GITNUXSOFTWARE ADVICE
Business Process OutsourcingTop 10 Best Audio Visual Project Management Software of 2026
Ranking roundup of audio visual project management software for AV teams with workflow notes and tradeoffs across monday.com, Asana, Wrike, and more.
How we ranked these tools
Core product claims cross-referenced against official documentation, changelogs, and independent technical reviews.
Analyzed video reviews and hundreds of written evaluations to capture real-world user experiences with each tool.
AI persona simulations modeled how different user types would experience each tool across common use cases and workflows.
Final rankings reviewed and approved by our editorial team with authority to override AI-generated scores based on domain expertise.
Score: Features 40% · Ease 30% · Value 30%
Gitnux may earn a commission through links on this page — this does not influence rankings. Editorial policy
Current RMS is the best fit if AV teams need controlled rental project workflows that link technical deliverables to task execution, whereas Booqable is a strong entry for SMBs managing rentals, equipment pulls, and field checklists against production timelines.
Editor’s top 3 picks
Three quick recommendations before you dive into the full comparison below — each one leads on a different dimension.
Current RMS
Event-centric workflow objects that connect technical deliverables to execution tasks and documentation states in one project graph.
Built for fits when AV teams need controlled project workflows that tie technical deliverables to task execution..
Flex Rental Solutions
Editor pickEquipment pull and return lists attached to job records, so logistics status follows each event task through closeout.
Built for fits when AV rental teams need equipment tracking tied to on-site checklists and crew assignments..
Booqable
Editor pickProject-level equipment pull list generation ties logistics documents to scheduled tasks and linked asset allocations.
Built for fits when AV teams manage rentals, equipment pulls, and field checklists tied to production timelines..
Comparison Table
Current RMS
vertical specialistCloud rental management software for event production and AV equipment companies.
Event-centric workflow objects that connect technical deliverables to execution tasks and documentation states in one project graph.
Current RMS is used to manage AV deliverables across a show timeline, including engineering artifacts, installation checklists, commissioning steps, and closeout documentation. The system keeps work items tied to specific project assets such as equipment lists and crew assignments, which reduces the need to rekey details between spreadsheets and task trackers. Automation is oriented around project structure so templates can carry dependencies forward into new events.
A tradeoff appears in how teams must model AV-specific objects and relationships before the benefits show up, especially when multiple subcontractors share overlapping scopes. Current RMS fits situations where show flow handoffs depend on accurate technical documentation updates, not only task status changes.
- +AV-ready workflow linking tasks, equipment items, and crew assignments
- +Documentation and checklist updates follow the same project structure as execution
- +Template-based project creation keeps dependencies consistent across shows
- +Governance controls limit who can change technical scope and deliverables
- –Initial setup requires mapping AV artifacts into the system workflow
- –Some cross-team views can feel narrower than generic work management tools
AV project managers
Track installation to closeout steps
Fewer missed closeout items
AV engineering leads
Manage site inputs into tasks
More consistent technical handoffs
Show 2 more scenarios
Service and commissioning teams
Coordinate punch and commissioning verification
Faster issue closure
Keep commissioning steps aligned with the equipment and task dependencies needed to resolve issues.
Operations admins
Control change workflow across vendors
Clear accountability for revisions
Use role-based permissions and an update trail to manage who can edit scope and deliverables.
Best for: Fits when AV teams need controlled project workflows that tie technical deliverables to task execution.
Flex Rental Solutions
vertical specialistRental management software for AV, production, and event equipment businesses.
Equipment pull and return lists attached to job records, so logistics status follows each event task through closeout.
Flex Rental Solutions keeps AV execution grounded in equipment and job records so crews can track what ships, what is staged, and what is installed. It supports planning artifacts such as installation steps, checklists, and the operational trail needed for change handling across a production timeline. The workflow fit is strongest for teams that already organize work around equipment lists and field deliverables rather than only milestones and approvals.
A tradeoff shows up for organizations that require heavy cross-project governance like multi-entity portfolio reporting or deep RBAC patterns across complex stakeholder groups. It fits best when one team owns the loop from equipment preparation through on-site execution and documentation, especially when many events reuse similar hardware configurations.
