191879 11/10/2010 CITY OF CARMEL, INDIANA VENDOR: 363028 Page 1 of 1
ONE CIVIC SQUARE VICTORY SUN INC
l' CHECK AMOUNT: $6,098.75
CARMEL, INDIANA 46032 PO BOX 199114
INDIANAPOLIS IN 46219 CHECK NUMBER: 191879
CHECK DATE: 11/10/2010
DEPARTMENT ACCOUNT PO NUMBER INVOICE NUMBER AMOUNT DESCRIPTION
1160 4359003 2010085 148.75 FESTIVAL /COMMUNITY EV
1160 4359003 21510 2010085 5,950.00 OKTOBERFEST PLANNING
VICTOR' SUN
PR ADVERTISING EVENTS
INVOICE NO. 2010085 INVOICE DATE: 10/29/2010
Victory Sun Inc
Vanessa Stiles
PO Box 199114
Indianapolis, IN 46219
317.696.7102
Federal ID 20- 5022552
INVOICE TO: Michelle Krcmery
Community Relations Specialist
City of Carmel
One Civic Square
Carmel, Indiana 46032
DATE ACTIVITY DESCRIPTION HOURS PRICE
Sit in on existing committee
meeting to observe needs and
scope of work for the event to
7/13/2010 Client Meeting prepare proposal 1 5 NA
Begin planning timeline and
overview with stated goals,
7/26/2010 Event Planning objectives and strategies 0.5 42.50
7/28/2010 Client Meeting Round table meeting at MCL 0.75 63.7
Contact Ann McGrew at Radio
Disney re: different strategy for
7129/2010 PR /Creative 2010 0.25 21.25
Complete timeline for
Oktoberfest: Finish documenting
7/30/2010 Event Planning action items 0.75 63.75
Prepare agenda for 8/6 meeting
8/5/2010 Client Meeting with Michelle and Nancy 0.75 63.75
Meeting with Michelle and Nancy
to review timeline and determine
8/6/2010 Client Meeting action items 1.5 127.50
Start application to participate in
Oktoberfest; Work from materials
provided by Brent E. from last
8/6/2010 Merchant Recruitment year 1.25 106.25
Write up meeting notes from 8/6
meeting and provide to Nancy
819/2010 Client Meeting and Michelle 0.5 42.50
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1 of 7 201085 Carmel Oktoberfest J
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Contact Polka Boy re: dance
contest timing and set -up for the
8/10/2010 Logistics band 0.25 21.25
Call Scott Campbell at utility
service re: appearing on billing
notices; Contact Candy Martin re:
electronic sign; Contact Mo re:
8/12/2010 PR /Creative balloon on Merchants Square 0.5 42.50
Contact Shawn at Fine Promotions
8/16/2010 PR /Creative re: options for a lederhosen shirt 0.25 21.25
Talk to Bob Hoffman re: interest
in having a booth at Oktoberfest;
8/19/2010 Merchant Recruitment Bob called in requesting info 0.25 21.25
Contact Eric Halvorson re:
8/19/2010 Event Management participating in Polka Contest 0.25 21.25
Place logos in Merchant
Application form; Re -size as
8/22/2010 Merchant Recruitment needed 0.5 42.50
Meeting with Brent Applebee to
define festival area and
8/23/2010 Logistics determine Ramco responsibilities 0.75 63.75
Phone call meeting with Billy
from Ramco to confirm financial
committeemen, review merchant
application form, inform of
coming visits; Call Michelle and
brief her on feedback form Billy
as per Merchant Square tenants
8/23/2010 Logistics vs. Non Merchant Square tenants 1 85.00
Face -to -face visits to Merchants
Square and surrounding tenants
to inform them of the 10/8
event, explain opportunities to
take part and provide them with
8/24/2010 Merchant Recruitment a Merchant application form 4 340.00
Send report on locations visited
8/25/2010 Merchant Recruitment to key leadership of event 0.5 42.50
Phone call from Courtney
Rocchio, Panera Regional
Marketing Director to confirm
8/30/2010 Merchant Recruitment their participation 0.25 21.25
Follow up phone calls to
8/31 /2010 Merchant Recruitment Merchants re: participation 1 85.00
2 of 7 201 085 Carmel Oktoberkest
Contact and drop by Alice's
8/31/2010 Merchant Recruitment Catering 0.5 42.50
Follow up phone calls to
9/1/2010 Merchant Recruitment Merchants re: participation 1 85.00
Complete Oktoberfest festival
footprint electronically for Arnie's
9/2/2010 Logistics license submission 0.75 63.75
Complete additional face -to -face
9/2/2010 Merchant Recruitment visits not completed on 8124 2 170.00
Work with t -shirt provider to
investigate cost on Lederhosen
shirt options and cost; Review
samples she provided me, request
9/2/2010 Event Management cost per unit on 3 designs 0.25 21.25
Contact German Dance Group re:
9/7/2010 Event Management event; Invite them to be there 0.25 21.25
Work with Arnie to get festival
footprint in a format he can
print; Phone call with Billy
Andrews to review Certificate of
Insurance policy as per Ramco
and requirement that Arnie
9/14/2010 Logistics provide his own for licensure 1 85.00
Contact Todd re: Sound for dance
9/15/2010 Logistics contest 0.25 21.25
Follow -up via email and phone to
9/1512010 Merchant Recruitment merchants 0.75 63.75
Contact Five Star Studio to
provide Stephanie Lewis and Jeff
Worrell contact info for Polka
9/15/2010 Event Management Contest 0.25 21.25
Phone call with Michelle re:
trying to re -trace who did what
for licensing and determine how
to move forward to get Arnie all
9/16/2010 Logistics the correct paperwork he needs 0.25 21.25
Contact Five Star Studio to
provide Tim Griffin's contact info
9/16/2010 Event Management for Polka Contest 0.25 21.25
Phone call with Billy Andrews to
9/17/2010 Logistics obtain Hold Harmless Agreement 0.25 21.25
Follow -up with and confirm
9/20/2010 Merchant Recruitment Alice's Catering 0.25 21.25
3 of 7 201 085 Carmel Oktoberfest
Contact Five Star Studio to
provide Diana Cordray's and
Randy Sorreils° contact info for
9/20/2010 Event Management Polka Contest 0.25 21.25
Work with Brent E. to confirm
quantity of flyers needed and
9/20/201 PR /Creative pick -up of flyers to distribute 0.25 21.25
Phone call with Michelle re:
sponsors /partners to include on
9/21/2010 PR /Creative flyer 0.25 21.25
Meeting with Lisa Jones (Party
Time Rental) at Merchants Square
to review needs, set -up schedule
9/21/2010 Logistic and teardown time 1 85.00
Obtain information from NEOTI
9/22/2010 Logistics re: jumbotron 0.5 42.50
Obtain Jordan's contact
information for Five Star Studios
for Polka contest; Share info with
9/22/2010 Event Management studio 0.25 21.25
Send graphics and info sheet to
9/2312010 PR /Creative Ann at Radio NOW 0.5 42.50
Coordinate with Michelle, Five
Star Dance Studio and
participants re: 10 lessons offered
9/24/2010 Logistics but not required 0.75 63.75
Contact caricature artists, Greg
9/27/2010 Merchant Recruitment Shelton as per Melanie's email 0.25 21.25
Call Arnie to confirm he obtained
everything he needed and review
enclosing festival area; Contact
Austin at Five Star studio as per
Stephanie Lewis no longer
participate; Work with Matt at
9/28/2010 Logistics NEOTI re: jumbotron 1 85.00
Contact Polka Boy to remind
them of dance contest timing and
set -up for the band; Follow -up
with Michelle re: push -back from
9128/2010 Logistics the band 0.25 21.25
4 of 7 201085 Carmel Oktoberfest
Follow -up with Brent E. re:
conversation with Bruce at
Merchants Square Marsh location
handing all final decisions to
Community Affairs group in
corporate office; Confirm their
finalized plans and needs for day
9/28/2010 Merchant Recruitment of event 0.25 21.25
Call Todd again re: sound for
9/29/2010 Logistics dance contest 0.25 21.25
Prepare agenda for 9/30 meeting
9/29/2010 Client Meeting with group 0.75 63.75
Follow -up via email and phone to
9/29/2010 Merchant Recruitment merchants 0.5 42.50
Confirm pricing on jumbotron
package and provide info to
Michelle via phone and email; Re-
send email to Melanie as per
9/29/2010 Logistics Michelle's absence 0.5 42.50
Meeting with Melanie, Nancy, Mo,
9/30/2010 Client Meeting Brent, Jeremy 1.75 148.75
Phone call with Lisa Jones re: bid
from Party Time Rental; Contact
Greg Shelton and confirm his
services to be on -site for
9/30/2010 Logistics caricatures on 10/8 0.5 42.50
Phone call: Verify with
Woodhouse Spa that they can
walk the crowd on 10/8 and give
9/30/2010 Merchant Recruitment out coupons etc. 0.25 21.25
Share contact info for fire fighter
representative for Polka Contest
9/30/2010 Event Management with Five Star Dance Studios 0.25 21.25
Deliver flyers promoting
Oktoberfest to retailers at
Merchants Square and
surrounding; Pick -up Woodhouse
10/1 /2010 PR /Creative spa gift card 2 170.00
Send confirmation letters and
hold harmless agreements to
confirmed merchants via fax and
email; Contact Macaroni Grill as
per Jeremy's contact info;
Contact McDonald's as per contact
10/1 /2010 Merchant Recruitment name from Melanie 1.25 106.25
5 of 7 201085 Carmel Oktoberfest
