HomeMy WebLinkAbout250892 10/21/15 CITY OF CARMEL, INDIANA VENDOR: 363028
�/ ONE CIVIC SQUARE VICTORY SUN INC CHECK AMOUNT: $*****8,1 17.50*
CARMEL, INDIANA 46032 PO Box 199114 CHECK NUMBER: 250892
=+.y,�TON�r INDIANAPOLIS IN 46219 CHECK DATE: 10/21/15
DEPARTMENT ACCOUNT PO NUMBER INVOICE NUMBER AMOUNT DESCRIPTION
1203 4359003 32716 2015058 8,117.50 EVENT PLANNING AD&D
'VICTORY SUN
P R ADVERTISI NG EVENTS
INVOICE NO. 2015058 INVOICE DATE: 10/18/2015
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
June 1-30, 2015 Relations for description $8,117.50
INVOICE TUTALI $8,117M
Thank you for choosing Victory Sun.
Winning relationships make you THE star.
2015058
Activity Description Victory Sun, Inc.
Date Activity Hours Total
Lunch meeting with Andrea Peterson from Indiana
Farmers Mutual Insurance Company; Return John
Leonard phone calls re:Artomobilia and review
information re: stages for AAA Hoosier;Volunteer
recruitment and confirmations re:AOW; Work with Blu
6/1/2015 Moon on being on site for AOW 2.75 $233.75
Phone call to vendor re: CC/ATM abilities at events-hard
costs needed; Contact IREF re: Set-up at AOW; Compile
bid information for glasses/bottled water and wristbands
and send to MM; Reply to media inquiry about AOW;
Volunteer placement assignments AOW; Review and
6/2/2015 approve wine glass art 2.25 $191.25
Phone call with MM re:AOW as per Mayor's questions;
6/4/2015 Agenda for client meeting on 6/5 1 $85.00
Social media for CA&DD for week of 6/1 -6/5; Client
meeting; Meet John at warehouse for Artomobilia item
pick up from storage; Phone call with Turtle Run Winery;
Confirm details with Indiana Framers for JOTM on 6/6;
6/5/2015 Follow-up with Bib's re: serving outside for AOW 4.75 $403.75
6/6/2015 Serve on site at Jazz on the Monon 6.5 $552.50
Provide Amanda at Bub's details on AOW for outside
6/7/2015 service to guests 0.25 $21.25
Provide team with documentation from wineries who sent
in paperwork; Confirm upcoming JOTM art with Current;
Volunteer recruitment for AOW video meeting;AOW art
direction re: poster; Phone call with Crush & Brew for
AOW; Research on Judah &The Lion and start writing
news release; Initial contact-with Indy Star re: sponsorship
interest in AOW; Contact Judah &The Lion management
re: additional photos and updated to their tour schedule to
6/8/2015 include the AOW event date 2.75 $233.75
Phone call with MM re:AOW and Artomobilia; Work with
PRSSA student group; Email information to new winery
(Heagy); Provide ad copy to WTTS re: end of June spot
and determine if they.added Judah &The Lion to playlist;
Volunteer plan of action as per unsure of 3rd PRSSA
6/9/2015 group for POP location 1.75 $148.75
1 of 4
2015058 City of Carmel detailed activity
Lion; Send news release to MM for approval and notes on
formatting of news release; Phone call with MM re:AOW
(band and participating restaurants coming to streets) ;
Communicate with wineries re: helpful hints for AOW;
Review WTTS spot and send to MM for approval;Art
direction to designer for Do317 ads for AOW; Provide
mortgage company sponsorship inquiry to John Leonard
re:Artomobilia; Send AOW sponsorship packet to
mortgage company requesting information on a booth at
6/10/2015 event 5.75 $488.75
Respond to The Warehouse request for meeting re:
summer promotion and partnerships; Compile logistics
chart for AOW and prepare agenda for 6/12 client
meeting; Respond to winery questions; Contact Bub's re:
possible to provide ice as revenue generator at AOW;
Emails with IUHNH re: vouchers for AOW and quote for
6/11/2015 media; Follow-up with Bazbeaux re:AOW 4 $340.00
Client meeting; Winery placement draft for AOW; re-size
2014 photos and save to file for use in promoting AOW on
social media; Meeting with Blair and Heather re: The
Warehouse; Social Media on behalf of CA&DD for week of
6/12/2015 6/8-6/12 6.75 $573.75
Provide approval from client to WTTS for June
6/14/2015 commercial 0.25 $21.25
Send Judah &The Lion news release to Indiana, OH, KY,
IL, MI news media with special pitches to Cleveland area
as per their touring schedule; Work on AOW map edits to
send to graphic designer, scan and send to graphic
designer; Phone call Heagy Winery; Confirm ad art with
6/15/2015 Current 5.5 $467.50
Respond to IUHNH's request for pocket calendars; Follow-
up with WTTS and Do317 re: status of contests; Phone
call with Indy Star re:AOW sponsorship; Develop$1,500
sponsor package for Indy Star and send to their marketing
team for review; Review Do317 banner ad DRAFT for
AOW from graphic designer and confirm use of photo
from Judah &The Lion management; Provide graphic
designers with photos for use on AOW website and
changes to AOW map from 2014 to 2015 to date to start
6/16/2015 map for event 3 $255.00
Duane Burkhardt phone call; Follow-up with Indiana
Farmers re: needs for upcoming JOTM; Review all Do317
banner ads and provide edits; Email Edwin the Duck for
dressing room for the band; Logistics on wine glass
delivery as per phone call from UPS freight; Follow-up
with Bazbeaux re:AOW; Follow-up with band Oferle to