- +Equipment-first work orders reduce mismatch between staging and installation
- +Pull and return lists map directly to rental logistics
- +Checklist-based documentation supports consistent install and closeout handoffs
- +Crew assignments connect operational steps to real delivery activity
- –Portfolio-level reporting depth may lag general-workflow tools like Asana
- –Complex approval chains can require setup discipline to stay consistent
- –Advanced custom automation may depend on external process design
- –CAD-like layout workflows are not represented as a native design module
AV rental operations teams
Stage gear for daily site installs
Fewer missing items on site
Project managers
Track job execution and documentation
Cleaner handoffs between roles
Show 2 more scenarios
Field service coordinators
Manage change handling during events
More consistent change communication
Work order tracking keeps updates tied to the equipment set and the operational sequence already underway.
Operations leads
Plan repeatable deployments across sites
Faster planning for recurring events
Standard equipment lists support repeatable job templates that reduce rework in scheduling and staffing.
Best for: Fits when AV rental teams need equipment tracking tied to on-site checklists and crew assignments.
Booqable
SMBOnline rental software with inventory, booking, orders, and operational management.
Project-level equipment pull list generation ties logistics documents to scheduled tasks and linked asset allocations.
Booqable organizes AV project planning around rental-style operations, which fits teams that track physical assets alongside production timelines. Projects can be structured with tasks, scheduling views, and linked equipment lists to keep procurement and logistics tied to delivery dates. Field outputs such as installation and closeout checklists map naturally to site work, especially when documentation must follow the same asset trail from planning to return.
A key tradeoff is that Booqable is less suited for software-heavy production planning where CAD-ready design artifacts and model-level room layout data are the primary system of record. It performs best when event task dependencies and equipment movements drive the schedule, such as multi-day show installs that require controlled pull lists and staged deliveries. Teams that depend on deep ERP accounting workflows may still need external systems for approvals, costing, and general ledger posting.
- +Equipment-centric project linking reduces lost handoffs between planning and logistics
- +Gantt and board views support dependency-heavy schedules for AV build and strike
- +Checklist outputs help standardize installation and closeout steps across venues
- +Workflow automation supports repeatable delivery steps across multiple productions
- –Design-first workflows need external tooling for CAD-grade artifacts and room models
- –Advanced governance controls for large orgs require more configuration discipline
- –Some downstream accounting steps are better handled outside the system
- –Integration coverage can require custom connectors for less common back-office tools
AV production managers
Track equipment pulls by show date
Fewer delivery misses on-site
Field deployment leads
Standardize installation and closeout steps
Consistent closeout completion
Show 2 more scenarios
Crew schedulers
Coordinate dependency-heavy installs
Reduced rework from late changes
Schedule views help keep labor timing aligned with delivery and installation dependencies.
Operations admins
Automate repeatable delivery workflows
Lower admin overhead
Configured workflow steps reduce manual repetition across concurrent AV projects.
Best for: Fits when AV teams manage rentals, equipment pulls, and field checklists tied to production timelines.
Asana
SMBProject management software for tasks, timelines, dependencies, forms, and team coordination.
Rule-based automation tied to task events that can drive AV approval flows without custom middleware.
Asana organizes audio visual project work into task-based plans with clear ownership, due dates, and milestone tracking that fit production timelines and show flow handoffs. Work management is anchored by project views like lists and boards plus dependency-aware planning that helps teams coordinate venue survey, engineering, and installation sequencing.
For AV delivery, Asana supports structured documentation through task descriptions, file attachments, and linked work that can represent checklists, closeout packs, and change order tracking. Automation and integrations add routing for approvals, reminders for commissioning steps, and data sync to tools used for CAD review and inventory tracking.
- +Task dependencies and milestones support AV schedule sequencing across show phases
- +Automation rules can route approvals for submittals and commissioning checklists
- +Project templates help standardize repeatable AV delivery workflows
- +Extensive integrations let teams connect docs, calendars, and operational systems
- –Native reporting lacks deep AV-specific scheduling views like rigging plot summaries
- –Large AV programs can become cluttered without strict naming and folder discipline
- –Cross-system updates depend on integration coverage and mapping for each workflow
- –Dependency modeling can need manual cleanup when scope changes frequently
Best for: Fits when AV teams need dependency-aware execution tracking with automation for approvals and handoffs.
Rentman
vertical specialistProject management software for AV rental, event production, and equipment logistics.
