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Home My WebLink About252828 12/15/15 1+/r CSA*f! ,>; CITY OF CARMEL, INDIANA VENDOR: 363028 ® _ ONE CIVIC SQUARE VICTORY SUN INC CHECK AMOUNT: $****12,473.75* _� CARMEL, INDIANA 46032 PO BOX 199114 CHECK NUMBER: 252828 9�1,pH.L-0\ INDIANAPOLIS IN 46219 CHECK DATE: 12/15/15 DEPARTMENT ACCOUNT PO NUMBER INVOICE NUMBER AMOUNT DESCRIPTION 1203 4359003 32716 2015080 12,473.75 EVENT PLANNING AD&D / PR ADVERTISING EVENTS INVOICE NO. 2015080 INVOICE DATE: 12/11/2015 Victory Sun Inc. Vanessa Stiles PO Box 199114 Indianapolis, IN 46219 317.696.7102 Appropriation #1203-43559003 PO#32716 INVOICE TO: Megan McVicker City of Carmel One Civic Square Carmel, Indiana 46032 DATE ACTIVITY DESCRIPTION COST Event ManagernFnTand Fullic See detailed activity sheet August and September 2015 Relations for description $12,473.75 INVOICE TOTALI Thank you for choosing Victory Sun. Winning relationships make you THE star. 2015080 Activity Description Victory Sun, Inc. Date Activity Hours Total 8/1/2015 Onsite for JOTM 6.5 $552.50 Phone call with John L. re: Artomobilia A-frames; Email detailed instructions to Indiana Farmers Insurance on where to pick-up water; Emails and phone call to WTTS rep re: August schedule and contests and possible holiday; Email to MM re: status of holidays and determining our next steps; Emails with graphic designers re: Artomobilia printing vendor and ad art; Confirm Integrity Automotive 8/3/2015 will not activate an event during Artomobilia 1.75 $148.75 Research and provide A-frame info to John L. for Artomobilia; Email Indiana Farmers re: quantity of water 8/4/2015 remaining 0.75 $63.75 Review deliverables possible for Dining Out for Pink WZPL promotion; Prepare agenda for 8/6 client meeting; Phone call with MM re: A-frame vendor for John L.; Logo updates to graphic designers for Artomobilia art; Provide graphic designer with banner sizes for Do317 for Artomobilia; Phone call with John L. re: Artomobilia; Review A Classic Artomobilia order for IDC and send feedback re: pick up time; Provide art direction to MM for 8/5/2015 video footage to be shot at Artomobilia 1.25 $106.25 Client meeting; Contact UMC and Monon Shops re: Oktoberfest parking; Provide Sue F. with information on Indiana Farmers sponsorship for CA&DD events to assist with Porchfest possibilities; Request judges/exhibitor quantities from John re: Artomobilia catering; Provide updated Artomobilia media fact sheet to MM for review and approval; Request updates be made to CADD home 8/6/2015 page to web designer 3.00 $255.00 Phone call with SDanbury from WZPL re: Dining Out for Pink; Social media for the week of 8/3-8/7; Complete data compilation and analysis from zip codes at AOW and send 8/7/2015 to MM; Do317 banners reviewed and to MM for approval 2.75 $233.75 Review and approve WTTS invoice; Confirm ad art status 8/10/2015 with Current 0.5 $42.50 Coordinate with Indiana Farmers re: water pick up; Provide an update to MM re: Hamilton County Tourism video tweeted out; Order golf carts for Artomobilia; Send banners to Do317; Update Current on status of art due; 8/11/2015 Prioritize sponsor logos for graphic designer re: ad due 1 $85.00 1 of 6 2015080 City of Carmel detailed activity Send Artomobilia media fact sheet to media; Agenda for 8/13 client meeting; Review Festival Guide listings and email MM with recommendation to renew; Request additional banner from graphic designers for Do317 as per 8/12/2015 their error on sizes provided 2.25 $191.25 Warehouse clear out and client meeting; Review vinyl 8/13/2015 banners for Artomobilia and approve as per sponsor logos 6.25 $531.25 Review photo files, select photos to use for Facebook media buy, schedule Facebook media buy for Artomobilia; Social media for week of 8/10 -8/14; Send preliminary