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Home My WebLink About204655 12/13/2011 CITY OF CARMEL, INDIANA VENDOR: 363028 Page 1 of 1 ONE CIVIC SQUARE VICTORY SUN INC CARMEL, INDIANA 46032 Po Box 199114 CHECK AMOUNT: $6,754.33 INDIANAPOLIS IN 46219 CHECK NUMBER: 204655 CHECK DATE: 12/1312011 DEPARTMENT ACCOUNT PO NUMBER INVOICE NUMBER AMOUNT DESCRIPTION 1160 4359003 2011079 255.00 FESTIVAL /COMMUNITY EV 1160 4359003 5419 2011079 5,950.00 EVENT PLANNING OCTFES 1160 4359003 2011080 549.33 FESTIVAL /COMMUNITY EV CTO RY S U N PR ADVERTISING EVENTS INVOICE NO. 2011079 INVOICE DATE: 11/30/2011 Victory Sun Inc. Vanessa Stiles PO Box 199114 Indianapolis, IN 46219 317.696.7102 Federal ID 20- 5022552 INVOICE TO: Melanie Lentz Oktoberfest 30 West Main Street Suite 220 Carmel, Indiana 46032 DATE ACTIVITY DESCRIPTION Hours PRICE Prep for 7/20 client meeting and 7/18/2011 Client Meeting write agenda 0.5 42.50 7/20/2011 Client Meeting Meeting with Melanie and Nancy 0.75 63.75 Review 2010 planning and create 7/22/2011 Event Management action item list 0.5 42.50 Update letters and forms for merchants to complete and participate in the 2011 Oktoberfest 8/2/2011 Merchant Relations event 0.75 63.75 Develop master planning timeline 8/2/2011 Logistics checklist 0.75 63.75 Create checklist and agenda for meeting with Brent Applebee; Meet 8/3/2011 Logistics with Brent at Merchants Square 1.25 106.25 Create agenda for client meeting 8/3/2011 Client Meeting with Nancy and Melanie 0.5 42.50 Research and make initial contact with German dance /entertainment 8/4/2011 Entertainment groups 0.5 42.50 8/4/2011 Merchant Relations Edit and proof merchant forms 0.25 21.25 8/4/2011 Client Meeting Meeting with Nancy and Melanie 1 85.00 1 of 6 2011079 Oktoberfest 2011 Make contact with all German groups found to determine availability and 8/9/2011 Entertainment options for entertainment at event 0.75 63.75 Final edits applied to merchant forms; Return Joe Freeman phone 8/9/2011 Merchant Relations call form Hamilton Beverage 0.5 42.50 Prep agenda and materials for 8/16/2011 Merchant. Relations merchant meeting at MCL on 8/17 0.5 42.50 8/17/2011 Merchant Relations Merchant meeting at MCL 1 85.00 Answer questions posed by merchants in regard to day of event logistics and best practices should they participate 8/23/2011 Merchant Relations (return phone calls) 0.5 42.50 Answer questions posed by merchants in regard to day of event logistics and best practices should they participate 8/24/2011 Merchant Relations (return phone calls and emails) 0.75 63.75 Work with Brent Applebee: details from merchants on needs (Barber Shop dragster), timing of parking lot closure confirmation, port -o -let 8/25/2011 Logistics placement, trash removal 0.75 63.75 Compare pricing of photographers; Verify Lois' cost for CA &DD events; Review Lois' work from CAftDD events to verify we want her for Merchants 8/29/2011 Logistics Square event 0.5 42.50 Obtain cost on heaters for the event; Call a variety of vendors and determine Runyon has most stock and no delivery charge with already RG 8/30/2011 Logistics rented generator 0.5 42.50 Create agenda for client meeting; 8/31/2011 Client Meeting Meeting with Melanie Lentz 1.25 106.25 Fact sheet for Merchants and forms 9/1 /Z011 Merchant Relations prepared for face -to -face deliveries 0.75 63.75 Deliver forms store -to -store at 9/2/2011 Merchant Relations Merchants Square 2.25 191.25 Meet one -on -one with owners of new 9/3/2011 Merchant Relations coffee shop, icafe 0.5 42.50 2 of 6 2011079 Oktoberfest 2011 Phone call David Williamson at Marsh Corporate office in re: details on 9/6/2011 PR /Creative flyer printed form their office 0.25 21.25 Send Brent Applebee et at details on 9/6/2011 Logistics 9114 meeting 0.25 21.25 Provide Angie at Party Time Rental 9/7/2011 Logistics updates to order 0.25 21.25 Phone call to Core Pilates re: Colts 9/8/2011 Merchant Relations Cheerleaders 0.25 21.25 Work with Lucille from German dance group; Contact Bill with German 9/12/2011 Entertainment dance group on sound needs 0.5 42.50 Follow -up on gift certificates offered as indicated on paperwork received form participating merchants; Track forms received from participating 9/12/2011 Event Management merchants and begin spreadsheet 1 85.00 Follow -up with iCafe as per indication of