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Home My WebLink About231924 04/23/14 CITY OF CARMEL, INDIANA VENDOR: 363028 ONE CIVIC SQUARE VICTORY SUN INC CHECK AMOUNT: $*****2,231.25* CARMEL, INDIANA 46032 PO BOX 199114 CHECK NUMBER: 231924 INDIANAPOLIS IN 46219 CHECK DATE: 04/23/14 DEPARTMENT ACCOUNT PO NUMBER INVOICE NUMBER AMOUNT DESCRIPTION 1203 R4359003 26813 2014017 2,231.25 EVENT PLANNING V � CTORY SUN PR ADVERTISING EVENTS INVOICE NO. 2014017 INVOICE DATE: 4/2/2014 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 February 2014 Relations for description $2,231.25 INVOICE TOTALI $2,231.25 Thank you for choosing Victory Sun. Winning relationships make you THE star. 2014017 Activity Description Victory Sun, Inc. Date Activity Hours Total Phone call with Josh at Do317 re: band for AOW; Phone call with MM re: status of band and ask about IUHNH check; Email IUHNH to let them know re-issue of check has not arrived; Confirm with team that it is ok to change the Oktoberfest date to 10/10(before contacting Frank from Polkaboy); Request gallery association information from SM to communicate to John from Artomobilia; Contact John from Artomobilia re: gallery association meetings and confirm that elementary school parking will be needed the night before Artomobilia for set-up as 2/3/2014 well as the day of the event 1.5 $127.50 Call PolkaBoy re: Oktoberfest; Meeting with Shawn at Fine 2/4/2014 Promotions to review products for bid in 2014 1.25 $106.25 Phone call from Cedar Creek Winery re: participation in AOW; Begin review of Do317 proposal for media buy re: CA&DD Celebration Series 2014 concentration on summer; Review links to St. Paul&the Broken Bones and send to MM for review; Request more information from Josh at MOKB re: "national happenings"for.St. Paul&the Broken Bones to see if it matches our strategy; Emailed Frank at Polkaboy with date change for 2/5/2014 Oktoberfest(in writing) 1.75 $148.75 Call MM re: sending postcards to wineries; Update save the date postcards to go to wineries for AOW; Start working on media i' budget draft for 2014; Share Indiana Humanities call for grant RFPs to"historical Indiana structures"with MM; Respond to Justin(from Mike&Joe bookings)to let him know where we are 2/6/2014 at this time in considering The Personnel (band)for AOW 1.25 $106.25 Complete design on Save the Date postcards to wineries; Send MM exhibitor news release for Artomobilia for review and 2/7/2014 approval 0.-5 - ----$42.50 — Scan 2 up, 2 over postcard art to PDF and send to MM for printing and cutting;Write call to exhibitors release for Artomobilia; Phone call with Frank from PolkaBoy to absolutely confirm 10/10 will work for the band for Oktoberfest and email 2/10/2014 him too 1.5 $127.50 Start updates to AOW database; Email Kathy from Winzerald Winery to confirm the date and let her know ETA of registration 2/11/2014 forms and contract for the event 0.5 $42.50 Prepare agenda for 2/14 client meeting; Complete wine list edits and merge to labels for Save the Date postcards; Confirm with MM and IUHNH sponsor check received and attempt to schedule a meeting with IUHNH marketing dept.; Provide MM feedback on qty of Save the Date postcards needed to mail to wineries; Send original art of post cards to MM; Communicate with Josh and 2/13/2014 Justin that band selection with client for review and final decision 1 4 $340.00 OT Z 2014017 City of Carmel detailed activity 2/14/2014 Client meeting with MM and labeling of postcards etc. 2.25 $191.25 Artomobilia call for exhibitors news release sent to Indiana, OH, MI, KY and IL media; Email Blake at RTV to request footage of aerialist from COL auditions for possible added value entertainment at AOW(Or other CA&DD event);Tweet call to exhibitors with link to Artomobilia registration; Drop off silent auction item at WFYI for Winefest auction; Send exhibitor news release to Artomobilia committee as an FYI; Send Josh and Justin parameters and restrictions on what we can provide in the hospitality rider(no alcohol or tobacco products); Provide results of emails from bands that neither had a problem with hospitality rider restrictions; Officially advise the team selects St. Paul&the Broken Bones as they best fit our strategic plan and brand for the CA&DD; Confirm with team that we can get St. Paul&the 2/17/2014 Broken Bones under budget 4.25 $361.25 Edit AOW database spreadsheet to update River City Winery; Tweet exhibitor call for registrations again with state hashtags; Phone call with Rick from Towne&Post; Review media kit from Towne&Post; Confirm with Josh to move forward with St. Paul 7 the Broken Bones; Inform Justin we went with a different band; Send Josh specific details(location, contract name, etc.)for band offer and include stage dimensions and photo of stage as 2/18/2014 an FYI for Josh to share with the band 1.5 $127.50 Send Josh at Do317 sound technician's contact information; 2/19/2014 Review official offer sheet for band sent by Josh 0.5 $42.50 Write copy for merchant meeting invite email and send to MM for review; Review Towne and Post media kit and divide out cost per person as related to publication territory', Review Do317 media proposal in the context of full budget and measurable objectives; Update AOW letter to wineries; Confirm with band 2/20/2014 and booking agent that merchandise can be all theirs 1.75 $148.75 Work on media budget working DRAFT for 2014; Confirm date/time for Towne&Post meeting; Provide calendar of events to WTTS rep for proposal; Contact Dennis afCurrent ` 2/21/2014 publications to schedule meeting 1.25 $106.25 Update AOW winery registration forms and make updates to spreadsheet of wineries; Confirm meeting date and time with Dennis from Current; Respond to SM's inquiry re: Carmel City Magazine presenting at merchant meeting; Email Trader's Point Winery in re:their AOW inquiry; Confirm with SM that I contacted Huber Winery; Email draft of winery paperwork and 2/24/2014 cover letter to MM for review and approval 1.75 $148.75 Phone call to MM re:AOW materials sent to her to date for 2/25/2014 approval 0.25 $21.25 2/26/2014 Confirm meeting date with WTTS representative 0.25 $21.25 2/27/2014 Send MM fresh footage of aerialist for review 0.25 $21.25 TOTAL $2,231.25 2of2 2014017 City of Carmel detailed activity VOUCHER NO. WARRANT NO. ALLOWED 20 Victory Sun, Inc. Vanessa Stiles IN SUM OF$ P. O. Box 199114 Indianapolis, IN 46219 $2,231.25 ON ACCOUNT OF APPROPRIATION FOR Community Relations PO#/Dept. INVOICE NO. ACCT#/TITLE AMOUNT Board Members , 26813 2014017 43-590.03 231.25$ I hereby certify that the attached invoice(s), or 2 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 i Monday,April 21,2014 Director, Com 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)) 04/02/14 2014017 $2,231.25 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