HomeMy WebLinkAbout248563 08/12/15 (9)
CITY OF CARMEL, INDIANA VENDOR: 363028
ONE CIVIC SQUARE VICTORY SUN INC CHECK AMOUNT: $"`""9,987.50"
CARMEL, INDIANA 46032 PO BOX 199114 CHECK NUMBER: 248563
INDIANAPOLIS IN 46219 CHECK DATE: 08/12/15
DEPARTMENT ACCOUNT PO NUMBER INVOICE NUMBER AMOUNT DESCRIPTION
1203 4359003 32716 2015048 9,987.50 EVENT PLANNING AD&D
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PR ADVERTISING EVENTS
INVOICE NO. 2015048 INVOICE DATE: 7/27/2015
Victory Sun Inc.
Vanessa Stiles
PO Box 199114
Indianapolis, IN 46219
317.696.7102
Appropriation #1203-43519003
PO # 3.?�1
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
April 1 through May 31, 2015 Relations for description $9,987.50
INVOICE TOTALI $9,987.50
Thank you for choosing Victory Sun.
Winning relationships make you THE star.
2015048
Activity Description Victory Sun, Inc.
Date Activity Hours Total
Web copy for AOW; Initial contact with Ball State U PRSSA
4/1/2015 re: point of purchase for AOW 0.5 $42.50
Proof AOW web copy and send to MM and web designer
for review; Field sales request from radio rent sales
representative; Contact Oferle re: availability to play
4/2/2015 Sophia Square Courtyard at AOW 1.75 $148.75
Social media for the week of 3/30-4/3; Phone call with MM
re: Huntington possible resource for debit/credit card at
AOW; Contact wineries for AOW and update master list;
Update AOW media fact sheet; Update volunteer list for
AOW; Provide WZPL representative with info still needed
4/3/2015 to move forward with Dining out for Pink project 2.25 $191.25
Phone call with MM re: cc/debit at AOW and AOW web
copy; Email volunteers for AOW; Confirm Oferle for Sophia
4/6/2015 Square Courtyard and attempt to schedule a site visit 2.25 $191.25
Scout and review bands for AOW; Provide Artomobilia
committee with confirmation re: Carmel Elementary School
4/8/2015 for marshalling yard 2 $170.00
Art direction edits for pocket calendar for graphic designer
with deadline dates outlined; Agenda for 4/10 client
meeting; Schedule meeting with premium product
representative to review 2015 needs; Work with MOKB on
availability of top tier band choices for AOW and confirm
budget; Share band selection link of Judah &The Lion to
MM; Provide MOKB with confirmation to move forward with
Judah &The Lion negotiations; Follow-up with Bright
House on sponsorship package sent previously for AOW
4/9/2015 and other CA&DD events 2.75 $233.75
Social media for the week of 4/6-4/10; Volunteer and
winery planning for AOW; Client meeting; Assist MM to set-
up step and repeat for 4/11 Gallery Walk; Verify with
graphic designer re: final art file from previous year from
4/10/2015 which to work for 2015 pocket calendar 4.75 $403.75
Proof AOW media fact sheet and edit; Email wineries for
AOW; Work on restaurant sign up form for Dining out for
4/13/2015 Pink 3 $255.00
1 of 7
2015048 City of Carmel detailed activity
Phone call with Andrea Peterson at Indiana Farmers re:
sponsorship; Create official proposal for Indiana Farmers
for JOTM and AOW sponsorship; Complete financial and
contractual paperwork with band scheduler; Write up key
info for Judah &The Lion agent(MOU, City restrictions,
etc.) and send re: AOW; Prepare contact information for
outside food vendors should the team have to call on
outside food vendors for AOW; Research ideas to make
point of purchase locations stand out at AOW; Edits to
restaurant form; Respond to Chateau de Pique email
4/14/2015 update re: AOW 4.25 $361.25
4/15/2015 Send MM AOW media fact sheet draft with notes 0.25 $21.25
Email full proposal to Andrea Peterson at Indiana Farmers;
Investigate Butler PRSSA recruitment opportunity for AOW
4/16/2015 point of purchase 0.5 $42.50
Social media 4/13-4/17; Planning meeting with team for
volunteer tracking/recruitment for AOW, Oktoberfest dates
and action items, AOW logistics, Plan for HCHD forms for
events and media buy gift cards; Clarify event dates and
4/17/2015 sponsor package deliverables with Indiana Farmers 3.75 $318.75
Phone call to WTTS sales rep; Phone call Briali Winery;
Answer Indiana Farmers additional questions via email and
follow-up via phone; Edit AOW day of event timeline;
