HomeMy WebLinkAbout258095 04/29/16 y yt.C�q�
J�/ CITY OF CARMEL, INDIANA VENDOR: 363028
.�• ONE CIVIC SQUARE VICTORY SUN INC CHECK AMOUNT: $*****9,031.25*
�- i CARMEL, INDIANA 46032 PO BOX 199114 CHECK NUMBER: 258095
'���T�N`` INDIANAPOLIS IN 46219 CHECK DATE: 04/29/16
DEPARTMENT ACCOUNT PO NUMBER INVOICE NUMBER AMOUNT DESCRIPTION
1203 4359003 33602 2016006 9,031.25 EVENT PLANING
VOUCHER NO. WARRANT NO.
ALLOWED 20
VICTORY SUN INC
PO BOX 199114 IN SUM OF$
INDIANAPOLIS, IN 46219
$9,031.25
ON ACCOUNT OF APPROPRIATION FOR
Community Relations
PO#/Dept. INVOICE NO. I ACCT#/Fund AMOUNT Board Member.,
33602 I 2016006 I 43-590.03 I $6,031.25 I hereby certify that the attached invoice(s), or
1203 101
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
Wednesday, April 13, 2016
—1�kd 14A
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 Date Invoice# Description Amount
Dept. Fund# (or note attached invoice(s)or bill(s))
04/10/16 2016006 $9,031.25
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
V1 C T 0. R. Y S :-U N
P R A D V E R T I S I N G E V EN T S
INVOICE NO. 2016006 INVOICE DATE: 4/10/2016
Victory Sun Inc.
Vanessa Stiles
PO Box 199114
Indianapolis., IN 462%
317.696.7102 . .: . .:
INVOICE T0:- Megan McVicker
City of Carmel
One Civic Square
Carmel, Indiana 46032
DATE ACTIVITY DESCRIPTION COST
Event Management; u is ee etas a activity s Fe
January through March 2016 Relations and Advertising for description $9,031.25
Thank you for choosing Victory Sun.
Winning:relationships make you THE star.
blk �DVCUJ 61 p33c�o�
2016006
Activity Description Victory Sun, Inc.
Date Activity Hours Total
1/5/2016 Schedule meeting with WZPL rep as per her request 0.25 $21.25
Respond to WTTS inquiry re: feedback on holiday
promotions; Request web stats from MM re: holiday web
1/6/2016 site 0.25 $21.25
1/7/2016 Phone call with MM re: upcoming meeting 0.25 $21.25
Email new Indiana Mutual Farmers Insurance contact re:
renew for 2016 sponsorship; Work on Art of Wine master
1/8/2016 assessment document; Social media week of 1/4-1/8 2.75, $233.75
Continue work on Art of Wine assessment document;
Work with WFYI representative re: Winefest sponsorship
and request added value component to get in front of
wineries; Send Megan proposal from WFYI for official
1/11/2016 approval 1.5 $127.50
Complete Art of Wine assessment document; Email MM
as follow-up to email from IUHNH that check was sent for
sponsorship; Schedule meeting with IUHNH's Joy Davis to
1/12/2016 review 2016 0.75 $63.75
Agenda for client meeting on 1/15; Review document from
Current Publishing related to rate increase for SEO;
1/14/2016 Reschedule WZPL meeting as per the sales reps request 1.00 $85.00
1/15/2016 Client meeting; Social media 1/11 - 1/15 3.75 $318.75
Phone call and email with WTTS to determine 1st right of
refusal deadline date for holiday music channel in 2016;
Review new ad dimensions and sponsorship paperwork
1/18/2016 affiliated with Winefest 1.00 $85.00
Meeting with WZPL; BMW Championship meeting with
NH; Schedule meeting with Dennis from Current;
Reschedule IUHNH meeting as per Joy D. request; Send
1/19/2016 deadline dates to graphic designer re: Winefest ad 3 $255.00
Compile overview of BMW Golf related activities
proposed, considered, researched, properties surveyed
and opportunities determined and provide to NH; Provide
1/21/2016 background on Veteran's Plaza and Center Green for golf 1.25 $106.25
Client meeting re: BMW Championship; Social media for
1/22/2016 week of 1/18- 1/22 2.5 $212.50
2016006 City of Carmel detailed activity
Write up notes and send to team re: 1/22 BMW
Championship meeting; Answer HCHD email requesting
1/25/2016 dates for 2016 events that may require inspection 1.25 $106.25
Phone call to 93.9/104.5/WFMS radio rep. and set
meeting date/time; Provide WFYI with official approval on
1/28/2016 Winefest sponsorship 0.5 $42.50
Prepare for IUHNH meeting; Meet with IUHNH
representative; Social media week of 1/25-1/29; Obtain
new ad dimension size for Winefest ad and send to
1/29/2016 graphic designer 3.25 $276.25
Prep for Current Publishing meeting on 2/2; Email Joy at
IUHNH re: 2016 event action items from our meeting on
1/29; Respond to premium product sales rep re: 2016
needs; Email MM requesting 2016 full calendar list and to
2/1/2016 re-cap IUHNH 1/29 meeting; Review Winefest ad 1.5 $127.50
Meeting with Dennis from Current Publishing; Email
Dennis spreadsheet breakdown of ads; Provide MOKB