catering needs for Artomobilia to Blu Moon; Send 8/14/2015 confirmation to P&P for Artomobilia golf carts 3 $255.00 Prepare agenda for client meeting on 8/18; Follow-up with UMC and Monon Shops re: parking Oktoberfest; Schedule 8/17/2015 Sept. meeting with WTTS rep; Confirm ad art with Current 1.25 $106.25 Client meeting; Meet Indiana Farmers to pick up water from warehouse; Obtain numbers from independent ATM vendor used at AOW and add to attendance data from the 8/18/2015 event; Confirm Artomobilia media buy on WFYI 4.5 $382.50 Prepare agenda/checklist for meeting with John L. for Artomobilia and meet with John L; Search in archives for 8/19/2015 2014 Artomobilia photos 1.5 $127.50 Phone calls with John L and MM re: load-in maps needed for CPD; Schedule meeting with SDanbury re: Dining Out 8/20/2015 for Pink 0.5 $42.50 Internal team meeting to review checklist for Artomobilia and confirm action items; Meet John L. at warehouse to load out materials; Social media for the week of 8/17-8/21; Request load in and out maps from John L via email and send to MM to provide to CPD; Update Artomobilia DOE 8/21/2015 ltimeline 5.5 $467.50 Respond to inquiry from CADD Huntington Branch 8/22/2015 manager re: Artomobilia questions 0.25 $21.25 Respond to inquiry from Market District re: Oktoberfest; Email CCC on possible sponsors for Oktoberfest and any 8/23/2015 tenant conflicts of interest 0.5 $42.50 2of6 2015080 City of Carmel detailed activity Send MM Do317 invoice for August media buy; Prepare email for restaurants and form for Dining Out for Pink; Edit and update Artomobilia day of event timeline; Request zip codes from Do317 from contests run during the summer for data analysis; Request date for Uncork the Uplands from Scott at Huber Winery; Follow-up with PRSSA chapters re: sponsorship for volunteering at AOW; Confirm with Pedcor re: golf carts in garage when 8/24/2015 delivered and after event Monday pick up 3.25 $276.25 Provide updates to Party Time Rental and A Classic orders for Artomobilia; Phone call with MM re: Batmobile, PRSSA, Pedcor/Artomobilia, Dining Out for Pink; Confirm judges breakfast total with John L. for Artomobilia; Confirm 8/25/2015 port-o-let locations with MM 2.5 $212.50 Onsite at CADD office for week of event action items; Phone calls and emails with Party Time Rental; Phone calls and emails with A classic; Make no parking signs; Meet with John L.; Measure IDC to confirm stage size; Review and approve A Classic and Party Time Rental 8/26/2015 orders; Confirm adjustments to golf cart order with vendor 6 $510.00 Onsite at CADD office for week of event action items; Edits and updates to DOE timeline for Artomobilia; Scout Carmel Elementary School for placement of 20x10 tent for Artomobilia; Meeting with SDanbury from WZPL re: Dining out for Pink; Meeting at Carmel City Center re: Oktoberfest ; Phone call with KP re: ATC needs for 8/27/2015 Carmel on Canvas 7.5 $637.50 Onsite at CADD for week of event action items; Put up no parking signs; Accept A Classic delivery; Golf car delivery; Final DOE timeline edits; Phone call and email SDanbury re: Carmel Schools fall break dates re: Dining Out for Pink; Send KP Crush & Brew contact info; Social media for the week of 8/24-8/29; Provide direction to photographer on award ceremony at Artomobilia and key 8/28/2015 photo opps 9.5 $807.50 Event director on site for event; Set-up, event 8/29/2015 management teardown, clean up 14 $1,190.00 Full team on site for day of event action items; Set-up 8/29/2015 teardown, clean up 13 $1,105.00 Phone call with John L re: contact with A Classic needed from Saturday Artomobilia pick up; Email Pedcor re: suspicious teen activity at IDC garage on Saturday 8/31/2015 evening after Artomobilia; Send ADESA photo to John L 0.5 $42.50 3of6 2015080 City of Carmel