gift certificates or booth; Begin editing letter from 2010 to fit 2011 for merchant instructions; Agenda for 9/13/2011 Merchant Relations 9/14 Merchant meeting 1 85.00 9/13/2011 Merchant Relations Agenda for merchant meeting 0.5 42.50 Merchant meeting at MCL; Drop off 9/14/2011 Merchant Relations forms at Carrabas for participation 1.5 127.50 Contact Lois and determine she is out of town for event for photography; Obtain Beth's contact info from Stephanie Marshall to inquire on her availability for photography at event; Confirm heaters with Runyon pending 9/14/2011 Logistics weather on day of event 0.5 42.50 Work with Old National to discuss the event and determine what they 9/14/2011 Merchant Relations would like to do at Oktoberfest 0.25 21.25 9/14/2011 Merchant Relations Mail forms to Alice's Catering 0.25 21.25 Follow -up conversation with Lucitte in 9/16/2011 Entertainment re: German Dance Group 0.25 21.25 3 of 6 2011079 Oktoberfest 2011 r Review details with Lucille in regard 9/19/2011 Entertainment to timing and number of dancers 0.25 21.25 Make drawing boxes for stores who indicated they would do pre-event drawing slips (Blakelys and Hamilton 9/20/2011 Merchant Relations Beverage) 0.5 42.50 Update spreadsheet on Merchant 9/21/2011 Event Management activities 0.25 21.25 Send David at Marsh Corporate office 9/21/2011 PR /Creative flyer for event 0.25 21.25 Follow -up with Beth on details for photography and confirm; Runyon follow -up to ensure no delivery fee; Follow -up with questions submitted 9/22/2011 Logistics by merchants 0.5 42.50 Use 2010 drawing slips hard copy to have drawing slips copied and cut at Fed Ex Kinkos; Pick -up gift certificates from participating businesses; Drop off drawing boxes and slips; Answer questions from participating 9/23/2011 Logistics businesses 2.25 191.25 Follow -up with Alice from Alice's 9/24/2011 Merchant Relations Catering 0.25 21.25 Review and proof flyer and Current in Carmel ad; Follow -up with Marsh 9/26/2011 PR /Creative corporate office re: printing of flyer 0.5 42.50 Answer emails and phone calls form 9/26/2011 Merchant Relations participating businesses 0.5 42.50 Write and proof news release; Double 9/27/2011 PR /Creative check youtube link 2 170.00 Write letter to dancers with detailed 9/27/2011 Entertainment map included 0.75 63.75 9/28/2011 Merchant Relations Follow -up with merchants' questions 0.25 21.25 Start on to scale detailed map of 9/30/2011 Logistics parking lot and placement of booths 1.5 127.50 10/3/2011 Merchant Relations Follow -up with merchants' questions 0.5 42.50 4 of 6 2011079 Oktoberfest 2011 t. Additions to layout; Send change to 10/3/2011 Logistics Party Time Rental on order 0.75 63.75 Edit Party Time rental order and send 10/3/2011 Logistics changes to Angie 0.25 21.25 Make additions to merchant activity 10/4/2011 Event Management spreadsheet 0.5 42.50 Edits to dancer letter and detailed 10/4/2011 Entertainment map 0.25 21.25 Write agenda for client meeting; 10/4/2011 Client Meeting Meeting with Melanie Lentz 1.75 148.75 Phone calls with Jill at Hamilton Beverage re: proper paperwork and 10/5/2011 Merchant Relations insurance needs 0.5 42.50 Meeting with Brent Applebee at event site; Review updated Party Time rental order, make edits /changes and 10/7/2011 Logistics send to Angie 0.75 63.75 Communicate with Alice at Alice's Catering in regard to what she will serve; Work with Melanie on outside 10/7/2011 Event Management vendors who want to be present 0.75 63.75 Edit layout of event footprint; Pick- up flyers and distribute to Merchants Square businesses; review layout and security needs face -to -face with 10/10/2011 Logistics Hamitton Beverage 3.25 276.25 Confirm and finalize sound needs are 10/10/2011 Entertainment met for German dance group 0.25 21.25 Send merchant load -in letter for 10/11 /2011 Merchant Relations event 0.25 21.25 Edit day of event timeline; Edit event layout; Review Party Time Rental order; Send out food permit information to ail food service participants and call each merchant 10/ 11 /2011 Logistics to clarify and answer any questions 3.75 318.75 5 of 6 2011079 Oktoberfest 2011 Follow -up with McAllister's and Marsh specifically on details; Call each food service participant to verify they obtained or are in process of obtaining food permit; Confirm with