HomeMy WebLinkAbout253995 01/26/16 w<<�q
CITY OF CARMEL, INDIANA VENDOR: 363028
`/ `�\. CHECK AMOUNT: $*****7,522.50*
4` ® a ONE CIVIC SQUARE VOIBTOX 199114
14 INC CHECK NUMBER: 253995
CARMEL, INDIANA 46032 INDIANAPOLIS IN 46219
"'';;TON-�°` CHECK DATE: 01/26/16
DEPARTMENT ACCOUNT PO NUMBER INVOICE NUMBER AMOUNT DESCRIPTION
1203 R4359003 32716 2016002 7,219.44 EVENT PLANNING AD&D
1203 4359003 33602 2016002 303.06 EVENT PLANING
VICTORY SUN
PR ADVERTISING EVENTS
INVOICE NO. 2016002 INVOICE DATE: 1 /11/2016
Victory Sun Inc.
Vanessa Stiles
PO Box 199114
Indianapolis, IN 46219
3 17.6 96.71 02
INVOICE TO: Megan McVicker
City of Carmel
One Civic Square
Carmel, Indiana 46032
DATE ACTIVITY DESCRIPTION COST
October through ecem er Event Management, Public See detailed activity sheet
2015 Relations and Advertising for description $7,522.50
INVOICE TO I ALI
Thank you for choosing Victory Sun.
Winning relationships make you THE star.
4, Z-71
363. o6 — 6L --u Pot 330-Z
2015084
Activity Description Victory Sun, Inc.
Date Activity Hours Total
Email CCC team timeline of action items for Thursday and
Friday; Cancel 30x30 for stage at Oktoberfest; Phone calls
with MM and ML re: Oktoberfest signage; Phone call to
volunteer who called City Hall; Set-up No Parking signs;
Add 30 chairs set-up for InCycle to day of event timeline;
Emails with WZPL re: gift cards from restaurants re:
Dining Out for Life; Email map to Party Time Rental for
Oktoberfest delivery; Confirm electronic traffic sign copy
10/1/2015 with CPD 4.5 $382.50
On site for Oktoberfest event direction; CADD social
media for week of 9/28-10/2; Edit to WZPL re: flyer for
10/2/2015 Dining Out for Life 11.5 $977.50
Full support team on site for Oktoberfest set-up, shuttle,
10/2/2015 teardown, clean-up 4.5 $382.50
Phone call with MM re: gallery walk photo opp,Artomobilia
storage; Dining Out for Pink copy for website; Request
10/5/2015 gallery walk on air reads from W FYI 1.25 $106.25
Phone call to Joy at IUHNH re: multi-year commitment for
10/6/2015 sponsorship 0.25 $21.25
Emails with MM and WZPL re: gift card pick up available
for Dining Out for Pink promotion; Request status of
holiday music channel status from WTTS; Review and
approve invoice re: Oktoberfest golf carts; Calculate
estimated crowd at Oktoberfest and send information to
CCC team, ML and NH; Provide possible dates to ML and
10/7/2015 NH to schedule Oktoberfest for 2016 1.50 $127.50
Agenda for client meeting on 10/9; Phone call John L. re:
Artomobilia storage; Obtain items for Dining Out for Pink
photo opp at gallery walk to promote Dining Out for Pink;
listen to Dining Out for Pink on air spot and send to client
for review; Send logos and art direction affiliated with
Dining Out for Pink to web designer; Phone call with
10/8/2015 WZPL re: Indy Style morning TV opportunity 1.75 $148.75
Client meeting; Social media for CADD week of 10/5-10/9;
Coordinate with WZPL, IUHNH PR and Muldoon's re:
Current interview re: Dining Out for Pink; Coordinate gift
cards from Muldoon's to WZPL; Provide MM with stats
10/9/2015 affiliated with WTTS holiday music channel 4 $340.00
Promote Dining Out for Pink at gallery Walk photo opp
10/10/20151 area, take photos, share photos on social media 4.5 $382.50
1 of 5
2016002 City of Carmel detailed activity
Continue to develop plan of action for holiday media buy;
Update all restaurants participating in Dining Our for Pink
on promotions that are live; Review and approve Party
10/12/2015 Time Rental invoice from Oktoberfest 1.25 $106.25
10/13/2015 Respond to Mudbugs questions about Dining Out for Pink 0.5 $42.50
Provide status update to WZPL and WTTS on holiday
media buy; Provide WZPL with status update on Dining
10/14/2015 Out for Pink promotion 0.5 $42.50
Review draft of Dining Out for Pink page on CADD
10/15/2015 website and provide edits to designer 0.25 $21.25
Confirm and coordinate morning show restaurant delivery
to WZPL for 10/21; Provide graphic designer with art
direction for 11x17 posters to go into Dining Out for Pink
participating restaurants; Confirm negotiated CD sampler
pick up location in CADD as part of WTTS holiday buy;
10/16/2015 Emails with WZPL to meet budget for holiday buy 1.5 $127.50
Coordinate with Blu Moon via email on delivery to WZPL;
Confirm details with WTTS re: holidays and request all