detailed activity Meeting with WTTS rep; Meeting MM; HCHD and BPW forms for Oktoberfest completed; Drop off BPW request at City Hall for Oktoberfest; Follow-up UMC and Monon Shops re: Oktoberfest parking; Email WFYI re: use 5 :10 free spots from Winefest sponsorship for September gallery walk promotion; Send MM PRSSA invoices; Send MM Blu Moon invoice for Artomobilia; Coordinate with 9/1/2015 John L. re: getting an archway panel to him 3.75 $318.75 Email specific asks to Blu Moon and Mudbugs re: Dining Out for Pink; Start spreadsheet to track Dining Out for Pink participating restaurants; Send SDanbury from WZPL status of restaurants and gift card information; Confirm 9/2/2015 with HCHD forms received for Oktoberfest 1.25 $106.25 Obtain instructions from MM re: No Parking Signs for Porchfest; Continue emails to restaurants with specific ask 9/3/2015 to participate in Dining Out for Pink 1.25 $106.25 9/4/2015 Social media 8/31 - 9/4; Phone call with MM re: Porchfest 2.5 $212.50 Email reply to Scotty's re: Dining Out for Pink; Request SDanbury at WZPL assistance with Scotty's request re: 9/7/2015 Dining Out for Pink 0.25 $21.25 Schedule meeting with WZPL sales rep to review Q4 opportunities; Follow-up with Greek's re: Dining Out for 9/8/2015 Pink promotion 0.25 $21.25 Provide feedback to NH re: color run; Provide list of deliverables to IUHNH for sponsorship; Confirm with John 9/9/2015 L. on 2016 date for Artomobilia 0.5 $42.50 Communicate with MM and NH re: status of IUHNH and looking ahead for the next 3 years in re: their sponsorship; Provide MM dates for festival guide; Work with MM and John L re: storage for Artomobilia resources; Follow-up 9/10/2015 with UMC and Monon Shops re: Oktoberfest parking 1 $85.00 Drop off archway panel to John L. from Artomobilia; WZPL representative meeting; No Parking Sings set up for 9/11/2015 Porchfest; Social media 9/7-9/11 6.75 $573.75 Phone call and emails to Kelli P re: website changes for Oktoberfest page; Confirm eateries to include on 9/14/2015 Oktoberfest sheet to submit to HCHD 1 $85.00 Review and approve vendor invoices for processing; Review notes from Dan M. re: 2016 planning and provide feedback on updated plan of action; Send Jimia map for 9/15/2015 H&C to submit to ATC for extended licensure 1 $85.00 4of6 2015080 City of Carmel detailed activity Provide updates to PRSSA chapters from AOW to expect 9/16/2015 sponsorship support by 9/21 0.25 $21.25 Information to WTTS re: Oktoberfest for TTD page; Phone call Dave Swanson re: reserve a table for Polkaboy/Oktoberfest 60th birthday; Phone call with HCHD and list compiled of vendors to serve on site at Oktoberfest created, scanned and sent to HCHD; Phone call with Stacie D at WZPL re: Dining Out for Pink list of restaurants deadline and send her the CA&DD logo for website; Confirm Greeks for Dining Out for Pink; Follow up 9/17/2015 with Monon Shops re: Oktoberfest parking 2.25 $191.25 Write/edit Oktoberfest news release and send to ML; Social media for 9/14-9/18; Follow-up phone call with Dave S. re: Oktoberfest table reserved; Emails with Party 9/18/2015 Time Rental re: Oktoberfest order 2.5 $212.50 Order Oktoberfest generator; Email direction and deadlines to website designer re: Dining Out for Pink; Update logistics/ATC map as per MTM and Langston's for Oktoberfest; Phone call Party Time Rental re: Oktoberfest order status; Edit DOE timeline for Oktoberfest; Follow up UMC re: Parking Oktoberfest; Confirm H&C can use beer truck for Oktoberfest vs. tent; Edits to Oktoberfest consumer map and send to ML and NH for review and feedback; Email Pedcor team example of invoice for processing Polkaboy check; Send Oktoberfest consumer 9/21/2015 map to graphic designer for initial updates 2.75 $233.75 Phone call to Vivian re: Oktoberfest parking at Monon Shops; Develop