Equipment pull workflows connect directly to project execution steps, reducing the gap between planning and staged assets.
Rentman manages AV projects end to end by connecting production planning, site details, and equipment logistics in one workflow. The system supports show flow tracking with task dependencies, deployment timelines, and structured checklists for installation and closeout.
Rentman also centralizes equipment lists and pull activities so crews can reconcile what is staged, delivered, and installed. For AV teams, the main differentiator is how project schedules map directly to inventory movements and field execution artifacts.
- +Equipment lists link to operational pull steps without separate spreadsheets
- +Show timeline planning stays attached to field checklists and closeout work
- +Task dependencies support realistic event task sequencing
- +Site and deployment documentation stays connected to each project
- –Cross-project reporting needs additional configuration for consistent rollups
- –Dependency setups can become manual when projects vary in structure
- –Resource planning works best when crew structures match the system’s templates
- –Complex integrations may require careful mapping between systems and fields
Best for: Fits when AV teams need schedule-to-equipment alignment with field checklists and dependency tracking.
ClickUp
SMBWork management software with tasks, dependencies, documents, dashboards, and time tracking.
ClickUp custom field types and automation rules let teams model show-specific artifacts per project template.
ClickUp fits AV teams that need one work-management system to cover show flow tasks, production timelines, and post-show closeout without stitching multiple tools together. It supports task dependencies, recurring workflows, and custom fields that map directly to venue survey notes, equipment lists, and deliverable status across projects.
Automation rules can move tasks when dates change or when statuses update, and the platform provides an API and webhooks for integrating with external systems. Compared with AV-focused suites, ClickUp trades specialized show artifacts for a configurable workspace with broad extensibility.
- +Custom fields let AV teams model show packages and deliverables
- +Task dependencies support event task sequencing for production and install
- +Automation rules can update assignees and statuses from triggers
- +API and webhooks support integration for CAD, inventory, or ticketing tools
- –AV artifacts like rigging plots and system block diagrams need manual structure
- –Large projects can become slow when many custom fields and views are layered
- –Cross-team governance needs deliberate setup for consistent statuses and templates
- –Reporting depth for AV-specific KPIs depends on how fields and automations are modeled
Best for: Fits when AV teams want configurable project scheduling, dependencies, and automation in one system.
Smartsheet
enterpriseEnterprise work management software built around sheets, schedules, workflows, and reporting.
Cross-sheet dependency tracking that keeps AV deliverables and schedule rows aligned across multiple linked sheets.
Smartsheet structures AV work as spreadsheet-grade plans with richer collaboration than generic spreadsheets. It supports Gantt-style timelines, status workflows, and cross-sheet linkage so tasks, submittals, and deliverables stay connected.
Automation rules and a documented API help sync fields and trigger updates across teams running show flow, production timeline, and on-site checklists. Smartsheet also includes admin controls for sharing behavior and user permissions that fit multi-vendor event delivery.
- +Gantt views stay consistent with sheet rows for timeline-driven execution
- +Cross-sheet dependencies reduce broken links across AV deliverable lists
- +API and automation rules synchronize fields and statuses without manual copy steps
- +Permission and sharing controls support multi-vendor collaboration patterns
- –Complex dependency networks can become hard to govern across many sheets
- –Advanced automation setups require careful configuration of triggers and field mappings
- –Dependency logic is less specialized for AV rigging packages than AV-focused systems
- –Large attachment volumes can slow review cycles during closeout documentation
Best for: Fits when AV teams need spreadsheet-native project tracking with automation and API-driven sync across vendors.
Eventric Master Tour
vertical specialistTour and event management software for schedules, advancing, travel, and production information.
Tour execution workspaces that bind site documentation, equipment lists, and checklist completion to the same task chain.
Eventric Master Tour is organized around tour operations and production artifacts, with work items that map to in-person execution steps. Teams can capture site documentation and execution checklists in the same workflow context, which reduces the need to reconcile separate documents after the event. Task sequencing supports event task dependencies so critical handoffs and preparation steps stay connected to downstream installation work.
