Terms and conditions - marathon

ORLEN Warsaw Marathon regulations

  1. GOALS

    1. Promote jogging as the simplest sports activity there is.
    2. Promote jogging as the simplest sports activity there is.
    3. Promote the ORLEN brand as the Marathon's naming rights sponsor.
  2. THE ORGANISER

    The Organiser of the ORLEN Warsaw Marathon (hereinafter also referred to as "the OWM") which includes the Marathon (hereinafter called "the Marathon") shall be organised by Walk Events Sp. z o.o. seated in Warsaw, ul. Dzielna 60, 01-029 Warszawa, entered into the business register of the National Court Register at the District Court for the capital city of Warsaw, XII Business Department of the National Court Register under KRS number 0000264590, with VAT number 5252368966, REGON number: 140596694, share capital of PLN 180,000.00, hereinafter called the "Organiser".

    Polski Koncern Naftowy ORLEN S.A. seated in Płock, 09-411 Płock, ul. Chemików 7 (hereinafter called "the Data Controller" or "PKN ORLEN S.A.") that mandates the Organiser to process personal data in order to organise the ORLEN Warsaw Marathon, including the Marathon, in accordance with Article 31 of the Law and by virtue of this agreement, shall be the Data Controller.

    Disclosing personal data is voluntary but a condition precedent to participating in ORLEN Warsaw Marathon in accordance with these Regulations. Individuals who have provided their personal data shall have the right to access their data, amend their data and revoke their consent to processing at any time. The Organiser may process personal data in order to make arrangements for the ORLEN Warsaw Marathon in partnership with other entities but only to the extent it is essential for the logistics of the ORLEN Warsaw Marathon, including the Marathon.

  3. DATE AND PLACE

    1. Marathon will take place on 23 April 2017 in Warsaw, Poland.
    2. The place and the start hour and the detailed route will be available on the Organiser's website: www.orlenmarathon.pl (hereinafter called: "the Website").
    3. Only registered individuals may participate in the Marathon, in accordance with these Regulations (hereinafter called: "the Participants").
    4. The Organiser shall have the right to change the date and/or place of the Marathon, in which case Participants will be notified by way of posting a notice on the Website no later than 24 hours before the start of the Marathon and by e-mail. No such changes will create any new obligations of the Organiser towards Participants nor support any claims Participants may have towards the Organiser.
    5. The Route is 42,195 km long (hereinafter called: "the Route").
    6. Each kilometer will be marked on the Route.
    7. Participants will position themselves on the start line in the following order: 
      1. Participants with personal entry numbers (special zone);
      2. Other Participants will position themselves in zones designated by the Organiser. The assignment to zones will be based on the timing committed by each Participant on the application form, in accordance with Section 8 below.
    8. Upon registration, each Participant must declare their start from a specific zone, as specified in Section 7 Item b) above, that reflects his/her actual athletic capability.
    9. Only the Participants, the staff and persons and vehicles with a pass issued by the Organiser will be allowed on the Route.
    10. Timing will be automatic with the use of a chip embedded in each entry number.
  4. TIME LIMITS AND CHECKS

    1. Participants will have a time limit of 05h:30min:00s counted from the starter pistol shot (gross time).
    2. Participants with special needs on handbikes will have a limit of 01h:15min:00s counted from the starter pistol shot (gross time).
    3. A timing check point will be installed every 5th km along the Route along with a clock display of the official time (counted from the starter pistol shot). Staff in check points will record entry numbers of Participants who take shortcuts on the Route. Participants who take shortcuts along the Route will be disqualified.
    4. The Organiser specifies time limits for individual timing check points (every fifth kilometer from the 20th kilometer onwards). A specific maximum time limit will be specified for each timing check point counted from the starter pistol shot (gross time) within which Participants will have to pass the check point. If the maximum time limit is exceeded by a Participant he/she will be asked to leave the Route and will not be classified. The Organiser will announce the time limits on the Website.
    5. Participants who do not reach specific check points referred to in Section 4 above within the specified maximum time limits (starting from the 20th km onwards) will be asked to stop running and take an KONIEC BIEGU/END RACE bus to the finish.
    6. Participants who reach the finish by bus will not be classified. Their timing box on the Website will be marked with "NUM" (Polish acronym for "Marathon Not Complete").
    7. Participants who remain on the Route after the allowed time specified in Section 1 or Section 2 above or participants who remain on the Route in breach of Section 5 above will do so at their own risk and will be subject to applicable traffic regulations and the Civil Code. In cases referred to in the preceding sentence the Organiser shall not be liable for any bodily harm or loss of health of such Participants.
  5. HYDRATION, REFRESHMENTS AND MEDICAL STATIONS