6/17/2015 play in Sophia Square 2 $170.00
2 of 4
2015058 City of Carmel detailed activity
Social media posting for Mudbugs related to JOTM special
offer; Meeting for 2016 planning with Office of Community
Relations team; Review Judah &The Lion contract and
contact the band to confirm backline requirements; Drop
pocket calendars to IUHNH marketing department; On site
to accept delivery of wine glasses; Email wineries with
reminders for AOW; Follow-up with WZPL re: status of
6/18/2015 Dining Out for Pink 6 $510.00
Prepare agenda for client meeting; Client meeting; Social
media on behalf of CA&DD 6/15-6/19; Follow-up with
bottled water vendor re: next delivery date; Provide MM
draft of email to be sent to District businesses to plug and
inform on summer activities coming up; Provide MM with
invoice for wine glasses delivered and details on invoice
itemization; Re-send Judah &The Lion email from 4/28
outlining that band will not be paid a deposit but paid on
the night of performance as per City's policy to pay only
once services are received; Survey 2nd Av for possibility
6/19/2015 of winery placement 4.75 $403.75
Arrive on site to ensure Indiana Farmers Mutual Insurance
6/20/2015 Company is set-up smoothly for JOTM 1.5 $127.50
Meet with MM and NH re AOW 2015; Create labels to
send pocket calendars to wineries; Phone call Scott from
6/22/2015 Huber's Winery and follow-up email to him 2.25 $191.25
Provide Artomobilia team with edits to ADESA
announcement; Meeting DM and ML re: 2016 planning;
Emails to AOW wineries and volunteers; HCHD paperwork
for AOW event completed and submitted; Coordinate on-
site visit to Sophia Square with Oferle; Web copy and
6/23/2015 photo for Oferle 4 $340.00
Phone call MM re: JOTM parking for Indiana Farmers;
Provide wineries with additional information and continue
volunteer recruitment/confirmation; Provide Peace Water
Winery with detailed logistics confirmation for AOW; Send
approved banner ads to Do317 for month of July; Begin
initial order with PTR for AOW; Confirm Oferle for on site
visit to Sophia Square, send them map and parking
directions; Review AOW poster draft; Respond to DM
6/24/2015 email related to planning for 2016 3.25 $276.25
Write WTTS script for Judah &The Lion AOW call to
action; Meet delivery person at warehouse for final water
delivery; Walk through CA&DD to confirm plan of action
for power and generators, cable ramps needed for AOW;
Stuff envelopes with pocket calendars for wineries;
Request graphic designers re-size one banner ad for
6/25/20151 Do317 as per their change in size 1 6 $510.00
3of4
2015058 City of Carmel detailed activity
Social media for CA&DD for week of 6/22-6/26; Agenda
for client meeting Client meeting; Send MM invoice for
Do317 media buy completed during June; Phone call MM
JOTM bike rack placement and ice for AOW;
Communication with wineries and volunteers;Art direction
to graphic designer re: upcoming Current ads; Order
wristbands and small order of T shirts for AOW; Provide
6/26/2015 Do317 with updated banner ad needed for re-size 6.5 $552.50
On-site for JOTM and walk through Sophia Square venue
with the band Oferle so they know where they are playing
6/27/2015 at AOW 6 $510.00
Respond to special requests from AOW volunteer;
Complete paperwork for Hamilton County Health Dept. re:
AOW full list of restaurants participating, scan and send to
HCHD; Phone call with Judah &The Lion management
and provide results of phone call to MM; Follow-up with
bottle water vendor re: delivery complete send invoice for
processing; Confirm with Current that ad art coming for
gallery walk and AOW; Follow-up with MM re: action taken
at JOTM on Saturday with towels and supplies; Provide
MM with numbers related to fliers to print; Provide
videographer guidelines for AOW; Review draft of Current
AOW ad; Confirm wristband color and final T-shirt order;
Review materials sent by Adam (Judah &The Lion tour
6/29/2015 manager)and send tech info to MM to send to Kyle 3.75 $318.75
Design vouchers1or Indiana Farmers for AOW; Provide
MM with bottled water invoice and event allocation if
needed for budget breakdown; Follow up with Current and
MM re: status of Gallery Walk ad; Re-send web copy not
yet posted for AOW to graphic designers; Update AOW
DOE timeline with band arrival and set time info; Provide
John Leonard with Artomobilia exhibitor contact
6/30/2015 information who called CA&DD office 2.25 $191.25
TOTAL $8,117.50
4of4
2015058 City of Carmel detailed activity
VOUCHER NO. WARRANT NO.
Victory Sun, Inc. ALLOWED 20
Vanessa Stiles
IN SUM OF$
P. O. Box 199114
Indianapolis, IN 4
46219
9
$8,117.50
ON ACCOUNT OF APPROPRIATION FOR
Community Relations
PO#/Dept. INVOICE NO. ACCT#lrITLE AMOUNT Board Members
31757 I 2015058 I 43-590.03 I $8,117.50 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
l which charge is made were ordered and
received except
Monday, October 19,2015
Director,Community 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))
10/18/15 2015058 $8,117.50
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