Pocket calendar edits to graphic designer; Confirm AOW
4/20/2015 paperwork from Winzerwald 2.25 $191.25
Prepare for premium products meeting - needs for summer
2015 and bid requirements; Continue research re: point of
purchase locations and obtain estimated price; Confirm
4/21/2015 Rettig Hill paperwork for AOW with the team 2.25 $191.25
Create a contract for Indiana Farmers sponsorship
agreement JOTM and AOW and send to Andrea Peterson;
Meeting with premium products service provider to
describe needs for 2015 and bid requirements; Volunteers
recruitment for AOW; Provide graphic designer and MM
with vector format image of Indiana Farmers logo for all
collateral; Work on wine tumbler hold and seek approval
from MM; Request unique URL from Artomobilia committee
4/22/2015 for news releases 5.75 $488.75
2 of 7
2015048 City of Carmel detailed activity
Phone call with MM re: Tumbler, PTR contract and
volunteers for AOW; Agenda for 4/24 meeting; Volunteer
recruitment and registration; Finalize point of purchase
location options to present to client; Confirm components of
media budget with MM; Follow-up with Butler, Ulndy and
IUPUI PRSSA chapters point of purchase contact; Contact
Earth Fare re: their interest in AOW; Send Judah &The
Lion Letterman link to WTTS ; Confirm Ulndy PRSSA for
4/23/2015 point of purchase locations at AOW 5 $425.00
Client meeting; Edit and modify AOW day of event timeline
to accommodate additional point of purchase locations and
other modifications for 2015; Social media for week of 4/10-
4/24; Art direction meeting with graphic designer re:
4/24/2015 possibilities and limitations for AOW poster/ad changes 6.5 $552.50
Phone call with Caroline from Butler PRSSA re:
volunteering at AOW and send her fact sheet and link; Edit
DOE timeline for AOW; Provide Do317 with info on JOTM
dates; Introduce Indiana Farmers to Porchfest
representative; Respond to Indiana Farmers' legal
department questions about AOW; Confirm staffing for 6/7
4/27/2015 JOTM with MM 2.25 $191.25
Phone call with Stacy D. at WZP re: Dining out for Pink and
schedule meeting; Research 3 bids for T-shirts; Contact
golf cart company to obtain quote and reserve carts for
AOW; Provide Indiana Farmers with W9 for City of Carmel;
Work with bottled water vendor on delivery dates and
location; Request web designers put AOW button on
CA&DD home page; Send reminder to Paradigm Agency
that MOU needed for Judah &The Lion and no deposit is
paid as per City policy; Send Judah &The Lion contract to
4/28/2015 MM to start City attorney contract process 4 $340.00
Phone call with WTTS rep re: email promo months
available and send email to confirm dates for Things to Do
August, Sept, & Nov.; Proof and provide edits to graphic
designer re: pocket calendar; Schedule added value ROS
on air reads to promote May gallery walk; Send golf cart
quote for AOW to MM for review and approval and request
COI; Complete estimated costs for various totals of
stemless wine glasses and send to MM to determine next
4/29/2015 steps to order 1.75 $148.75
Agenda for client meeting on 5/1; Purchase and pick up gift
cards to be leveraged with media buys on Do317 and
WTTS; Contact RTV re: media partnership for summer
events; Follow-up Ball State PRSSA re: recruit for AOW
4/30/2015 point of purchase 2 $170.00
Social media for week 4/27-5/1; Client meeting; Email MM
with logo'd bottle water costs as related to sponsorship
dollars secured to underwrite cost; Confirm on air read
of 7 5/1/2015 copy for gallery walks with WFYI 3.75 $318.75
27 bU4b i y Of arme a ai e activity
Provide performer info to accompany JOTM dates to
WTTS and Do317; Respond to Chateau de Pique request
for promotional material AOW; Confirm Vine &Table with
5/4/2015 the team 0.75 $63.75
Phone call with Luke at Pint Room re: possible volunteer to
make "how to work the festival'video for AOW; Update
Jacqueline at Indiana Humanities re: All In grant status for
2015 and most likely looking at 2016; Confirm Holtkamp
5/5/2015 with the team for AOW 0.75 $63.75
Phone call from Doug Housemeyer at WICR re: possible
5/6/2015 JOTM buy 0.25 $21.25
Phone calls with MM re: bottled water with sponsor logo
ready needed by 6/6, JOTM banner and Judah &The Lion