agenda for 9/23 Oktoberfest meeting with City Center; Phone call with MM re: holiday advertising needs; Update SDanbury at WZPL re: Dining Out for Pink deliverables from CA&DD; Confirm status of ATM signage 9/22/2015 with CCC team; Update DOE timeline for Oktoberfest 2.25 $191.25 Begin developing holidays advertising opportunities based on budget provided; Phone call to ML re: Oktoberfest press release and ad; Emails to WZPL re: Jingle Jam possibility for 2 tickets stops; Follow-up with Blu Moon re: being part of Oktoberfest; Follow-up with Monon Shops re: 9/23/2015 Parking Oktoberfest 1.25 $106.25 Phone call with Jimia S. re: status of Oktoberfest ad; Agenda for client meeting on 9/25; Edit updated Oktoberfest news release and respond to ML ; Review Oktoberfest Current ad artwork and provide edits to ML; Additional edits to graphic designer for Oktoberfest consumer map; Confirm delivery with Sunbelt; Provide action items to team to date on attempts to secure UMC parking for Oktoberfest; Provide Sunbelt quote to NH and 9/24/2015 ML re: Oktoberfest 2.25 $191.25 5of6 2015080 City of Carmel detailed activity Pick up Oktoberfest supplies from City Hall; Client meeting; Oktoberfest meeting with City Center team; Social media 9/21-9/25; Measure area at CCC for beer truck; Final review and approval on Oktoberfest consumer 9/25/2015 map 5.25 $446.25 Polkaboy phone call re: stage covered or not at Oktoberfest; Make No Parking signs for Oktoberfest; Request WZPL create a flyer for Dining Out for Pink for CA&DD use; Work on budget for holidays media buy; Confirm with P&P all contact info for delivery and invoice submission for Oktoberfest; Send updates to ML re: sponsor banner for Oktoberfest should we order one; Confirm Oktoberfest details and needs with street department; Develop and send map to all vendors re: deliveries for Oktoberfest; Confirm details with law firm re: VIP seating and area at Oktoberfest; Send Party Time 9/28/2015 Rental updates/changes to order for Oktoberfest 4 $340.00 Review Oktoberfest order from Party Time Rental; Send load in info to Jimia S to provide to CCC participants; Request additional No Parking signs from MM and make them for Oktoberfest; Confirm with Pedcor team on turning fountain off at noon for Oktoberfest; Confirm order for heaters with Sunbelt; Confirm band list with Polkaboy for parking at CCC for Oktoberfest: respond to vendor inquiry 9/29/2015 on amount of crowd to expect 2.5 $212.50 Eclit flyer provided y or Dining Out for PinK; Return phone call from winery requesting to be at Oktoberfest; Respond to request from IUHNH for 2016 invoice for sponsorship, create invoice for 2016 sponsorship and send to MM for review and approval; Work with SDanbury at WZPL on gift cards from restaurants to be used in Dining Out for Pink promotion on radio stations; Finalize vendor map and instructions to vendors for Oktoberfest; Work with Sgt. Mabie re: electronic sign for traffic control for Oktoberfest; Remind CCC team that they do not allow for street closure until 1 pm and therefore beer trucks until after 1 pm.; Make additions to list CCC team provides to security to allow to 9/30/2015 park on site 2.75 $233.75 TOTAL $12,473.75 6of6 2015080 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)) 12/11/15 2015080 $12,473.75 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. ALLOWED 20 Victory Sun, Inc. Vanessa Stiles IN SUM OF $ P. O. Box 199114 Indianapolis, IN 46219 $12,473.75 ON ACCOUNT OF APPROPRIATION FOR Community Relations PO#/Dept. INVOICE NO. ACCT#/TITLE AMOUNT Board Members 32716 I 2015080 I 43-590.03 I $12,473.75 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 14,2015 i Director, Community Relations/Ecor4lir, Developmen Title Cost distribution ledger classification if claim paid motor vehicle highway fund