negotiated items in writing; Respond to email from WZPL
10/18/2015 negotiating holidays; Email Sunbelt re: heaters off invoice 0.75 $63.75
Re-trace details with WZPL re: holiday partnerships and
buys and request that sales rep put all new information for
modified buy in one document; Finalize numbers of people
to feed for WZPL Dining Out for Pink promo delivery to
WZPL; Provide WTTS with resources and answer
questions related to holidays media buy and promotions;
10/19/2015 Edit Dining Out for pink news release 1.5 $127.50
Follow-up with WFYI re: on air reads completed in October
or not as requested; Negotiate for additional reads for
November gallery walk as per October error on traffic
schedule; Confirm with Blu Moon for early morning pick up
to radio station; Emails with team to set a meeting for
10/20/2015 2016 planning 1 $85.00
Pick up and drop off food from Blu Moon to be delivered to
WZPL and 107.9 The Mix morning shows(Dining Out for
Pink promotion); Emails with WZPL re: how restaurants
should make checks payable and request-information on
10/21/2015 how gift cards are being given away 1.5 $127.50
2of5
2016002 City of Carmel detailed activity
Phone call and emails with MM re: garage status, WTTS
status and action items for holiday promotions; Phone call
to Stacy at Old Town on the Monon re: garage rental for
Artomobilia and email connecting Stacy and John L;
Follow-up emails to all participating restaurants re: Dining
Out for Pink; Emails with restaurants re: Dining Out for
10/23/2015 Pink 1.75 $148.75
Request tax id number from WZPL for non-profit
benefiting from Dining Out for Pink and send the IN to
10/26/2015 restaurants as requested 0.5 $42.50
Call and email B105 sales rep re: status of holiday media
buy; Meeting with WTTS sales rep re: details on
negotiated added value promotions for holiday; Phone
call MM re: deadlines related to WTTS deadlines and
billing; Follow-up phone call to WTTS representative to
confirm billing; Email with Joe form Mike&Joe re: playing
10/27/2015 any CADD 2016 events 1.5 $127.50
10/28/2015 Client meeting re: 2016 planning 1 $85.00
10/29/2015 Write copy for:15 and :30 spots to be produced by WTTS 1 $85.00
CADD social media for week of 10/26-10/30; Meet MM at
garage; Email to ML and MM re: festival listing edit for.
10/30/2015 festivals publication 2.25 $191.25
Assist John L in transferring Artomobilia materials to
CADD garage; Phone call with Polkaboy re: 2016
Oktoberfest and review emails sent to ML and NH re:
Oktoberfest; WTTS commercial scripts for:15 and :30
edits and send to sales rep for production; Follow-up with
WZPL re: status of checks ready for pick up; Zip code - - --
11/2/2015 analysis from WTTS summer contests 4.25 $361.25 _
Phone call to WZPL rep re: holidaysincarmel.com; Email
to MM re: breakdown of negotiated WZPL holidays buy
status and,details for review and approval; Budget edits
for 2016 planning and complete action items from
11/3/2015 meeting; Provide ML with HCHD contact info 1.75 $148.75
Follow-up with Joy at IUHNH via phone and email re: multi-
year and/or increase of sponsorship; Review
holidaysincarmel.com banner art to be used in promotions
and provide feedback to designer and MM; Review copy
related to Bath Junkie WZPL Jingle Jam ticket stop promo
read and provide edit to include holidaysincamrel.com;
Follow-up with MM re: IUHNH invoice for approval; Obtain
final/approved JPG banner art re: holidaysincarmel.com
11/4/2015 and send to WTTS 1 1.75 $148.75
3of5
2016002 City of Carmel detailed activity
Follow-up with Greeks and Blu Monon re: Dining Out for
11/5/2015 Pink; Agenda for 11/6 client meeting; Phone call Polkaboy 1.25 $106.25
Social media for 11/2-11/6; Client meeting; Review WTTS
produced spots and send to client for final approval; Work
with WZPL to confirm ticket stop pick up promo and
11/6/2015 location contact 3.25 $276.25
Phone call wit WTTS rep re: co-branded logo and URL
use and CD sampler promotion; Provide MM with co-
11/9/2015 branded music channel art and feedback 0.75 $63.75
Obtain approval on co=branded WTTS music channel art
and send to WTTS rep approval, request edit to :30
produced spot; Emails to WZPL re: status of check pick up
for Dining Out for Pink from restaurants; Emails with City