    1. A hydration station will be available every 5 km of the Marathon starting from the 7.5 km of the Route.
    2. A refreshments station will be available every 5 km of the Marathon starting from the 5 km of the Route.
    3. The Organiser will not accept any deposits of the Participants' privately owned supplements except from Elite participants.
    4. Medical stations will be managed by paramedic services and will be located near refreshments stations. Toilets will be available behind medical stations.
  6. PARTICIPATION

    1. The Event is open for the public. All individuals who come of age no later than on 23 April 2017 and meet the conditions below will have the right to participate in the Marathon.
    2. Anyone wishing to take part in the Marathon must meet the following conditions:
      1. Fill in the application form, in accordance with Chapter VII of the Regulations;
      2. Expressly agree to comply with these Regulations and the regulations of IAAF (International Association of Athletics Federations) available on www.iaaf.org and of PZLA (Polish Track and Field Association) available on www.pzla.pl;
      3. Accept participation at your own risk, bearing in mind the hazards and risks associated with the characteristics and the length of the Marathon, which include but are not limited to health or life risk. Participation should be considered exclusively by individuals in good health and with no medical counter-indications to marathon running;
      4. Provide a separate written consent to processing personal data that are provided in the application form referred to in Item a) above and submit a health statement confirming fitness to participate in the Marathon and a consent to disclose certain data including the name, gender, year of birth, nationality, e-mail address and image in television, radio and online broadcasting and in print. Furthermore, provide a consent to receiving promotional and marketing content referring to products and services offered by PKN ORLEN S.A. and survey questionnaires regarding the ORLEN Warsaw Marathon on a specified e-mail account. The Participants' personal data may be shared with entities that have a working relationship with the Personal Data Controller and the Organiser in connection with organising the ORLEN Warsaw Marathon and related events, based on personal data processing agreements, in accordance with Article 31 of the Personal Data Protection Law of 29 August 1997 (Journal of Laws z 2016, Section 922, as later amended).
      5. Provide a consent to a free use of the Participant's image recorded in the form of a photograph or video. The Participant shall grant PKN ORLEN S.A. and the Organiser a non-exclusive and a geographically and temporally unrestricted licence to use the recorded image in the following fields of exploitation:
        1. fixation and reproduction using any known technique and dissemination in any form;
        2. sharing with sponsors and official partners a copy on which an image has beend recorded in order to promote the sponsor' or official partner's involvement in the ORLEN Warsaw Marathon;
        3. Insertion into a computer or multimedia memory;
        4. Reproduction of the recorded image;
        5. Public displaying, screening, playing and broadcasting and rebroadcasting as well as public sharing in a manner that gives access to it in a in place and in time of his/her choice;
        6. Publishing in print press, on websites, posters and billboards;
        7. Broadcasting by television and radio;
        8. Publishing photographs of Participants in documentary photographs of the Marathon (the link to photographs and/or video content will be placed next to the participant's name).
      6. Submit to ID check at the Marathon Office on 20-22April 2017, in accordance withthese Regulations.
    3. The Organiser and PKN ORLEN S.A. shall have the right to sub-licence official partners and sponsors of the ORLEN Warsaw Marathon to use the recorded image of the Participants referred to above provided that the sub-licence is not broader than the licence.
    4. Packages and entry numbers will be available to Participants upon ID check. Participants will be asked to present their ID containing a picture or a written consent to pick the entry package for a third party (in case a Participant cannot personally pick up the entry package and an entry number). A template for such a consent is included in Appendix No. 2 hereto and is available on the Website ("For Participants" tab).
    5. Packages and entry numbers will be distributed exclusively on terms and conditions specified in these Regulations. Entry packages will not be mailed to the Participant's address.
    6. Packages and entry numbers will be issued from 20 April, 2017 till 22 April, 2017 at the entry package distribution points (hereinafter called "the Marathon Office") during its working hours. Marathon Office will be located in the Runner Area. The exact location of the Runner Area and the Marathon Office will be available on the Website no later than 3 (three) days before the start of the Marathon. There will be no distribution of entry packages on the day of the Marathon.
    7. Lockers will be located in the Runner Area. The exact locker location will be available on the Website, no later than on 3 (three) days before the start of the Marathon.
    8. Participants may leave their personal belongings in a deposit area provided they pack them into dedicated bags included in the entry packages. In case a Participant loses his/her entry number the Organiser shall not be liable if the belongings of such a Participant are retrieved from the deposit area by another person.
    9. Participants are expected to comply with the regulations of the International Association of Athletics Federations (IAAF) available on www.iaaf.org and of the Polish Track and Field Association (PZLA) available on www.pzla.pl and these Regulations.
    10. Participants shall observe public order regulations, follow any instructions of the security services and show respect to other Participants in the spirit of athletic competition and fair play. The Organiser shall have the right to remove anyone who disturbs public order, the progress of the Marathon or acts in breach of these Regulations, as well as IAAF and PZLA regulations.
    11. All Participants must wear their entry numbers attached to the front of their T-shirt during the entire race. Participants with obscured entry numbers, in part or in whole, will be disqualified.
    12. All Participants must wear their chip embedded in their entry number.
    13. A changing area will be available before and after the Marathon. In addition, toilets will be available at the finish.
    14. The Organiser shall not be liable for any items left along the Route or in the Runner Area during the Marathon, apart from the deposited items referred to in Section 11, Sentence 1 above.
  7. ENTRY