Beth for photography; Review about Faces with Melanie; Send RG hold harmless agreement to all merchants; Prep materials for use at event that are located at CRC office (wristbands, signs, etc.); Send changes to Party 10/12/2011 Logistics Time Rental on order 4.5 382.50 Phone call to each food serving merchant to confirm food permit obtained; Load all materials and take to event site; Review and edit day of event timeline and print off for day of event use; Confirm caricature artists, review their contract and provide payment to caricature artists; Confirm Hamilton Beverage is ready; Confirm with photographer one last time; Confirm with Runyon; Drop off signs to be laminated at FedEx Kinkos; Finalize Party Time rental 10/13/2011 Logistics order 5 425.00 Pick -up FedEx Kinkos laminated signs; On -site for set -up, during event 10/14/2011 Event Management management, and teardown 14.5 1,232.50 Call Melanie to set -up meeting with Chief et al; Develop merchant survey; Review photos of event to send to 10/18/2011 Event Management Billy Andrews 1 85.00 10/26/2011 Event Management Send photos to Billy Andrews 0.25 21.25 Follow -up with Hamilton County 10/26/2011 Logistics Health Dept. 0.5 42.50 INVOICE TOTAL 6,205.00 Thank you for choosing Victory Sun. Winning relationships make you THE star. 6 of 6 2011079 Oktoberfest 2011 V� CTO RY S U N I, PR ADVERTISING EVENTS INVOICE NO. 2011080 INVOICE DATE 11/30/2011 EXPENSES Victory Sun Inc. Vanessa Stiles PO Box 199114 Indianapolis, IN 46219 317.696.7102 Federal ID 20- 5022552 INVOICE TO: Melanie Lentz Oktoberfest 30 West Main Street Suite 220 Carmel, Indiana 46032 DATE ACTIVITY DESCRIPTION PRICE 11/30/2011 Oktoberfest at Merchants Square Materials for Oktoberfest 549.33 NOTE: No mark -up applied. Complete CRC expense report attached. Invoices and receipts accompany the attached expense report for verification. INVOICE TOTAL 549.33 Thank you for choosing Victory Sun. Winning relationships make you. THE star. 1 of 1 2011080 Oktoberfest 2011 EXPENSES EXPENSE REPORT PURPOSE: Oktoberfest 2011 at Merchants Square EMPLOYEE INFORMATION: Name: Victory Sun Inc Position: Independent Contractor PO BOX 199114 Indianapolis, Indiana 46219 SSN /Employee I.D.: Federal ID 20-5029552 Laminated arrows for m7 October 14, 2011 event entrance signs $25.62 $25.62 Additional bags for October 14, 2011 additional weights $26.75 $26.75 Bottles of water for October 14, 2011 weights $7.60 $7.60 Additional table coverings needed on October 14, 2011 site $30.73 $30.73 Materials for making October 14, 2011 additional weights $8.63 $8.63 Caricature artist originally scheduled for 2 hours and October 14, 2011 extended to 3 hours $450.00 $450.00 $0.00j $0.001 so.001 $0.00 $0-001 $450.00 $99.33 'rota) $549.33 Approved: Notes: Abigff q Entertainment, LLC We Draw A Crowd! 5092 Dorsey Hall Drive INVOICE NO: 34198 Suite 202 Ellicott City, MD 21042 CAJ21CA7 UJPC -5 6 &vTC-PTAINMa=NT DATE: November 30, 2011 410 -740 -9156 Fax 410- 740 -5417 soo 4a FUrvNv 1'll'll', f 7�)(1f(�C14'C'.CEl11L'I'/(7171G I'S. Cell! To: Bethany Yonker Victory Sun QUANTITY DESCRIPTION UNIT PRICE AMOUNT 2.00 Hours of Caricature artist 10!14111 as per contract $150.00 $300.00 1.00 Hours of overtime approved on site $150.00 $150.00 $0.00 $0.00 $0.00 Paid by Visa xxxx xxxx )o= 6761 $0.00 $0.00 SUBTOTAL $450.00 SHIPPING HANDLING $0.00 LESS AMOUNT /DEPOSIT PAID $450.00 TOTAL DUE $0.00 Please Not Make all checks payable to: About Faces Entertainment, LLC If you have any questions concerning this invoice, call: Pam Hasson at 410- 740 -9156 THANK YOU FOR YOUR BUSINESS! VOUCHER NO. WA NO. Victory Sun, Inc. ALLOWED 20 Vanessa Stiles IN SUM OF P. O. Box 199114 Indianapolis, IN 46219 $6,754.33 ON ACCOUNT OF APPROPRIATION FOR Mayor's Office PO# l Dept. INVOICE NO. ACCT /TITLE AMOUNT Board Members 1160 2011080 43- 590.03 $549.33 1 hereby certify that the attached invoice(s), or 1160 2011079 43- 590.03 $255.00 bill(s) is (are) true and correct and that the 5419 2011079 43- 590.03 $5,950.00 materials or services itemized thereon for which charge is made were ordered and received except unday, December 11, 2011 Wr a Mayo 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)) 11/30/11 2011080 $549.33 11/30/11 2011079 $255.00 11/30111 j 2011079 $5,950M 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