contract; Conference call with WZPL and ACS re: Dining
Out for Pink and team captains possible as hosts for
restaurants; Prepare for meeting with Huntington to review
5/7/2015 possibility of debit/cc taken at AOW 1.5 $127.50
Social media for the week of 5/4-5/8; Meeting with
Huntington representatives to review debit/cc option at
AOW; Provide feedback to MM re: JOTM archway panel
art; Work with MM re: challenges Indiana Farmers is
having processing W9 with their accounting department;
Respond to Indiana Farmers and explain they already have
W9 on file because they pay Carmel Utilities for their office
in Carmel; Provide MM HCHD and other info to share with
Integrity Automotive if they choose to serve food for a
fundraiser during AOW and/or Artomobilia; Edit
sponsorship package for AOW to send to wine travel
5/8/2015 company that called MM; Send sponsor package to MM 5 $425.00
Write up instructions and mail gift cards to Do317 and
WTTS for added value nedia buy; Art direction write-up for
Current in Carmel summer calendar ad; Update MM on
progress with Indiana Farmers and moving forward with
processing; Contact Paradigm Agency to clarify key
contract points in the band contract; Request Indiana
Farmers logo be placed on AOQ landing page; Confirm
5/11/2015 Whyte Horse winery with the team 2.25 $191.25
Edits to AOW media fact sheet; Write script for WTTS
spot; Phone call with MM re: contract with band for AOW;
Review and rename 2014 AOW photos for use in 2015
promotions; Follow-up with credit/debit card vendor; Edits
to AOW media fact sheet as per previous draft feedback
and send to MM with notes; Contact Blu Moon re: being on
5/12/2015 site at AOW 2.5 $212.50
Develop art concept for possible T-shirt new design for
2015; Update with vendor re: wine glass totals still pending,
t-shirts and wristband order; Review info sent by
credit/debit card vendor and request hard costs for
equipment; Contact Greeks, Midwest School of Voice and
caricature artists about AOW availability; Follow-up with
5/13/2015 IREF re: work crew for set-up at AOW 1.75 $148.75
4 of 7
2015048 City of Carmel detailed activity
Planning meeting for 2016; Phone call with bottled water
vendor re: JOTM and AOW sponsor; Agenda for client
5/14/2015 meeting on 5/15 4.25 $361.25
Social media for the week of 5/11 - 5/15; Client meeting;
Confirm caricature artist for AOW; Connect potential venue
5/15/2015 renter with The Warehouse 3.75 $318.75
Fill in deadline dates to print art media buy calendar for
Current; Contact Karen Kennedy re: possibilities for 2016;
Answer questions from Carmel HS symphony parent re:
5/17/2015 fundraising at AOW 0.75 $63.75
Phone call and email with Chateau de Pique re: AOW;
Connect CarmelFest with Artomobilia committee for
parade; Respond to inquiry form Hirons Agency for classic
car for a photo shoot and connect representative with
5/18/2015 Artomobilia committee 0.75 $63.75
Meeting with Luke (volunteer from Pint Room)for possible
video on "how to"work the AOW festival; Follow-up with
wineries via phone and email; Research celebrity
possibilities for 2016 planning; Confirm media fact sheet
changes with MM; Review AOW video promo sent from ML
5/19/2015 and provide the team with feedback 4.75 $403.75
Confirm with Paradigm Agency that Judah &The Lion do
not have a scheduling conflict on 7/18; Contact Bub's,
Scotty's and Vine &Table about food service at AOW; Re-
5/20/2015 send AOW packet/agreement/contract to Turtle Run winery 0.75 $63.75
Review DRAFT of WTTS spot to start in June and send to
MM for approval from the team; Edit AOW fact sheet and
prep media list to send the fact sheet; Set up and select
art/photos for Facebook media buy for JOTM 1 st concert of
the season; Provide mailing address to MM for Judah &
The Lion contract; Write response to 2014 AOW guests
asking about long lines and what improvements have been
made for 2015; Provide info and deadline dates to Cory at
Scotty's to obtain licensure to extend their beer sales at
AOW; Send Paradigm Agency band contract for AOW with
detailed description and deadline dates for hard copy;
review video promo for Artomobilia and send feedback
5/21/2015 and changes to ML 3 $255.00