Work with Megan McVicker re:
extra pop -up tents and street
department timing for mobile
stage delivery; Changes to Lisa
10/1 /2010 Logistics Jones for Party Time Rental order 0.5 42.50
Set -up art for drawing slips for
10/1 /2010 PR /Creative prize drawing 0.5 42.50
Call Brent Applebee to verify
time for blocking off the lot and
to confirm he obtains the
10/4/2010 Logistics generator 0.25 21.25
Phone call with Todd re: sound
for Friday 10/8 during dance
10/512010 Logistics contest 0.25 21.25
Re -send confirmations with hold
harmless agreements from
merchants from whom I have not
10/5/2010 Merchant Recruitment heard 0.5 S 42.50
Send Lisa Jones changes to Party
10/5/2010 Logistics Time order 0.25 21.25
Approval on 2 banners for event;
10/6/2010 PR /Creative Finalize art and order 0.75 63.75
Confirm with team that Macaroni
10/7/2010 Merchant Recruitment Grill had to cancel 0.25 21.25
Work with FedEx Kinko's to copy
and cut drawing slips for prize
entries; Send file, proof final
PDF, confirm 100 copies with a
yield of 600; Update Brent
Applebee on Hold Harmless status
and who has document for his
pick -up; Provide team with draft
of timeline; Re -send changes to
Lisa at Party Time order as per
10/7/2010 Logistics previous changes not made 1.5 127.50
Work with NEOTI and Melanie re:
Jumbotron logistics, file type,
sound available, set -up time
10/7/2010 PR /Creative confirmation 0.5 42.50
Onsite for set -up, during event
10/8/2010 Event Management and teardown 14 1,190.00
Victory Sun team on site to
execute assist with set -up,
execute action items during
event, direct giveaway sign -up
10/8/2010 Event Management booth and teardown 915 765.00
6 of 7 201085 Carmel Oktoberfest
SWOT Analysis with notes for
10/11 /2010 Event Management 2011 2 170.00
Finalize SWOT analysis and send
10/12/2010 Event Management to Michelle, Melanie and Nancy 0.75 63.75
10/15/2010 PR /Creative Write letter to drawing winners 0.5 42.50
Contact Lisa at Party Time Rental
to verify if bill was sent to City of
Carmel; Remind her that I need
the final invoice to divide out on
charges for City of Carmel vs.
10/15/2010 Logistics Ramca Gershensen 0.25 21.25
Edit and finish drawing letter;
Send to Melan and Michelle for
10/18/2010 PR /Creative approval 0.25 21.25
Review Party Time Rental bill and
divide out on items to be billed to
City of Carmel and items to be
billed to Ramco Gershensen; Send
to Lisa for re- submission to City
10/18/2010 Logistics of Carmel 0.5 42.50
Request feedback from Brent
Applebee re: merchant reaction
10/20/2010 Event. Management to event 0.25 21.25
Select winners fro drawing prizes;
Package to be mailed by City of
Carmel office; Create return
10/24/2010 PR /Creative address labels 1.5 127.50
Drop off prize drawing winners to
10/25/2010 Pit /Creative Melanie to be mailed 0.25 21.25
INVOICE TOTAL 6,098.75
Thank you for choosing Victory Sun.
Winning relationships make you THE star.
7 of 7 201085 Carmel Oktoberfest
VOUCHER NO. WARRANT NO.
ALLOWED 20
Victory Sun, Inc.
Vanessa Stiles IN SUM OF
P. O. Box 199114
Indianapolis, IN 46219
$6,098.75
ON ACCOUNT OF APPROPRIATION FOR
Mayor's Office
PO# Dept. INVOICE NO. ACCT #!TITLE AMOUNT Board Members
1160 2010085 43- 590.03 $148.75 1 hereby certify that the attached invoice(s), or
21510 2010085 43- 590.03 $5,950.00 bill(s) is (are) true and correct and that the
materials or services itemized thereon for
which charge is made were ordered and
received except
Friday, November 05, 2010
May r
Title
Cost distribution ledger classification if
claim paid motor vehicle highway fund
Prescribed by State Board of Accounts City Form No. 201 (Rev. 1995)
ACCOUNTS PAYABLE VOUCHER
CITY OF CARMEL
An invoice or bill to be properly itemized must show: kind of service, where performed, dates service rendered, by
whom, rates per day, number of hours, rate per hour, number of units, price per unit, etc.
Payee
Purchase Order No.
Terms
Date Due
Invoice Invoice Description Amount
Date Number (or note attached invoice(s) or bill(s))
10/29/10 2010085 $148.75
10/29/10 2010085 $5,950.00
I hereby certify that the attached invoice(s), or bill(s), is (are) true and correct and I have audited same in accordance
with IC 5- 11- 10 -1.6
20
Clerk- Treasurer