with parameters of entertainment for AOW via email;
2/2/2016 Email Uber contact re: event partnership 1.75 $148.75
Prepare 2016 winery list for AOW; Meeting with
Cummulus radio sales representative; Email MM re: status
of IUHNH sponsor check; Email Sarah at RE/MAX Ability
Plus as per contact with Megan; Follow-up via email with
2/3/2016 MOKB re: entertainment budget 2.25 $191.25
Phone call with Josh from MOKB re: band prospects for
AOW; Phone call MM re: status of grass lot for JOTMs;
Social media for the week of 2/1-2/5; Email all Celebration
series dates to Joy at IUHNH; Emails to WFYI re: ad for
Winefest, attendees to event and decline silent auction
2/5/2016 participation 2.5 $212.50
Phone call to Sarah at RE/MAX Ability Plus re: AOW and
email too; Follow-up with Indiana Farmers re: 2016
2/8/2016 sponsorship renewal 0.25 $21.25
Review Do317 proposal for summer 2016 media buy,
negotiate and request added audience stats; Edits to AOW
winery list; Emails with additional Indiana Mutual Farmers
2/9/2016 Insurance rep re: sponsors renewal 2 $170.00
Update AOW planning timeline; Team planning and action
item list for AOW; Review bands for AOW and email Josh
at MOKB and send bands considered to MM; Notify MM
that Indiana Farmers will not return for 2016 sponsorship;
2/11/2016J Email Uber contact re: event partnership 3 $255.00
2of6
2016006 City of Carmel detailed activity
AOW band review continued; AOW volunteer recruitment
via call to action to save the date; Social media for the
week of 2/8-2/12; Call Chris at IU Health and email MM
that photo shoot not happening at 2/13 gallery walk; Save
the date postcard for wineries to MM for review and
2/12/2016 approval 3.75 $318.75
Provide feedback to team re: Carmel Swim team parade;
2/15/2016 Email Uber contact re: events partnership 0.25 $21.25
Phone call JL with Arto re: zip codes from 2015 event,
Hamilton County Tourism info and sponsorship
2/17/2016 parameters; AOW planning timeline updates applied 1 $85.00
Edits to master spreadsheet for media buy March through
August; Social media for the week of 2/15-2/19; Provide
Dennis with Current Publications status of media buy
approval; Send 2015 zip code research results and
2/18/2016 summation to John with Artomobilia committee 2.5 $212.50
Add action items to AOW master planning timeline;
Respond to Do317 re: status of media buy approval; Email
MM re: status of media buy approval and budget; Email
MM re: pocket calendar photo will be needed and
determine if Community Relations team has a photo in
mind; Art direction to graphic designers re: JPG for PPT at
2/22/2016 WFYI Winefest 1.75 $148.75
Send photo to graphic designers for WFYI Winefest PPT
2/23/2016 JPG; Phone call to IREF for set-up work crew at AOW 0.5 $42.50
Phone call with MM re: IUH photo shoot; Review JPG for
2/24/2016 Winefest PPT and approve 0.25 $21.25
Create labels for winery save the date postcards; Agenda
for client meeting 2/26; Email Chris at IU Health complete
list of photo opp locations in the District; Data entry of
2/25/2016 volunteers secured to date for AOW 2 $170.00
Client meeting; Label postcards for AOW winery save the
2/26/2016 date; Social Media for the week of 2/22 -2/26 3.75 $318.75
2/28/2016 Email JPG to WFYI for Winefest PPT 0.25 $21.25
Active shooter training with Carmel PD, Carmel FD, event
teams and Community Relations Dept.; Respond to email
3/1/2016 from Winzerwald Winery 2.75 $233.75
Review band footage, send question to MOKB re: strategic
promotion opportunities and send to MM; Phone call MM
re: IU Health president and photos in District and confirm
French Bleu with Chris from IUH; Data entry of volunteers
3/2/2016 for AOW confirmed to date 1.75 $148.75
3of6
2016006 City of Carmel detailed activity
County Tourism et al; Phone call ML re: Mayors
Conference; Emails with MOKB re: Ripe and additional
3/3/2016 options needed 2.25 $191.25
Social media for the week of 2/29-3/4; Edit letters to
3/4/2016 wineries; Phone call to Uber contact re: events partnership 1.25 $106.25
Phone call with MM re: IU Health; Call Uber rep re: Golf
Week; Meeting with WTTS rep for summer promotions;
3/7/2016 Coordinate with Chris at IUH for French Bleu walk through 1.75 $148.75
Phone call Chris Summers from IU Health; Start winery
letter edits; Phone call to Uber contact re: events
3/8/2016 partnership 0.75 $63.75
Edit letters to wineries complete; Respond to Do317
emails re: status of media buy; Email MM re: price