Center in re: confirming and connecting with Bath Junkie
11/11/2015 for WZPL Jingle Jam ticket stop 1 $85.00
Phone call and email to WZPL re: details with Bath Junkie
for ticket stop and connect WZPL promotions with WZPL
11/12/2015 via email 1 0.25 $21.25
Social media for 11/9-11/13; Confirm with WZPL that their
vehicle will be parked near Bath Junkie store and not on
Range Line Road; Send WZPL holidaysincarmel logo art;
Provide art direction to WZPL for banner ribbon board to
play at Jingle Jam concert; Send link to holiday music
11/13/2015 channel to MM 2.5 $212.50
Send WZPL Jingle Jam social media information to City
11/15/2015 Center and Bath Junkie for posts etc. 0.25 $21.25
Obtain approval from WZPL for City Center to include
Jingle Jam ticket pick up in a holiday.related news release;
Provide WTTS with URL info and copy for CD sampler
pick up location page; Connect WTTS representative with
The Foolery to coordinate CD drop off for WTTS CD-
11/16/2015 Sampler promo to come in store 0.75 $63.75
WTTS and WZPL scheduling for holidaysincarmel.com
spots; Coordinate approval on City Center news release
with WZPL; Contact 8105 re: no room in budget for 2015;
11/17/2015 Follow-up with Greeks re: Dining Out for Pink 1.75 $148.75
11/18/2015 Email CCC team info on holidays!ncarmel.com promotions 0.25 $21.25
Advise MM re: Current ad cost for upcoming ad; Email
IUHNH invoice for 2016 sponsorship; Review WZPL :10
spot and send to client for approval; Request edit to :10
11/19/2015 spot from WZPL 1 $85.00
Work with WTTS to improve appearance of
holidaysincarmel on mobile device and tablet when users
11/20/2015 access holiday music channel 0.25 $21.25
4of5
2016002 City of Carmel detailed activity
11/23/2015 Confirm 2016 Oktoberfest date with CCC team 0.25 $21.25
Review updated banner art for holidays requested by
11/25/2015 WTTS and requested edit from graphic designer 0.25 $21.25
Provide WTTS with 120x120 banner for make goods on
11/30/2015 mobile and website 0.25 $21.25
2016 planning meeting with partners at Brockaway Pub;
Agenda for client meeting; Email NH re: date for 2016
12/3/2015 planning meeting 2.5 $212.50
Phone calls and emails with WZPL re: ribbon board art at
Jingle Jam; Client meeting; Meet John at garage to
transfer Artomobilia materials to his garage; Social media
for 11/30-12/4; Provide ML with contact interested in
sponsorship of Gazebo Concerts; Request WZPL
12/4/2015 paperwork to wrap-up EOY processing 4.75 $403.75
Forward photos from Jingle Jam ticket stop at Bath Junkie
to CCC/Pedcor team; Follow-up with WTTS to ensure The
Foolery is set-up and ready to go as CD sampler pick up
12/7/2015 location 0.5 $42.50
Phone call and emails with WZPL rep re: adjust schedule;
Phone call MM re: holidaysincarmel.com web stats admin
and billing for WZPL; Review feedback from CCC re: Bath
Junkie results re: WZPL ticket stop investment; Review
WFYI Winefest sponsorship package info for 2016 Art of
12/9/2015 Wine 1 $85.00 >
12/11/2015 Social media 12/7-12/11 2 $170.00
Save trolley photos to files for use in social media for
12/14/2015 12/19 promotion 0.25 $21.25
12/18/2015 Social media 12/14-12/18; Meeting with WFYI rep re: 2016 2.75 $233.75
12/24/2015 Social media 12/21-12/24 1.25 $106.25
12/31/2015 Social media 12/28-12/31 1.25 $106.25
TOTAL 1 $7,522.50
5of5
2016002 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 Date Invoice# Description Amount
Dept. Fund# (or note attached invoice(s) or bill(s))
01/11/16 2016002 $303.06
1203 101
01/11/16 2016002 $7,219.44
1203 101
I hereby certify that the attached invoice(s),or bill(s), is(are)true and correct and I have audited same in accordance
with IC 5-11-10-1.6
, 20
Clerk-Treasurer
VOUCHER NO. WARRANT NO.
VICTORY SUN INC ALLOWED 20
PO BOX 199114 IN SUM OF$
I
r
I
I
INDIANAPOLIS, IN 46219
$7,522.50
i
ON ACCOUNT OF APPROPRIATION FOR
t
Community Relations
PO#/Dept. INVOICE NO. ACCT#/Fund AMOUNT Board Member;
2016002 43 590.03 $303.06
1203 101
1 hereby certify that the attached invoice(s), or
1203
32716 2016002 43-590.03 $7,219.44,, bill(s) is (are)true and correct and that the
1203 Encumbered 101
materials or services itemized thereon for
which charge is made were ordered and
received except
Monday,January 25, 2016
Cost distribution ledger classification if
claim paid motor vehicle highway fund