    1. Applications must be made on a dedicated application form available on the Website.
    2. The Organiser has limited the number of entry packages to 8,000 (eight thousand). No applications will be accepted after all entry packages have been sold. Participants will be accepted on the first-pay-first-served basis. The date of the entry fee payment will be the date and hour the Organiser's bank account is credited or a payment is accepted at the Marathon Office.
    3. Applications will be accepted on the Website until 15 April, 2017. On 20-22 April, 2017, application will be accepted exclusively at the Marathon Office. The exact location and working hours of the Marathon Offices will be available on the Website no later than 3 (three) days before the start of the Marathon. The deadline for applications is 22 April, 2017.
    4. The following persons will be granted free admission to the Marathon, provided they apply by 15 April, 2017:
      1. Persons over 70 years of age;
      2. Persons with special needs (confirmed disability);
      3. Persons with valid sports class II in marathon according to PZLA classification accomplished in 2016 or 2017;
      4. Persons exempted from the entry fee by the organising committee appointed by the Organiser; the membership of the organising committee will be announced on the Website www.orlenmaraton.pl. (hereinafter called "the Organising Committee").
    5. Applications will be deemed effective upon registration on the Website or at the Marathon Office and once the entry fee is credited to the Organiser's account.
    6. The Entry Fee will fund logistic and management expenses associated with the Marathon and is not tantamount to purchasing an entry package.
    7. The Entry Fee rates are:
      1. Entry Fee before 21 March 2017:
        • PLN 59.00 – Basic Package (no T-shirt, entry number)
        • PLN 89.00 – Standard Package (T-shirt and entry number until stock is depleted)
        • PLN 129.00 - Premium Package (T-shirt and entry number and a sports accessory, until stock is depleted)
      2. Entry Fee between 22 March 2017 and 15 April 2017
        • PLN 69.00 – Basic Package(no T-shirt, entry number)
        • PLN 99.00 – Standard Package (T-shirt and entry number until stock is depleted)
        • PLN 139.00 - Premium Package (T-shirt and entry number and a sports accessory, until stock is depleted)
      3. Entry Fee at Marathon Offices on 20 April, 2017 - 22 April 2017:
        • CASH:

          PLN 99.00 – Basic Package (no T-shirt, entry number)
          PLN 149.00 – Standard Package (T-shirt and entry number until stock is depleted)

        • PAYMENT CARD:

          PLN 96.03 – Basic Package (no T-shirt, entry number)
          PLN 144,53 – Standard Package (T-shirt and entry number until stock is depleted)

