226005 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