226505 11/19/2013 CITY OF CARMEL, INDIANA VENDOR: 363028 Page 1 of 1
ONE CIVIC SQUARE VICTORY SUN INC
CARMEL, INDIANA 46032 PO BOX 199114 CHECK AMOUNT: $3,060.00
>` ? INDIANAPOLIS IN 46219 CHECK NUMBER: 226505
CHECK DATE: 11/19/2013
DEPARTMENT ACCOUNT PO NUMBER INVOICE NUMBER AMOUNT DESCRIPTION
1203 4359003 26813 2013096 3 , 060 . 00 EVENT PLANNING
VI CTO R `s SU N
r P R A D V E R T I S I N G EVENTS
INVOICE NO. 2013096 INVOICE DATE: 11/18/2013
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
October Relations for description $3,060.00
INVOICE TOTALI $3,060.00
Thank you for choosing Victory Sun.
Winning relationships make you THE star.
2013096
Activity Description Victory Sun,Inc.
Date Activity Hours Total
Confirmed with Vivian at SoHo that they will not have enough
staff to open the Soho Truck in Mohawk parking lot on the
evening of Oktoberfest;Share information about Soho with
the team;Re-confirm set-up time with the ATM vendor;
Confirm all HCHD regulations and permits have been
completed by participating restaurants;Work with PedCor
and Street Department staff to coordinate fountain is turned
off on upper plaza at Carmel City Center for Oktoberfest;
Remind Jimia that check for the band will be needed on
October 4th;Run signs to restrict alcohol beyond exits of
10/1/2013 festival;Purchase supplies needed 4 $340.00
Obtain and load supplies(a-frames,tents,zip ties,signs,
etc.)from Carmel Street Dept.garage and take to City
Center;Follow-up with ML re:high school student requesting
a area at Oktoberfest for"canning event"(food drive?);Draw
map for Sunbelt re:generator delivery,scan map and email
to Sunbelt representative;Confirm bike rack and cone
quantities and delivery times with Carmel Street Department;
Confirm prizes obtained by Jimia and need for drawing slips
10/2/2013 at Oktoberfest 5.25 $446.25
No parking signs placed at City Center in the evening;
Provide SM with information on promotional opportunity for
Rascia's and provide the same information to Jimia as
related to Holy Cow(re:JCC contest/event);Confirm with
Parry Time Rental that we will not use 30x30 tent(covers
stage)because weather looks favorable;Send Oktoberfest
parking map to SM;Request MM pick up an additional A-
frame from street department garage(needed for additional
10/3/2013"no alcohol beyond this point"boundary indicator) 4.25 $361.25
Send Mike at PedCor the list of band members for his
workers to allow them into the City Center parking area;
Confirm with Sgt.Mabie on placement of electronic sign in
median to assist with traffic control;Day of event on site
10/4/2013 event direction 14.25 $1,211.25
Victory Sun team on site day of event to execute action items,
10/4/2013 secure valet parking area,complete teardown 6 $510.00
Request number of ATM transactions completed from the
ATM vendor to determine estimated attendance at
Oktoberfest;Follow-up with Sunbelt on generator delivery
10/7/2013 and pick up 0.75 $63.75
Work with MMto connect group requesting DeLoreans with
Artomobilia selection committee;review Oktoberfest follow-
10/8/2013 up comments from Nancy and respond 0.75 $63.75
Review previous files to uncover ATM transaction formula
used by vendor to determine estimated attendance and send
email to ATM vendor to again request the number of
10/9/2013 Itransactions made at Oktoberfest 0.5 $42.50
Coordinate with Jimia to get prizes to send to Oktoberfest
10/14/2013 drawing winners 0.25 $21.25
Work with MI-to review Performing Arts schedule in 2014 as
related to dates requested for Oktoberfest planning;Follow-
up with Nancy re:dates requested by City Center are
Saturdays(not Fridays)for 2014 Oktoberfest;Pick up prizes
10/1 8/2013 form Jimia to send to Oktoberfest drawing winners 1.5 $127.50
Follow-up email to Nancy et al to confirm in my conversation
with Jimia on 10/18 that City Center prefers hosting
10/20/2013 Oktoberfest on a Saturday 0.25 $21.25
Investigate CHS 2014 schedule as related to Oktoberfest
planning and send info to NH and ML;Email Frank
(Polkaboy)to check availability on 9120114 and/or 9/27114 as
requested by City Center;Phone call with Frank(Polkaboy)to
confirm band is booked for the 2 dates originally requested
and his hopes to book for 10/3/14;Email updates to NH,ML
10/21/2013 land Jimia re date request from Polkaboy 1 1.5 $127.50
Follow-up with ATM vendor again to request number of
10/24/2013 transactions made at Oktoberfest 0.25 $21.25
Work with MM to obtain high resolution JPG of City Center
10/28/2013 logo to use on drawing winner letters 0.25 $21.25
Work with MM and Artomobilia committee in regard to
possibility of storing materials in the Street Department
10/29/2013 facility 0.25 $21.25
TOTAL $3,060.00
VOUCHER NO. WARRANT NO. _
ALLOWED 20
Victory Sun, Inc.
Vanessa Stiles IN SUM OF $
P. O. Box 199114
Indianapolis, IN 46219
$3,060.00
ON ACCOUNT OF APPROPRIATION FOR
Community Relations
PO#/Dept. INVOICE NO. ACCT#/TITLE AMOUNT Board Members
26813 I 2013096 I 43-590.03 I $3,060.00 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
Monday, November 18, 2013
Director, Cum-unity'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))
11/18/13 2013096 $3,060.00
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