    8. Participants who register and pay the entry fee by 31 March, 2017 may receive a personalised entry number.
    9. The Organiser will validate the Participant's free entry status when he/she collects the entry package and number at the Marathon Office. In case the conditions referred to in Section 4 above are not met the Participant will be expected to pay an entry fee as per the rates specified in Section 7 Item c) above. If a Participant is granted free entry, referred in Section 4 above, and subsequently if a different person who is not entitled to free entry is found to have participated in the Marathon the Organiser may charge that person for entry at the relevant rate specified in Section 7 Item c) above.
    10. No entries will be made nor entry fees will be accepted on the Marathon day.
    11. Once paid, the Entry Fee will not be refunded unless participation is not possible for reasons attributable to the Organiser, the fee is paid after the deadline or after the limit referred to in Section 2 abovehas been reached. Correctly registered Participants who have paid the entry fee will not be allowed to switch to another race within the OWM.
    12. Details of entry fees, dates and methods of payment are specified in the payment regulations available on the Website ("For Runners" tab).
    13. If a commission is due to a bank or another intermediating institution while making the payment the entry fee amount will be increased by the amount of such a commission. Registration will not be possible if the Participant fails to pay the commission and the entry fee payment is stopped or rejected by a bank or anther intermediating institution.
  8. CLASSIFICATION

    1. The following classifications will be made during the Marathon:
      1. OPEN classification;
      2. Age classifications of women and men: 18-29, 30-39, 40-49, 50-59, 60-69, 70-79, 80 and more;
      3. Polish Men Marathon Championship (classification according to PZLA rules);
      4. the oldest female Marathon runner;
      5. the oldest male Marathon runner;
      6. special needs: blind with guide and vision impaired;
      7. special needs: handbike women's OPEN; men (group H1-1/H1-2); men OPEN (group H2/H3/H-4);
      8. Polish first-timer in the ORLEN Warsaw Marathon (participants who have not yet participated in earlier editions of the ORLEN Warsaw Marathon
    2. The classification will be validated based on electronic timing with the use of chips embedded in each entry number. Scanning mats will be placed on the Route that will capture the presence of each Participant at a timing point. Failure by a Participant to pass a specific point will cause the disqualification of the Participant.
    3. Participants will be classified in the OPEN category based on gross timing of the first 50 male Participants and 10 female Participants. In age categories specified in Section 1 Item b) above, the classification will be based on net timing, i.e. passing the start line.
    4. Prizes in age classification will not be added up to the prize in the women and men OPEN classification.
    5. None of the Participants classified in positions 1 to 10 in the women and men OPEN classification will be qualified for an age category prize and such prize will be granted to the following Participant on the list.
    6. Participants in the Handbike women and men OPEN category will be not be classified in the Polish first-timer at ORLEN Warsaw Marathon category.
  9. PRIZES

    1. Winners in their categories who complete the Marathon will receive the following financial prizes:

      Marathon

      Position:

      Category:

      Men

      Women

      1.

      OPEN

      PLN 70,000.00

      PLN 70,000.00

      2.

      OPEN

      PLN 35,000.00

      PLN 35,000.00

      3.

      OPEN

      PLN 25,000.00

      PLN 25,000.00

      4.

      OPEN

      PLN 12,000.00

      PLN 12,000.00

      5.

      OPEN

      PLN 10,000.00

      PLN 10,000.00

      6.

      OPEN

      PLN 8,000.00

      PLN 8,000.00

      7.

      OPEN

      PLN 7,000.00

      PLN 7,000.00

      8.

      OPEN

      PLN 5,000.00

      PLN 5,000.00

      9.

      OPEN

      PLN 4,000.00

      PLN 4,000.00

      10

      OPEN

      PLN 3,000.00

      PLN 3,000.00

      Marathon

      Position:

      Age Category:

      Men

      Women

      1.

      18 – 29

      PLN 1,000.00

      PLN 1,000.00

      2.

      18 – 29

      PLN 600.00

      PLN 600.00

      3.

      18 – 29

      PLN 300.00

      PLN 300.00

      1.

      30 – 39

      PLN 1,000.00 

      PLN 1,000.00 

      2.

      30 – 39

      PLN 600.00

      PLN 600.00

      3.

      30 – 39

      PLN 300.00

      PLN 300.00

      1.

      40 – 49

      PLN 1,000.00 

      PLN 1,000.00 

      2.

      40 – 49

      PLN 600.00

      PLN 600.00

      3.

