238000 10/08/14 (9,
CITY OF CARMEL, INDIANA VENDOR: 363028
ONE CIVIC SQUARE VICTORY SUN INC CHECKAMOUNT: $****11,602.50*
CARMEL, INDIANA 46032 PO BOX 199114 CHECK NUMBER: 238000
INDIANAPOLIS IN 46219 CHECK DATE: 10/08/14
DEPARTMENT ACCOUNT PO NUMBER INVOICE NUMBER AMOUNT DESCRIPTION
1203 4359003 31757 2014083 11,602.50 FESTIVALS A&DD
P R A D V E R T I S I N G E V E N T S
INVOICE NO. 2014083 INVOICE DATE: 9/30/2014
Victory Sun Inc.
Vanessa Stiles
PO Box 199114 ,
Indianapolis, IN 46219
317.696.7102
Appropriation#1203-43559003
PO#31757
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
July 2014 Relations for description $11,602.50
INVOICE TOTAL $11,602.50
Thank you for choosing Victory Sun.
Winning relationships make you THE star.
2014083
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Date Activity Hours Total
Finalize file for merge to create labels for numbering
vouchers; Merge and run labels for IUHNH and JILL AOW
vouchers; Run and cut vouchers to be delivered to JLL and
IUHNH for AOW; Deliver vouchers to JILL and IUHNH;Assist
CarmelFest volunteer with A-frames and email MM to let her
know how many CarmelFest took;Write St.P&TBB news
release; Call and email silk aerialist; Send Adam at The
Current photos, media fact sheet and winery contacts to
interview for AOWarticle(as he requested); Communicate
with Helping Paws volunteers; Email Omni re;status of
promo video; Edits to AOW poster; Review banner ads for
7/1/2014 Do317; Email Joy at IUHNH re:delivery of vouchers 10.25 $871.25
Develop agenda for client meeting on 7/3;Verify with team
7/2/2014 that Do317 banner ads hyperlink to info on time, place etc. 0.75 $63.75
Client meeting and meet delivery truck for wine glass delivery
7/3/2014 at Street Dept.warehouse; Update AOW media fact sheet 4.5 $382.50
Social media for CA&DD for the week of 6/30-7/4; Email final
7/4/2014 banner ads to Do317 for use in a-news and on website 0.75 $63.75
Work with MM and Victory Sun team to schedule JOTM
coverage for 7/26; Call and email silk aerialist;Work with
band to iron out set times for AOW;Provide IREF work crew
with map and contact info for AOW;Send news relapse to
MM for approval; Confirm give aways with Do317; Script for
AOW spot to WITS;Confirm pocket calendar give aways with
7/7/2014 WTTS 3.25 $276.25
Email Do317 invoice to MM;Set-up AOW Facebook ad 1 of 3
with call to action to go to CA&DD website; Phone call with
MM re:T-shirt; Update winery information on spreadsheet for
AOWand email wineries with info;Work with T-shirt
company to verify number of colors and therefore cost on
staff/volunteer T-shirt; Place final order for T-shirts with
breakdown of sizes etc.;Work with team on art direction for
final T-shirt art;Confirm with CA&DD team that Huntington
bank will not be open by 7/19;Work with MM and sound
engineer and band to share contact info,final stage plans,
hospitality rider,map load-in, load-in times etc.; Review VIP
email to come form Nancy;Order wristbands for AOW-,
Confirm with CA&DD team that 2 ATMs have been ordered
7/8/2014 for AOW Work with Best Vineyard re:slushy machine 3.5 $297.50
Map for band scanned and emailed to tour manager for
AOW,Phone call with MM to discuss VIP list for AOW St
P&TBB news release sent statewide to print media; Send
final T-shirt art to T-shirt company; Specific StP&TBB media