- +Tour-centric workflow templates reduce setup for recurring itineraries
- +Structured checklists keep installation, commissioning, and closeout artifacts together
- +Task dependencies support a credible production timeline across teams
- +Documentation fields keep venue and site visit notes attached to work items
- –Advanced automation requires more configuration than general work management tools
- –No clear native deep integration for CAD, BIM, or bidirectional inventory sync
- –Reporting depth favors operational execution over portfolio-level analytics
- –Role separation and governance controls feel thinner than tools with mature RBAC
Best for: Fits when AV teams run recurring tours and need execution checklists tied to show flow tasks.
farmerswife
vertical specialistMedia production management software for scheduling, resources, projects, and financial tracking.
Field-step project templates that connect site visit outputs to installation checklists and closeout artifacts.
Farmerswife is used to plan AV production workflows by linking production tasks to real-world field steps like surveys, site visits, and document handoffs. The system is oriented around show flow execution, with task dependencies that help teams track what must be completed before installation work begins.
It also supports equipment tracking for projects so crews can coordinate pulls, spares, and change steps across the production timeline. Farmerswife’s governance emphasis shows up in how it structures project work and manages completion artifacts like checklists and closeout deliverables.
- +Workflow steps mirror AV field documentation from survey to closeout
- +Project task dependencies reduce rework between design and install phases
- +Equipment lists tie directly to execution tasks and crew coordination
- +Checklist-driven completion artifacts support handoff consistency
- –Automation options can feel limited for multi-project cross scheduling
- –Extensibility depends heavily on configuration rather than API-first workflows
Best for: Fits when AV teams need field-aligned checklists and dependency tracking for repeatable installs.
Yamdu
vertical specialistFilm and television production management software for planning, collaboration, and delivery.
Task-linked closeout documentation tracking that keeps installation and commissioning records attached to the delivery plan.
Yamdu centers AV project delivery by connecting planning artifacts to field work, from site checks to documentation handoffs. Core capabilities include structured project timelines, task execution tracking, and management of technical deliverables that AV teams typically must reference across show flow and closeout.
Yamdu also supports assignment workflows for crews and technicians, with statuses that map to installation and commissioning steps. For AV organizations that need consistent document completion across venues, it reduces the risk of missing closeout records by keeping them tied to the project work plan.
- +Links field documentation to project tasks for cleaner closeout tracking
- +Crew assignment workflows fit AV installation and commissioning steps
- +Project timeline visibility supports dependency management across show delivery
- +Task status changes stay centralized for technical teams
- –Automation depth for cross-tool workflows is limited versus major work managers
- –Granular governance controls like detailed RBAC and audit logging are not clear
- –Importing existing AV data like equipment lists can add cleanup overhead
- –Advanced scheduling views such as resource leveling are not a primary focus
Best for: Fits when AV teams need task-linked documentation control across multiple venues, with enough structure for field execution.
Conclusion
After evaluating 10 business process outsourcing, Current RMS stands out as our overall top pick — it scored highest across our combined criteria of features, ease of use, and value, which is why it sits at #1 in the rankings above.
Use the comparison table and detailed reviews above to validate the fit against your own requirements before committing to a tool.
How to Choose the Right audio visual project management software
Audio visual project management software needs to connect show-flow planning to field execution tasks, with documentation states that move as equipment and crew steps advance. This buyer’s guide covers Current RMS, Asana, Wrike, and the other eight options in the top set, mapping how each tool handles AV scheduling, deliverables, and closeout records.
The practical evaluation focuses on integration depth across AV artifacts, the data model used to bind technical deliverables to execution work, and the automation and API surface available for cross-tool workflows. The tradeoffs for AV teams come through in how each product ties equipment pull and return lists to project tasks, how dependencies stay readable under change, and how governance controls prevent checklist drift across multiple venues.
Audio visual project management software for AV scheduling, equipment logistics, and closeout control
Audio visual project management software organizes production timelines around event task dependencies, then keeps technical deliverables and field documentation attached to the same execution objects. Current RMS emphasizes an event-centric project graph that links AV artifacts, checklist states, and crew assignments within one workflow structure.
Other tools handle the same AV workflow pressure with different mechanisms. Asana uses rule-based automation tied to task events to drive approval flows for submittals and commissioning checklists, while still relying on teams to enforce naming and folder discipline for large AV programs and to compensate for limited AV-specific scheduling views like rigging-plot summaries.