Social media for the week of 5/18-5/22; Updates to
planning budget for 2016 and contact with celebrities re:
possible appearance in 2016; Respond to Do317 re: status
of JOTM banner ads; Follow-up with graphic designer on
status of banner ads for JOTM Do317; Review updated
WTTS spot and send to MM for final approval; Provide NH
confirmation that WTTS paperwork received was contract
5/22/2015 confirmation and not invoice 3.25 $276.25
5 of 7
2015048 City of Carmel detailed activity
Review banner ads from graphic designer for Do317 media
buy and provide with edits; Send AOW media fact sheet to
media; Compile agenda for 2016 planning meeting;
Request web designer add Indiana Farmers logo to event
landing pages as per sponsor deliverables; Advise Indiana
Farmers on staff needed at JOTM; Ask MM for any candid
JOTM photos for Facebook media buy; Follow-up with
Current on JOTM ad art due; Send updated banner ads to
Do317; Send Andrea at Indiana Farmers links to event
pages with their company logos on them; Request final
totals on wine glass order for AOW; Request media kit for
Bloomington HT for possible media buy; Follow-up with
RTV re: media partnership; Provide high resolution
Artomobilia logo for video; Request upper right bug in
5/26/2015 Artomobilia video 5 $425.00
Prepare and obtain bids for all premium products; Phone
call with premium products supplier re: bottled water with
logo delivery for 1 st JOTM and deposit necessary for wine
glass totals ordered for 2015; Respond to media request
for photos and send; Client meeting re: 2016 planning;
Send WTTS edits to spot; Work with vendor on delivery of
20 cases of logo'd bottled water for 1 st JOTM concerts;
Review WTTS edits to spot and request clean version as
per skip on preview file; Schedule face-to-face meeting
with Andrea from Indiana Farmers as per her request;
Send digital version of signed PDF of band contract to MM;
Follow-up with Current reporter; Confirm quantity of wine
glasses to order with vendor; Save/compress and send
photos from 2014 AOW to Current reporter; Request
additional sources for Current reporter re: AOW (wineries,
5/27/2015 CA&DD restaurant, 2014 guest) 4.25 $361.25
Answer questions to additional reporter resources for AOW
article; Confirm with wine glass vendor to use same art as
2014 for wine glass; Respond to winery re: licensure for
2015 event; Update with Zac at Paradigm Agency re: action
items completed for band contract and confirm next steps;
On site at warehouse to accept delivery#1 of bottled water
ready for 1 st JOTM; Phone call MM re: band for AOW and
delivery; Agenda for client meeting on 5/29; Phone call
from Times of Hamilton County; Provide invoice to MM on
full order of logo'd bottled water; Inform vendor we cannot
pay for full order of logo'd bottled water until full shipment is
received; Update team on Chateau de Pique status for
5/28/2015 AOW 3.25 $276.25
Social media for the week of 5/25-5/29; Client meeting;
Meeting with Scott from Peace Water Winery; Logistics
5/29/2015 planning for AOW; Count T-shirts leftover from 2014 4.5 $382.50
6 of 7
2015048 City of Carmel detailed activity
Process and verify Facebook ad buy completed during
month of May; Follow-up with credit/debit card vendor and
re-request hard costs; Review updated Artomobilia promo
video and send feedback to ML and NH that all my
feedback has been provided and approval is theirs to
5/31/2015 producer 1 $85.00
TOTAL $9,987.50
7 of 7
2015048 City of Carmel detailed activity
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))
07/27/15 2015048 $9,987.50
1 hereby certify that the attached invoice(s), or bill(s), is(are)true and correct and I have audited same in accordance
with IC 5-11-10-1.6
, 20
Clerk-Treasurer
VOUCHER NO. WARRANT NO.
Victory Sun, Inc. ALLOWED 20
Vanessa Stiles
IN SUM OF$
P. O. Box 199114
Indianapolis, IN 46219
$9,987.50
ON ACCOUNT OF APPROPRIATION FOR
Community Relations
PO#/Dept. INVOICE NO. ACCT#/-rITLE AMOUNT Board Members
32716 I 2015048 I 43-590.03 I $9,987.50 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,A gust 10, 2015
i
Director, Community Relations/Economic Development
Title
Cost distribution ledger classification if
claim paid motor vehicle highway fund