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Home My WebLink About226005 11/05/2013 CITY OF CARMEL, INDIANA VENDOR: 363028 Page 1 of 1 ONE CIVIC SQUARE VICTORY SUN INC CHECK AMOUNT: $2,635.00 CARMEL, INDIANA 46032 PO BOX 199114 INDIANAPOLIS IN 46219 CHECK NUMBER: 226005 CHECK DATE: 11/5/2013 DEPARTMENT ACCOUNT PO NUMBER INVOICE NUMBER AMOUNT DESCRIPTION 1203 4359003 26813 2013083 2, 635 . 00 EVENT PLANNING P R A D V E R T I S I N G EVENTS INVOICE NO. 2013083 INVOICE DATE: 10/29/2013 Victory Sun Inc. Vanessa Stiles PO Box 199114 Indianapolis, IN 46219 317.696.7102 Appropriation#1203-43559003 PO#26813 INVOICE TO: Megan McVicker City of Carmel One Civic Square Carmel, Indiana 46032 DATE ACTIVITY DESCRIPTION COST Event Management and Public See detailed activity sheet September Relations for description $2,635.00 INVOICE TOTALI $2,635.00 Thank you for choosing Victory Sun. Winning relationships make you THE star. 2013083 Activity Description Victory Sun,Inc. Date Activity Hours Total Forward positive feedback to Artomobilia committee received from MM via Sharon at the Mayor's Office;Email Blu Moon cafe to confirm that invoice for Artomobilia lunch is in 9/1/2013 approval process and should be paid soon 0.25 $21.25 Review invoice for t-shirts and forward on to MM for payment; Complete compilation and analysis of zip codes from Artomobilia for HCCVB grant report;Send email to Jess re: 9/3/2013 follow-up on previous inquiry re:Oktoberfest parking partner 1.5 $127.50 Follow-up with Party Time rental re:missing linens from Artomobilia not found;Edit survey to go to CA&DD businesses re:3rd quarter evaluation;Write draft of email to go with survey and send to MMfor review;Obtain approval on survey/email body copy and determine next steps with MM; Write copy of"thank you"email to go to all CA&DD summer event volunteers and send to MMfor approval;Forward Current in Carmel invoice to MMfor payment;Follow-up phone call to Jess L.re:Mohawk for Oktoberfest parking; Confirm 10/4 order will be placed with PTR and ask if they will require us to sign a waiver in regard to pavers at City Center facility for 2013;Confirm with Jimia,NH and ML that BPW request was submitted on 8/30 and left in the communications mailbox at City Hall(no one was at front 9/4/2013 desk) 3 $255.00 Agenda for 916 client meeting;Send"thank you"email to all CA&DD summer event volunteers and provide MM with the list of recipients;Respond to Indy Star media request on Oktoberfest:Provide fad sheet and photos to reporter;Send link to NH,Jimia and ML Indy Star top 10 Oktoberfest event 9/5/2013 story with Carmel event listed 2.25 $191.25 Client meeting with MM;Email Jess L.at Mohawk;Mail Artomobilia programs to Andrea at IUHNH and email her to let her know they are coming her way;Confirm with John L.to obtain an Artomobilia archway panel for his collection;Work with NH re:Oktoberfest photo credit and ownership;Contact 9/6/2013 UMC re:parking partnership for Oktoberfest 2.75 $233.75 9/9/2013 Email and phone call to Jess at Mohawk 0.25 $21.25 Confirm with City Center that time of road closure to be moved back to 1 pm;Adjust Oktoberfest event timeline to accommodate change in road closure;Confirm full plan of action with UMC for valet parking to be preserved during 9/10/2013 Oktoberfest event to obtain final approval 1.25 $106.25 Complete invoice to bill Artomobilia committee for Klipsch tent and exhibitor lunch;Phone call to Jess L.at Mohawk; Confirm with City Center team,ML,and NH re:plan of action 9/11/2013 Ito have staff in the UMC parking lot to preserve valet parking 1.25 $106.25 Confirm with MM that John L.is preparing payment on invoice submitted to him re:Artomobilia;Complete Hamilton County Health Department event application and submit to 9/12/2013 HCHD 1 $85.00 Schedule meeting with ML and NH re:Oktoberfest;Provide