AV-specific workflow coverage for scheduling, equipment logistics, and closeout control
Audio visual project management fails most often when show-flow plans do not stay connected to equipment moves, crew steps, and the status of deliverables and field documentation. The strongest tools bind those elements inside the same project objects so change orders, checklists, and closeout artifacts advance together.
These criteria focus on how each platform links AV deliverables to execution tasks, how equipment pull and return steps remain tied to the right job record, and how automation and governance controls prevent checklist drift across venues.
Event-centric project graph that ties technical deliverables to execution states
Current RMS uses event-centric workflow objects that connect technical deliverables to execution tasks and documentation states in one project graph, which keeps checklist updates aligned with work progress. Eventric Master Tour also binds site documentation, equipment lists, and checklist completion to the same tour task chain, but it lacks clear native deep integration for CAD, BIM, or bidirectional inventory sync.
Equipment pull and return lists attached to job tasks through closeout
Flex Rental Solutions attaches equipment pull and return lists to job records so logistics status follows each event task through closeout. Rentman also connects equipment pull workflows directly to project execution steps to reduce the gap between planning and staged assets, while Booqable generates project-level equipment pull lists tied to scheduled tasks and linked asset allocations.
Automation rules for AV approval flows tied to task events
Asana offers rule-based automation tied to task events that can route AV approvals for submittals and commissioning checklists without custom middleware. ClickUp supports automation rules plus custom field types for show-specific artifacts per project template, while Smartsheet relies on cross-sheet dependency tracking that stays aligned across linked sheets when automation and API sync are configured carefully.
Dependency handling that stays readable under AV schedule sequencing
Asana supports task dependencies and milestones to support dependency-aware sequencing across show phases, which matters when rigging, installation, and commissioning must follow strict order. Booqable adds Gantt and board views designed for dependency-heavy schedules for AV build and strike, while Smartsheet keeps cross-sheet dependencies aligned when deliverable lists span multiple sheets.
Governance and consistency controls for multi-project AV programs
Current RMS emphasizes AV-ready workflow linking tasks, equipment items, and crew assignments, which reduces checklist drift when multiple venues share structure. Wrike supports governance expectations for cross-team programs more broadly than AV-native tools in this set, while ClickUp can become cluttered in large projects when many custom fields and views are layered without strict configuration discipline.
Choose by AV artifact binding depth and logistics-workflow alignment
AV teams should select based on how strongly the system binds technical artifacts and documentation states to execution tasks, because the handoffs between design and field work are where schedule slippage and missing closeout artifacts happen. The decision also depends on whether equipment logistics must travel as first-class objects attached to each job record or can be handled as external lists.
The forks below separate AV workflows that need an event-centric project graph from workflows that prefer general work management models with automation and structured naming.
Map AV deliverables and documentation states into the same execution graph
If the project needs a single workflow structure where documentation and checklist states advance with execution objects, choose Current RMS because it links technical deliverables, checklist updates, and crew assignments in one project graph. If tour teams need a repeating tour workspace that binds site documentation, equipment lists, and checklist completion to the same task chain, choose Eventric Master Tour.
Run equipment pull and return as job-record steps that close cleanly
If equipment logistics must stay attached to each job record from pull through return, choose Flex Rental Solutions because equipment pull and return lists follow each event task through closeout. If rentals require project-level equipment pull list generation tied to scheduled tasks and linked asset allocations, choose Booqable or Rentman, since both attach logistics outputs directly to execution steps.
Use rules and task events to route submittals and commissioning approvals
If AV approvals must move automatically based on task events for submittals and commissioning checklists, choose Asana for rule-based automation tied to task events. If show packages vary and teams need configurable templates with custom field types and automation rules, choose ClickUp to model show-specific artifacts per project template.
Handle dependency networks across multiple deliverable lists with spreadsheet-native discipline
If deliverable tracking spans multiple structured lists and needs cross-sheet dependency alignment with Gantt views staying consistent with sheet rows, choose Smartsheet because it tracks dependencies across linked sheets. If projects vary in structure and dependency setups risk becoming manual, prefer tools where dependency sequencing is modeled closer to each job’s execution steps like Booqable or Rentman.
Reduce rework between design and installation for recurring AV sites
If field outputs like site visit findings must translate into installation checklists and closeout artifacts using field-aligned step templates, choose farmerswife because its workflow steps mirror AV field documentation from survey to closeout. If closeout tracking must stay attached at task level across multiple venues with crew assignment workflows, choose Yamdu since it keeps installation and commissioning records linked to project tasks.
