252426 1 2/08/1 5 Q
CITY OF CARMEL, INDIANA VENDOR: 363028
ONE CIVIC SQUARE VICTORY SUN INC CHECKAMOUNT: $****11,220.00*
CARMEL, INDIANA 46032 PO Box 199114 CHECK NUMBER: 252426
INDIANAPOLIS IN 46219 CHECK DATE: 12/08/15
DEPARTMENT ACCOUNT PO NUMBER INVOICE NUMBER AMOUNT DESCRIPTION
1203 4359003 32716 2015069 11,220.00 EVENT PLANNING AD&D
C
PR ADVERTISING EVENTS
INVOICE NO. 2015069 INVOICE DATE: 12/2/2015
Victory Sun Inc.
Vanessa Stiles
PO Box 199114
Indianapolis, IN 46219
317.696.7102
Ap
propriation #1203-43559003
PO # 32716
INVOICE TO: Megan McVicker
City of Carmel
One Civic Square
Carmel, Indiana 46032
DATE ACTIVITY DESCRIPTION COST
Event Management and PuBTi-c See detailed activity sheet
July 2015 Relations for description $11,220.00
Thank you for choosing Victory Sun.
Winning relationships make you THE star.
2015069
Activity Description Victory Sun, Inc.
Date Activity Hours Total
Phone call from Oktoberfest vendor; Copy and cut AOW
vouchers for sponsors and deliver to them; Package
posters and flyers for wineries; Follow-up with Edwin the
Duck re: dressing room for AOW band; Send COI to P&P
golf cart; Email wineries to let them know posters and
fliers are coming their way; Volunteer recruitment and
7/1/2015 confirmation AOW 4.5 $382.50
Phone call with Holtkamp Winery; Email to Melanie L. re:
viewing party call out from Indy Star re: Women's World
Cup and research Indy Eleven and Indy tweets for any
indication of viewing party planned and provide info to
DM, ML and NH; Review data from 2014 contests stats for
50+ miles out for CA&DD promotions on radio give aways
and send to MM; Update winery documents with expected
attendance for AOW; Email Indiana Framers about items
dropped off at their office; Email HRamsey re: Warehouse
promotions outlined for AOW; Provide feedback to team
on planning for 2016 and firm definitions to provide to
7/2/2015 Pedcor if City Center used for any planning purposes 2 $170.00
7/3/2015 Social media for week of 6/29-7/3 2 $170.00
Email WTTS rep re: AOW concert connection listing and
script for AOW spot; Send Madison County Winery COI to
7/5/2015 MM; Volunteer confirmation and recruitment for AOW 0.75 $63.75
Schedule and set-up Facebook buy for AOW; Phone call
with Holtkamp again; Proof AOW map and send to graphic
designer with edits; Re-send AOW fact sheet and photos
to Indy Star for Things to Do section on weekend of event;
Review/proof banner and send feedback to MM; Provide
audio tech info to Oferle re: AOW performance; Work with
WTTS on band song to use for on air spot; Confirm W FYI
buy and on-air copy for week of AOW; Confirm ad art to
be used for Current AOW ad coming up; Investigate status
of Briali Winery for AOW with everyone on the team;
7/6/2015 Volunteer confirmations for AOW 4.75 $403.75
Work with Party Time rental on order for AOW; Staffing,
volunteer assignments, day of event timeline for AOW;
Call Briali Winery; Provide details to Amy at Edwin the
Duck re: hosting the AOW band; Update DOE timeline
with Edwin the Duck information; Confirm IREF for set-up
7/7/2015 work crew at AOW and send map to work site 1 -3.251 $276.25
1 of 5
2015069 City of Carmel detailed activity
Pull volunteer report from Eventbrite; Contact Mike
Polston from PedCor re: golf carts in IDC garage before
and after AOW; Review and approve WTTS invoice for
June schedule completed; Investigate deli tray options for
AOW band hospitality rider; Audit WTTS concert
connection website to confirm band info for AOW there;
Confirm P&P golf cart delivery for 7/17; Coordinate
training time for PRSSA students at AOW point of
7/8/2015 purchase locations; Work with MM re: Bruce and ice 3 $255.00
Add Tina's and Madison County to AOW map; Phone call
with MM re AOW and media info and email her complete
schedule for the year; Send load-in instructions to Indiana
Farmers for AOW; Audit AOW micro site for missing
winery on list; Develop agenda for 7/10 client meeting;
Send reminder to graphic designer and MM re: upcoming