pitch to Indy Star;Winery addition to website; General media
fact sheet to MM for approval; Review WITS spot and send to
CA&DD team for approval;Send Artomobilia team IUHNH
7/9/2014 logo as requested 4 $340.00
Send initial AOW order to Party Time Rental and phone call
with PTR representative(new for 2014); Send St.P&TBB
news release to statewide radio media and specific radio
pitches; Phone call with JL re:Artomobilia and logos; Phone
call with Roy at Mudbugs re:AOW;Develop agenda for 7/11
client meeting;Verify delivery location for T-shirts with vendor
;Confirm on-air reads with WFYI and share news release
on STP&TBB;Work with Mudbugs and CA&DD team to
confirm resources for his outdoor vending; research cost of
lattice from PTR if needed for backstage area;Work with
band re:sound check time; Confirm Vine&Table as a
featured pour in the VIP area; Send Brian Eason info on what
7/10/2014 time STP&TBB performs at AOW 1 5 $425.00
Client meeting; Set-up 2 of 3 Facebook media buys with call
to action re:page likes; Client meeting; Send AOWfact sheet
to Indianapolis area TV,radio and print media for call to
action for DOE coverage; Social media for CA&DD the week
of 7/7-7/11; Updates to AOW spot for WITS;Confirm with
caricature artist that photos she sent will be great for social
media and that we will use them the week of the event to
promote the event and her work;Confirm with sound
engineer re:sound check time for the band at AOW; Call
Amanda at Bub's as per SM's email; Respond to dance
group that contacted SM;Approve wristband art;Work with
Party Time Rental in re:requirements for tent set-up times
and teardown; Provide map and options for street team set-
up to WITS;Confirm JOTM ad is on schedule with Lara at
7/11/2014 Current 5.5 $467.50
Set-up Facebook ad 3 of 3 with St P&TBB featured and call
to action for CA&DD page likes; Communicate 5,000th like to
CA&DD team as per contest; Confirm dance group will be in
costume and circulate in the AOW crowd to promote
7/13/2014 upcoming season 1 $85.00
Call Caricature artist; Confirm golf carts; Re-send AOWfact
sheet to local TVweekend news producers; Program map
edits for AOWto graphic designer; Send fact sheet to
7/14/2014 communities that are home to participating wineries 1.5 $127.50
On site at CA&DD office to prepare for 7/19 event;
Confirmations to volunteers; DOE Timeline additions and
edits; Meeting with Sunbelt; Communication with HCHD;
Confirm maps, COI and proper licensure with all wineries;
update AOWspreadsheet email map to participating artists;
Review program map and edit with MM Confirm golf cart
7/15/2014 locations in IDC parking garage 8 $680.00
On site at CA&DD office to prepare for 7/19 event; Email
State Farm information and map; Meetwith Sweet Shoppe
re:band dressing room; coordinate dinner with Woody's for
band; review DOE timeline with team; Complete no parking
signs; Crush &Brew licensure confirmation;Work with band
and volunteer to sell merchandise; Send form to HCHD;
Provide final Fact sheet and mews release to NH and ML as
7/16/2014 requested 8 $680.00
On site at CA&DD office to prepare for 7/19 event;Prepare
wine check materials;walk through event layout with staff
member to serve on site and work with Party Time Rental;
Number glass boxes and stage materials at Street Dept.
