HomeMy WebLinkAbout204655 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