JOTM ad due on 7/14; Edit and add to DOE timeline for
AOW; Phone calls and emails with Judah &the Lion
management to confirm signed contract and clarify
payment process; Review WTTS AOW radio spot and
send to client for approval; Provide approval on wristband
art to vendor; Confirm electric with Oliver Winery as per
their inquiry; Update and edit load in letters to wineries;
Provide updates/edits to Party Time Rental order and work
with them in regard to load-in and set-up time as per late
road closure; Investigate ice options as per Bruce's"no"on
selling ice at AOW; Send MM licensure and COI from
7/9/2015 Turtle Run Winery; 4.5 $382.50
Client meeting; Map out logistics with team; social media
for week of 7/6-7/10; Respond to Indiana Farmer's
questions about AOW; Answer volunteer questions about
AOW; Provide edits to WTTS on radio spot and confirm
license to use song in spot; Review updated WTTS spot
and obtain approval; Confirm wristband delivery date and
send to MM; Volunteer confirmations, recruitment and
7/10/20151 communications for AOW 7 $595.00
Update AOW fact sheet and send to TV and print media;
Prepare load in maps to be sent to wineries and send to
wineries; Send ADESA announcement re: Artomobilia to
John L.; Social media updates; Respond to Lara at Current
re: status of JOTM ad due on 7/14; Edit and update script
for radio spots to run after AOW and send to rep for
production; Edits to AOW map to graphic designer, review
updates and hand off to MM for final approval; Confirm
7/13/2015 8:30am Party Time Rental start time at AOW 1 4 $340.00
2of5
2015069 City of Carmel detailed activity
On site at CA&DD for week of event prep; Contact all
restaurants re: AOW service; Train PRSSA student for
point of purchase area; Create maps; Update volunteer
descriptions for point of purchase areas; Update day of
event timeline; Social media updates; Review updated
radio spot and send to MM for approval and review;
Update premium product company on status of invoice
processing; Follow-up with wineries re: missing paperwork;
7/14/2015 Confirm ATMs 6.25 $531.25
On site at CA&DD for week of event prep; PRSSA
volunteer training; Social media updates; Load in and out
from warehouse; Walk distance from band dressing room;
Send volunteer confirmations; Meeting with John L. from
Artomobilia; Send approval to WTTS on approved ad to
run after AOW; Visit Joe's to place order for band food at
AOW; Work with Indiana Farmers re: concerns about
warm water; Review updated Party Time Rental order;
Answer questions from volunteers, wineries and CA&DD
restaurants; Email John L. re: The Foolery and Batman for
7/15/2015 Artomobilia 7 $595.00
On site at CA&DD for week of event prep; Organize
supplies; Load in and out of warehouse; Obtain supplies
from retail locations for day of event; Edit day of event
timeline; Provide load in maps to ATM vendor; Provide
directions to band given road closures and construction on
US31; Social media updates; Create no parking signs;
Obtain specific wines to be poured from Crush & Brew and
Vine&Table; Respond to request from City Center related
7/16/2015 to Oktoberfest 7.5 $637.50
On site at CA&DD for event prep; Walk team member
through event footprint for tent set up; Golf cart delivery;
No parking signs in festival area; Social media updates;
Confirm JOTM ad with Lara at Current and MM; Work with
band tour manager re: timing for dinner and sound check
etc.; Map to caricature artists on where to go upon arrival;
Follow up with IUHNH re: inquiry from a hospital
employee; Confirm Oferle load in for Sophia Square
entertainment; Work with band on volunteer who cancelled
for merch; Provide feedback to Jimia at City Center on
7/17/2015 MTM truck for Oktoberfest 9.5 $807.50
Serve as event director on site for AOW; Set-up, teardown
7/18/2015 and event operations 18 $1,530.00
7/18/2015 Full team on site for day of event action items 17 $1,445.00
3of5
2015069 City of Carmel detailed activity