warehouse for easy load out on DOE;maps for VIPs;answer
customer and partner questions via phone and email; Shop
for volunteer and band items; Final approval/sign off on T-
shirt art with T-shirt vendor; Provide WTTS instruction on spot
to run post AOW;Wine&Canvas load in info; Field questions
from State Farm; Changes to PTR order; Check with John at
7/17/2014 Artomobilia in re:logos received? 8.5 $722.50
IIS
On site at CA&DD office to prepare for 7/19 event;Shop for
outstanding items form band hospitality rider; Prepare
materials for base of ops; Finish staging materials in Street
Dept.warehouse for easy load out;Set-up no parking signs
and cones throughout the District; Confirm with IREF crew;
7/18/2014 Final sign-off to PTR for 7/19 delivery;Accept golf cart delivery 9 $765.00
I
I
I
7/19/2014 Event Director on site for day of event 18 $1,530.00
7/19/2014 Victory Sun team on site for the day of event 17.25 $1,466.25
I
Compile statement related to success ofAOWand how it
may have had an impact on the guest experience; Provide
7/20/2014 information to MM 2 $170.00
Review Artomobilia poster art from John Leonard and
provide him with feedback;Send invoice for T-shirts on to MM
for processing; Follow up with IUHNH and JLL in re:VIP
experience at AOW;Compile full research and bullet points
in regard to AOW growth and provide to CA&DD team; review
wine glass invoice and send on to MM for processing;
Confirm with MM that we need to review Parry Time Rental
invoice upon its arrival as some items were not delivered as
7/21/2014 ordered 4 $340.00
Review feedback from IUHNH and respond with gratitude for
7/22/2014 feedback and continued support to CA&DD events 0.5 $42.50
Email Party Time Rental re: 10 chairs left behind; Prepare
cash to hand off to Victory Sun team member to purchase gift
cards for 4 CA&DD businesses to be used as added value
to media buys; Provide Porchfest committee member
7/23/2014 feedback on food and logistics 1 $85.00
I
Phone call with John Leonard re:Artomobilia poster art and
logos; Review and approve wristband invoice and send to
MM for processing; Review news release from Dan M.
provide him with edits to numbers and reference should go
beyond local wines; Review Artomobilia archway panel art
provided by John and send along to MM with notes and for
review;Confirm meeting with Pedcor team for Oktoberfest at
7/24/2014 City Center 2 $170.00
AOW survey developed on Survey Monkey to evaluate
feedback from CA&DD businesses; Email Polkaboy re:
Carmel Oktoberfest 2015 date;Social media for CA&DD
7/25/2014 week of 7/21-7/25 1.75 $148.75
On site for JOTM(set-up,during concert and teardown);
7/26/2014 Purchase gift cards for media buy added value 5.5 $467.50
i
Email MM Do317 invoice;Set-up Facebook media buy for i
JOTM to run 1st week of August; Phone call John Leonard re:
Aframes needed for Artomobilia; Phone call and email to
Polkaboy re: Oktoberfest follow-up; Prepare for Oktoberfest
meeting on 7/29; Provide John with Media Factory contact
info to order AFrames;Request information from John as
per 11 am start time indicated for Artomobilia on artwork to
date; Provide City of Carmel team with info on Polkaboy for
7/28/2014 2015 and why they are not willing to commit to a date 3.25 $276.25
I
Oktoberfest meeting; Meeting with WITS representative re:
status and data to be collected from contests; reminder to
team that Current in Carmel Artomobilia ad will be due 8/5;
Confirm location for WITS street team to be on site for 8/2
JOTM and send map, staff contact phone number etc.;
Review information sent by Lt.Horner and provide feedback
to MM;Inform John that elements are needed in vector format
for graphic designer to create Current ad; Make initial contact
7/29/2014 with HCHD on permitting etc.for Oktoberfest 4 $340.00
Mail CA&DD gift cards purchased to Do317 and WITS;
Communicate with John to confirm the 2015 Artomobilia
date; Communicate with ML re:options for shuttle to and
7/30/2014 from for Oktoberfest 1.5 $127.50
Start Artomobilia ad direction for Do317 banners; Begin data
analysis from WTTS contests; Phone call with John Leonard
to review tent needs order from PTR for Artomobilia; Develop
agenda for 8/1 client meeting ;Request art from IUHNH for 1
7/31/2014 Artomobilia program 2.25 $191.25
$0.00
$0.00
TOTAL $11,602.50
� I
VOUCHER NO. WARRANT NO.
Victory Sun, Inc. ALLOWED 20
Vanessa Stiles
IN SUM OF$
P. O. Box 199114
Indianapolis, IN 46219
$11,602.50
ON ACCOUNT OF APPROPRIATION FOR
Community Relations
PO#/Dept. INVOICE NO. ACCT#!TITLE AMOUNT Board Members
31757 , 2014083 I 43-590.03 I $11,602.50 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, October 06,2014
Director,Commun' 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))
09/30/14 2014083 $11,602.50
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