Who AV teams should assign these tools to
The best fit depends on whether the team’s daily work is driven by execution checklists, equipment staging and return logistics, or approval routing for technical deliverables. Selection also depends on whether the program runs recurring tours or multi-venue production timelines with strong dependency sequencing.
The segments below map tool choice to the operational pressure points seen in AV scheduling, equipment logistics, and closeout control.
AV production managers coordinating show-flow sequencing and documentation states
Current RMS fits teams that need an event-centric project graph where deliverables, documentation states, and crew assignments share the same workflow structure.
AV rental and staging teams that treat equipment moves as the source of truth
Flex Rental Solutions and Rentman fit teams that need equipment pull and return lists attached to job records and execution steps so logistics status follows each event task through closeout.
Installation and commissioning teams running approvals for submittals and checklist signoffs
Asana fits teams that want automation rules tied to task events to route approval flows for submittals and commissioning checklists without adding middleware.
Tour operators managing recurring itineraries with site documentation and checklists
Eventric Master Tour fits teams that run recurring tours because tour execution workspaces keep site documentation, equipment lists, and checklist completion in the same task chain.
Field operations teams translating site visit outputs into repeatable installs
farmerswife fits field-aligned work where survey outputs must connect into installation checklists and closeout artifacts using step templates.
Common AV project management mistakes and how to prevent them
AV teams often adopt generic work management setups that do not bind equipment logistics and documentation states to the same execution objects. Others underestimate the governance discipline required to keep multi-venue checklist structures consistent over time.
The pitfalls below focus on mismatch between workflow design and real AV closeout work.
Treating equipment pull lists as external spreadsheets that do not follow job tasks into closeout
Flex Rental Solutions and Rentman keep equipment lists connected to operational pull steps and closeout work, so equipment logistics status remains attached to the event task rather than drifting into a separate system.
Relying on dependency sequencing without enforcing consistent project structure
Asana and Booqable support task dependencies and milestone sequencing, but large AV programs can become cluttered without strict naming, folder discipline, or configuration consistency.
Building CAD-grade artifacts and room models inside tools that rely on manual structure for complex AV artifacts
Current RMS and Asana provide workflow binding for AV execution, but Booqable explicitly pushes CAD-grade artifacts and room models into external tooling, so teams should plan for that boundary.
Overloading custom fields and layered views until projects slow down
ClickUp custom field types and automation rules can model show-specific artifacts, but large projects can become slow when many custom fields and views are layered without strict templates.
Letting cross-sheet dependency networks become hard to govern
Smartsheet can keep cross-sheet dependencies aligned and Gantt views consistent with sheet rows, but complex dependency networks require careful governance of triggers and field mappings.
How We Selected and Ranked These Tools
We evaluated Current RMS, Asana, Wrike, and eight additional products for AV scheduling and closeout control using workflow binding depth and how equipment logistics stays attached to execution tasks. Features accounted for 40% of the score by weighting how well each tool links AV deliverables, checklist updates, and equipment pull and return steps within the same project objects.
Ease and value each accounted for 30% of the score by weighting configuration effort for dependency-heavy schedules and the day-to-day clarity of assignment work for crew and checklists. Current RMS ranked highest because its event-centric project graph ties technical deliverables, documentation states, and crew assignments together and keeps checklist updates aligned with execution without requiring external logistics handoffs.
Frequently Asked Questions About audio visual project management software
How do Current RMS and Asana handle event task dependencies for show flow handoffs?
When AV teams need equipment pull and return tracking, which tools attach logistics lists to execution steps?
What breaks if a team relies on Smartsheet alone for AV documentation governance across closeout?
Which system is better for AV teams that need a configurable data model for custom show artifacts?
How do Booqable and Rentman map schedules to field execution artifacts like equipment lists and deployment documentation?
How do ClickUp and Smartsheet support integrations and automation without losing AV-specific workflow context?
What admin controls and collaboration controls matter most when multiple vendors touch the same production timeline?
How does Eventric Master Tour handle tour execution checklists compared with general work management tools?
Which tool is best for connecting site visit report outputs to downstream installation checklists and closeout artifacts?
Tools reviewed
Primary sources checked during evaluation.
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