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Home My WebLink About226505 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