CPD(Horner)information on Oktoberfest event,officer needs,challenges identified in 2012 and solutions to 9/17/2013 implement for 2012 0.75 $63.75 Investigate possibility of Artomobilia Committee using CA&DD storage resources for event supplies/signage; Develop agenda for Oktoberfest meeting with NH and ML; Verify band names with Polkaboy for parking within City Center facility on day of Oktoberfest;Submit complete list of names to City Center team to share with their security detail 9/18/2013 to allow Polkaboy parking within facility 1.5 $127.50 Oktoberfest meeting with ML and NH;Retrieve Oktoberfest resources from attic;Email and phone call to Vivian L.(cc Jess on email)re:Mohawk parking partnership and Soho 9/19/2013 possibilities 2.25 $191.25 Confirm Mohawk for parking partnership at Oktoberfest;Write 9/20/2013 DRAFT of news release for Oktoberfest 0.75 $63.75 Connect Art of Wine participating winery with Carmel International Arts Festival representatives to confirm her load 9/22/2013 in for that event 0.25 $21.25 Edit DRAFT of news release for Oktoberfest and send to ML for review;Write up and send art direction on parking map to graphic designer re:Oktoberfest and confirm revision back in hand by end of day 9/23;Obtain USB drive from City Hall from 9/23/2013 2012 Oktoberfest event to copy photos for promotional use 2.5 $212.50 Review all photos provided on original USB drive and edit out unnecessary photos for ease of use on Dropbox;Copy photos to City of Carmel Dropbox for use on Flickr;Confirm participating City Center businesses for Oktoberfest;Confirm 9/24/2013 order of generator with Sunbelt and place heaters on hold 1.5 $127.50 Proof and edit Oktoberfest parking map;Provide changes to map to graphic designer;Send revised map to ML and NH for review and approval;Phone call with ML to confirm edits and revisions and provide updated changes to graphic designer;Write-up needs for Oktoberfest to rental company for a 1 st draft and determine delivery timing;Confirm delivery 9/25/2013 location of generator with Sunbelt 1.75 $148.75 Phone call to Ann G.and phone call with Officer Mabie re: electronic traffic sign use for 10/4 event;Develop agenda for client meeting on 9/27,request quantity of businesses that received the emailed survey to measure the response rate and evaluate survey results to date from 3Q survey to CA&DD businesses;Confirm ATM vendor still available for Oktoberfest on 10/4;Send map to Jimia for approval/use for Oktoberfest;Request no parking signs from MM;Develop and send locator map for City Center businesses with set-up 9/26/2013 instructions and time 3 $255.00 Client meeting with MM;Send map with driving and delivery instructions to Sunbelt re:generator delivery for Oktoberfest 9/27/2013 at City Center 2.25 $191.25 Confirm Carmel Police coverage at Oktoberfest event with 9/29/2013 Mollie from Pedcor 0.25 $21.25 Send map to Officer Mabie indicating placement of electronic traffic control sign;Send email to Pedcor/City Center team to re-visit and confirm key logistics action items;Confirm needs with Street Department;Resend release to ML;Confirm with graphic designer that map was used for web based communications and no high resolution pdf is needed for 9/30/2013 Oktoberfest 1 $85.00 TOTAL $2,635.00 VOUCHER NO. WARRANT NO. ALLOWED 20 Victory Sun, Inc. Vanessa Stiles IN SUM OF $ P. O. Box 199114 Indianapolis, IN 46219 $2,635.00 ON ACCOUNT OF APPROPRIATION FOR Community Relations PO#/Dept. INVOICE NO. ACCT#/TITLE AMOUNT Board Members 26813 I 2013083 I 43-590.03 I $2,635.00 1 hereby certify that the attached invoice(s), or 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 01,2013 Director, mmunity Relations/Economic Development 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)) 10/29/13 2013083 $2,635.00 1 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