3/9/2016 increase for winery glass at AOW 1 $85.00
Meet with IU Health in District; Prepare for merchant
meeting on 3/17; Email MM re: need for accessible
parking indicators on the District parking map(resulted
3/10/2016 from Twitter feedback); 2 $170.00
Social media for the week of 3/7-3/11; Communication
with Chris at IUH re: photo shoot moved to Sunday and
not coming to District; Email winery letter to MM for
review, edits, approval and confirm next steps in
3/11/2016 preparation to send packets out 2.5 $212.50
Complete mail merge for labels and letters re: AOW
winery packets to be mailed; Compile packets to be
mailed to wineries; Search CADD files for photos to
consider for pocket calendar; Review plan of action for
merchant meeting with MM; Work with MM re: question
3/14/2016 via Twitter re: gallery walk map 3 $255.00
Phone call with MM re: merchant meeting ROS; Start
document to send to MM re: photos for calendar for team
to review and select; Send JOTM band option to MM;
Contact John to verify email at bottom of Artomobilia
email blast is outdated and advise he update the address
3/15/2016 to stay within requirements of email solicitations 1.25 $106.25
Complete photo document re: pocket calendar and send to
3/16/2016 MM; Finalize materials needed for merchant meeting ' 1 $85.00
Purchase refreshments for merchant meeting; On-site for
3/17/20161 merchant meeting set-up, meeting and teardown 3 $255.00
4 of 6
2016006 City of Carmel detailed activity
Agenda for client meeting on and client meeting via
phone; Meeting with ML, NH and Hamilton County
Tourism re: Mayors Conference activity; Social media for
the week of 3/14-3/18; Review WTTS proposals and
schedule meeting with sales rep; Prepare PNC
sponsorship package and send to MM for review and
approval and next steps; Follow up email to Sarah at
3/18/2016 REMAX Ability Plus 6.25 $531.25
Meeting with WTTS rep to review proposals to consider for
summer 2016; Confirm with ML available for 3/23
meeting; Schedule phone call with Sarah from REMAX
Ability Plus; Send John with Artomobilia request from
3/21/2016 Hamilton County Tourism re: torch relay 1.75 $148.75
Send MM email with John's questions/advice for Hamilton
County Tourism re: Torch Relay; Email silk aerialist re:
Mayor's Conference and provide ML and NH with her
3/22/2016 availability for Palladium and/or CA&DD on 6/24 1 $85.00
Meeting with ML, NH, Palladium rep, Visit Indy re: Mayors
Conference activities; Phone call with Sarah from RE/MAX
Ability Plus re: AOW; Provide Dan M. with request via
Twitter from Integrity Automotive for additional Caffeine
3/23/2016 Trail brochures 2.25 $191.25
Art direction written for graphic designer for pocket
calendar; Phone call and email to Michael Angelo event
decor company re: Mayors Conference; Develop budget
estimate written up for Mayors Conference and email to
ML and NH; Incorporate WTTS costs for proposed media
buy into master media buy spreadsheet and send to MM;
Agenda for 3/25 meeting; Email with Dennis from Current
re: status of approval; Respond to emails from Sarah at
REMAX; Email and phone call to Bruce Knott re: Sophia
3/24/2016 Square capacity 4.75 $403.75
Client meeting AM and MM; Meeting with NH, ML and
Hamilton County Tourism re: Mayors Conference; Social
3/25/2016 media for the week of 3/21 -3/25 6.75 $573.75
Email all wineries packet, answer questions, apply edits to
master tracking spreadsheet; Email to NH listing action
items determined re: Palladium partnership for AOW;
3/28/2016 Confirm meeting with Michael Angelo decor for 4/18 3.25 $276.25
Phone call Bruce Knott re: capacity in Sophia Square;
Review pocket calendar draft from graphic designer and
respond; Emails with WTTS representative re: inserts of
calendars in CD Sampler for Spring, billing process,
holiday and additional summer promotions; Work with MM
re: quantity of wine glasses to be order for 2016 AOW;
Request photo of wicker furniture from Michael Angelo
3/29/2016 event decor and send to NH and ML 1.5 $127.50
5of6
2016006 City of Carmel detailed activity
Compile data for DM re: TACT; Phone call from Karen at
3/30/2016 Hamilton County Tourism re: ML cell phone contact info 1.25 $106.25
Respond to Mallow Run question as per sales at event;
Provide John with updated information from Hamilton
County Tourism re: Torch Relay and their request for
3/31/2016 vintage vehicles; Follow up with silk aerialist 0.75 $63.75
TOTAL $9,031.25
6of6
2016006 City of Carmel detailed activity