      40 – 49

      PLN 300.00

      PLN 300.00

      1.

      50 – 59

      PLN1,000.00 

      PLN1,000.00 

      2.

      50 – 59

      PLN 600.00

      PLN 600.00

      3.

      50 – 59

      PLN 300.00

      PLN 300.00

      1.

      60 – 69

      PLN 1,000.00 

      PLN 1,000.00 

      2.

      60 – 69

      PLN 600.00

      PLN 600.00

      3.

      60 – 69

      PLN 300.00

      PLN 300.00

      1.

      70 – 79

      PLN 1,000.00 

      PLN 1,000.00 

      2.

      70 – 79

      PLN 600.00

      PLN 600.00

      3.

      70 – 79

      PLN 300.00

      PLN 300.00

      1.

      80 +

      PLN 1,000.00 

      PLN 1,000.00 

      2.

      80 +

      PLN 600.00

      PLN 600.00

      3.

      80 +

      PLN 300.00

      PLN 300.00

       

      Race: Marathon

      Position:

      Category:

      Men

      Women

      1.

      The oldest participant

      PLN 1,000.00

      PLN 1,000.00

      Race: Marathon

      Position:

      Category:

      Men

      Women

      1.

      Polish first-timer in the ORLEN Warsaw Marathon

      PLN 2,000.00

      PLN 2,000.00

      2.

      Polish first-timer in the ORLEN Warsaw Marathon

      PLN 1.500.00

      PLN 1.500.00

      3.

      Polish first-timer in the ORLEN Warsaw Marathon

      PLN 1,000.00

      PLN 1,000.00

      Race: Marathon

      Position:

      Category:

      Men

      Women

      1.

      Special needs: blind with a guide

      PLN 3,000.00 

      PLN 3,000.00 

      2.

      Special needs: blind with a guide

      PLN 2,000.00

      PLN 2,000.00

      3.

      Special needs: blind with a guide

      PLN 1,000.00

      PLN 1,000.00

      1.

      Special needs: impaired vision

      PLN 3,000.00 

      PLN 3,000.00 

      2.

      Special needs: impaired vision

      PLN 2,000.00

      PLN 2,000.00

      3.

      Special needs: impaired vision

      PLN 1,000.00

      PLN 1,000.00

      Race: ORLEN Warsaw Marathon: runners with special needs on handbikes

      Position:

      Category:

      Women

      1.

      Women OPEN

      PLN 4,000.00

      2.

      Women OPEN

      PLN 3,000.00

      3.

      Women OPEN

      PLN 2,000.00

      4.

      Women OPEN

      PLN 1,500.00

      5.

      Women OPEN

      PLN 1,000.00

      Race: ORLEN Warsaw Marathon: runners with special needs on handbikes

      Position:

      Category:

      Men

      1.

      Group H1-1/ H1-2

      PLN 4,00000

      2.

      Group H1-1/ H1-2

      PLN 3,000.00

      3.

      Group H1-1/ H1-2

      PLN 2,000.00

      4.

      Group H1-1/ H1-2

      PLN 1,500.00

      5.

      Group H1-1/ H1-2

      PLN 1,000.00

      Position:

      Category:

      MenOPEN

      1.

      Group H2/H3/ H4

      PLN 4,000.00

      2.

      Group H2/H3/ H4

      PLN 3,000.00

      3.

      Group H2/H3/ H4

      PLN 2,500.00

      4.

      Group H2/H3/ H4

      PLN 2,000.00

      5.

      Group H2/H3/ H4

      PLN 1,500.00

      6.

      Group H2/H3/ H4

      PLN 1,200.00

      7.

      Group H2/H3/ H4

      PLN 1,000.00

      8.

      Group H2/H3/ H4

      PLN 700.00

      9.

      Group H2/H3/ H4

      PLN 500.00

      10.

      Group H2/H3/ H4

      PLN 300.00

    2. Category: 87th Polish Men Marathon Championship:

      Race: ORLEN Warsaw Marathon: 87th Polish Men Marathon Championship

      Position:

      Category:

      Men

      1.

      OPEN

      PLN 8,000.00 

      2.

      OPEN

      PLN 6,000.00

      3.

      OPEN

      PLN 4,000.00 

      4.

      OPEN

      PLN 2,000.00 

      5.