Phone call and emails with Dan M re: planning for 2016;
Phone calls re: pick up golf carts from AOW at IDC;
Phone calls and emails re: materials in Sophia Square
Courtyard not picked up from AOW; Mayor's letter draft to
MM for Artomobilia program; Follow-up Do317 re: AOW
7/20/2015 band 1.25 $106.25
Phone call MM re: AOW follow-up; Provide detailed
feedback to community relations team as related to plans
7/21/2015 for 2016 both tactical and strategic 0.75 $63.75
7/22/2015 Phone call WZPL rep for Dining Out for Pink 0.25 $21.25
August WTTS VIP contest copy written and to rep; Phone
call John L. re: Artomobilia; Agenda for 7/24 client
meeting; Confirm with Roy at Mudbug' that he will run
JOTM free beignets promotion and prepare to promote it
on social media; Connect Indiana Farmer's Mutual
Insurance Company with Porchfest; Review art elements
provided by John L. for Artomobilia poster and send to
graphic designer and MM for review and feedback on next
7/23/2015 steps 2.25 $191.25
Meeting with Carmel team re: 2016 planning; CA&DD
client meeting; Social media for the week of 7/20-7/24;
Send MM Do317 invoice for July to process; Review stage
7/24/2015 procedures with team for JOTM on 7/25 5.75 $488.75
7/25/2015 On site for JOTM 7 $595.00
Write script for August WTTS spot; Phone call with John
L. re: advertising in Current for Artomobilia; Review
wristband invoice for AOW, request change on invoiced
party, obtain updated invoice and send to MM for
7/27/2015 processing 1.5 $127.50
Work on winery survey re: AOW; Edit winery letter; Edit
AOW volunteer letter; Edit Artomobilia website copy and
send to designer; Review Q3 survey previously sent to
businesses; Phone call MM re: Artomobilia, donation to
PRSSA student chapters; AOW follow-up for client
meeting; Thanks yous to AOW volunteers; Send art
elements to MM for archway panel for Artomobilia;
Provide edits to radio spot to run after final JOTM concert;
Request information from John L. re: motorcycles in IDC
in 2015; Send John L. approved letter from Mayor for
Artomobilia program; Listen to updated WTTS radio spot
and send to MM for approval and details about added call
7/28/2015 to action for gallery walks 1 4 $340.00
4of5
2015069 City of Carmel detailed activity
Finalize winery letter with link to survey; Respond to
Smarshalll inquiry about lost keys at 7/25 JOTM; Forward
inquiry from Roy at Mudbugs about parking lot to MM;
Work with Indiana Farmer's on tickets to give away at 8/1
JOTM and reserving their spot in the lot for their branded
tent etc.; Review and approve golf cart invoice from AOW;
Start zip code data entry and analysis from AOW patrons;
Work with web designers on Artomobilia content edits and
live link banner on CA&DD home page; Follow up with
7/29/2015 Indiana Farmers re: interest in sponsoring Oktoberfest 2.5 $212.50
Agenda for client meeting; Emails with Indiana Farmers on
water for 8/1 and any overage they want after the JOTM
series is competed; Request feedback form IUHNH re:
7/30/2015 AOW VIP area and eliminating it 1.25 $106.25
Client meeting and check on JOTM set-up, move bike
rack etc. in prep for 8/1 JOTM; Social media for the week
of 7/27-7/31; Request data from ATMs (Huntington and
Money Matrix)on usage on day of AOW; Follow up with
7/31/2015 MM as per approval on radio spot sent on 7/28 4.5 $382.50
TOTAL $11,220.00
5of5
2015069 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))
12/02/15 2015069 $11,220.00
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
120
Clerk-Treasurer
VOUCHER NO. WARRANT NO.
ALLOWED 20
Victory Sun, Inc.
Vanessa Stiles IN SUM OF $
P. O. Box 199114
Indianapolis, IN 46219
$11,220.00
ON ACCOUNT OF APPROPRIATION FOR
Community Relations
PO#/Dept. INVOICE NO. ACCT#!TITLE AMOUNT Board Members
32716 I 2015069 I 43-590.03 I $11,220.00 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, December 07, 2015
Al
Director, Community Relations/Econo is Development
Title
Cost distribution ledger classification if
claim paid motor vehicle highway fund