
ta will provide draft emails for the host to edit/review/approve. = span>Pre-Event Email: Sent 1 week before event - = Meeting Details - Include final email copy and date/time to send to the reg= istered attendees- Example<= br> Reminder Email: Sent 1 day before event <= span>- Send a reminder email to all attendees 1 day before the event with Z= oom meeting details (for virtual events) Post-Event E= mail: Thank You & CTA's - Send within 2 hours after event is over - Final email copy and date/time to be sent with thank you and the calls to= action (such as visit a specific website, join mail list, where to view me= eting content, etc.) - Example LF AI will be coordinating the work with LF Events and you will need to sig= n off prior to final queuing in the system. For = general reference, below are example registration confirmation emails: Registration Confirmation Email_More than 24 hrs prior t<= /span>o= span>&nbs= p;event.pdf |
33 |
|
Event Host= | Review and revise/ap= prove email content. | Within 3 business = days of receiving content from LF AI & Data. | Please plan = to have the final copy submitted no later than 1 week prior to the meeting = to ensure the emails can be coordinated and tested in advance of the meetin= g. | |
34 |
|
LF AI &= ; Data | Send out pre-event e= mail with Zoom meeting details. | 1 week before even= t | October 14, 2021 | |
35 |
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LF AI &= ; Data | Add pre-event email = details to registration confirmation email. | 1 week before even= t | October 14, 2021 | For those that regis= ter after the pre-event email goes out, but before the event. |
36 |
|
Event Host= | Send final agenda to= LF AI & Data to add to event website (if applicable) | 1 week before even= t | October 14, 2021 | If you have an=
y final agenda updates please submit them to LF AI & Data. Reminder on website updates: Please note that o= nce the site is live, we can only support a handful of updates. If you anti= cipate several changes to the agenda for example, you should have the agend= a details on the event website link to your event wiki or other space where= the host can manage updates independently. A fin= al update to the agenda leading up to the event is perfectly acceptable and= should be planned in advance. Any website update requests should be sent to LF AI & Data and they wil= l coordinate updates via LF Events. Updates must be sen= t in a format that outlines the changes clearly (such as Word document with= change tracking), otherwise pages potentially have to be bu= ilt again from scratch if it is not clear what is changing; this adds addit= ional cost to the LF AI & Data project which is not budgeted for. Please plan to submit any event website requests with an expected 1-2 busin= ess day lead time to complete. |
37 |
|
LF AI &= ; Data | Send out pre-event r= eminder email to all registered attendees. | 1 day before event= | October 20, 2021 | |
POST-EVENT | ||||||
38 |
|
LF AI &= ; Data | Draft a post event b= log post, social promotion, and mail list communication and send to the Eve= nt Host for review/approval. | 1 business day bef= ore event | October 20, 2021 | LF AI &=
Data staff will draft a post event summary blog and social promotion on LF=
AI & Data Twitter and LinkedIn accounts (+Social amplification coordin=
ated with LF). Hashtag of #LFAIDataDay will be used.
|
39 |
|
LF AI &= ; Data | Send out post-event = email to all registered attendees. | 2 hours after even= t is over | October 21, 2021 | |
40 |
|
Event Host= | Send LF AI &am= p; Data a link to the Zoom recording of the event - = virtual events only. | Within 3 business = days after event | October 26,2021 | Please review the= following details surrounding event presentation and/or meeting recording = sharing and complete as applicable to your event.
1. On the event wiki - Example 1, Example 2
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41 |
|
LF AI &= ; Data | LF AI & Data wil= l provide final event registration reporting | Within 3 business = days after event | October 26, 2021 | Once the event=
is done, LF AI & Data will pull a final registration snapshot report f=
rom Cvent registrations and Zoom attendees to share with the host. <= /span>Note that details for registration reports will be limited to= registration snapshots of registration totals as we cannot share attendee = registration details based on privacy policy/GDPR regulations. = An internal report will also be saved with attendee details for those that = opted in to future communications from sponsors (LF Events can provide the = report). Please note that any future communications must be coordinated with and sen= t via LF AI & Data per the opt-in details in the event registration. Th= ese users are entered into our marketing database ensuring all legal compon= ents of the opt-in communications are adhered to and that there is alignmen= t across how often users are messaged. |
42 |
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LF AI &= ; Data | LF AI & Data wil= l file all event registration reports for internal use | Within 3 business = days after event | October 26, 2021 | LF AI & Data sta= ff will file all final reports (Cvent and Zoom) for internal reference purp= oses in designated event folder in shared drive. |
43 |
|
Event Host= | Add copies of each s= peaker's presentation to the event wiki page. | Within 1 week afte= r event | October 27, 2021 | A link to all presen= tations will be added to the post-event blog post. |
44 |
|
Event Host= | Review/Approve the p= ost-event recap blog and add any additional information to the blog post.= td> | Within 1 week afte= r event | October 27, 2021 | The blog will =
typically include a thank you to attendees/hosts, point to the post event c=
ontent, and call for any applicable actions from the community as applicabl=
e. Please provide your review as soon as possible per= the deadlines shared in order to complete this item in a timely manner aft= er the event. |
45 |
|
LF AI &= ; Data | Schedule/publish the= post event blog, mail list announcement, and social promotion. | Within 2 business = days after blog post is approved by Event Host | October 29, 2021 | In ord=
er to schedule the blog post, LF AI & Data will need a link to the Zoom=
presentation recording (Virtual events only) and all speakers' presentatio=
ns must be uploaded to the event wiki page. LF= AI & Data will schedule and publish post event blog post, mail list an= nouncement, and social promotion series as noted above. |
46 |
|
LF AI & = Data | Update LF AI & D= ata Timeline with event | Within 1 week afte= r event | October 27, 2021 | Submit Jira ticket w= ith Creative Services to update timeline with event. |
47 |
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Event Host= | *OPTIONAL*&nbs= p;Event Host Post Event Guest Blog Post | Ongoing | We invite ev=
ent hosts to contribute to a guest LF AI blog post sharing event highlights=
/takeaways or other relevant post event content. LF AI & Data can help coordinate the content publishing and social prom= otion via LF AI & Data Twitter/LinkedIn channels (+Social amplification= coordinated with LF) after submission request from host. Please visit the LF AI & Data blog |
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48 |
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Event Host= | *OPTIONAL*&nbs= p;Event resource feedback | Ongoing | Please note: T=
he Resources=
for LF AI & Data Community Hosted Events will be=
updated over time so please check back for updates prior to starting your =
planning efforts for a future event. If you have reco= mmendations on how to improve these resources, please do share and submit u= pdates directly on the wiki. Your contributions are greatly appreciated. Th= is will help drive continuous improvement with input directly from the LF A= I community. Reminder: To edit any LF AI & Data wiki page you need to be logged in u= sing your LF ID. If you need to create one for the first time, = click here. |