      OPEN

      PLN 1,000.00

    3. Financial bonuses for records:

      Race: ORLEN Warsaw Marathon: 87th Polish Men Marathon Championship

      Position:

      Category:

      Men

      1.

      OPEN

      PLN 8,000.00 

      2.

      OPEN

      PLN 6,000.00

      3.

      OPEN

      PLN 4,000.00 

      4.

      OPEN

      PLN 2,000.00 

      5.

      OPEN

      PLN 1,000.00

    4. Prizes in the women's OPEN classification (positions 1-10) and the men's OPEN (positions 1-10) will be awarded based on the order in which Participants cross the finish line.
    5. All Participants who complete the Marathon in 05h:30min:00s from the starter pistol shot will receive a commemorative medal
    6. Income tax will be withheld on the value of financial prizes awarded to winners, in accordance with the applicable laws and regulations.
    7. Financial prizes for individual Participants will be paid exclusively by a wire transfer to a personal bank account specified by the Participant within 14 (fourteen) days of the Organiser receiving the results of anti-doping tests (in case such tests are performed in accordance with Chapter X of the Regulations), however, in each case no later than within 45 (forty-five) days from the end of the Marathon, subject to Section 8 below.
    8. In case a Participant wins a financial prize it will be wired to their bank account, in accordance with Section 7 above, provided that the Participant completes his/her profile on the electronic application form available on the Website by providing a bank account number and bank details. A preliminary list of winners will be published within14 (fourteen) days from the end of the Marathon. The final list of winners will be published within14 (fourteen) days of the Organiser receiving the results of anti-doping tests, if performed, no later however than within 45 (forty-five) days from the end of the Marathon.
    9. ANTI-DOPING TESTING

      The Organiser shall have the right to commission random anti-doping testing of Participants to an authorised entity.

    10. FUNDING

      1. Participants or participants' home organisations shall cover the entry fee, travel, accommodation and other expenses.
      2. By paying the entry fee each Participant acquires the right to take part in the Marathon, in accordance with Chapter VII Section 6 of the Regulations. Depending on the selected entry package ("basic" or "standard" or "premium" in accordance with Chapter VII Section 7 of the Regulations), the Participant will also receive an entry number and/or a T-shirt. Orders for a T-shirts and entry packages, referred to in the preceding sentence, will be placed on dates announced by the Organiser on the Website. The Organiser will do its best to make sure that each Participant who selects the "standard" or "premium" option receives a pre-ordered T-shirt size but is not in a position to guarantee this under the logistic constraints.
    11. FINAL PROVISIONS

      1. The Organiser shall provide medical services on the Route and at the finish during and immediately after the Marathon.
      2. During the Marathon, each Participant will be covered by a TPL insurance policy on general terms and conditions. An individual cover against injury or other accidents that may occur during the Marathon will require a separate policy purchased individually by the Participant.
      3. No person will be allowed on the Route without a valid entry number. Personswithout a valid entry number will be removed from the Route by the staff. It is forbidden to ride a bicycle, move on wheelchair (except for Participants using handbikes), roller skates, roller boards and other mechanical devices. Nordic Walking sticks or similar items will not be allowed on the Route.
      4. Any person who passes his/her entry number to another person who agrees to receive it shall result in the disqualification of the both persons. The right to participate in the Marathon is not transferrable to third parties or negotiable for money.
      5. Protests regarding the organisation and/or results of the Marathon should be sent to the Organiser (e-mail: [email protected]) no later than within 24 hours from the time the Marathon results become available. Protests will be handled by the Organising Committee and the Organising Committee's decisions will be final. Protests will be processed within 14 (fourteen) days of the day of filing. Following the processing of all protests, if any, or after 24 hours from the end of the Marathon if there are no protests, the Fun results become official.
      6. Participants shall acknowledge and agree that the Organiser shall have the right to refuse to allow a Participant to take part in the Marathon in case the Participant is found in breach of these Regulations, staff instructions, or instructions provided by the Organiser during the Marathon.
      7. The Organiser does not permit any use of entry packages for the purpose of any contest without a prior written consent of the Organiser.
      8. The Organiser shall have the right to amend these Regulations as long as it does not deteriorate the situation of the Participants, especially in respect of rights acquired under these Regulations. Any later amendment of these Regulations shall apply from the date of publication on the Website.

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