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Home My WebLink About304808 10/31/16 VOUCHER NO. WARRANT NO. Prescribed by State Board of Accounts City Form No.201 (Rev.1995) VICTORY SUN INC ALLOWED 20 ACCOUNTS PAYABLE VOUCHER PO BOX 199114 IN SUM OF$ CITY OF CARMEL An invoice or bill to be properly itemized must show!kind of service,where performed,dates service INDIANAPOLIS, IN 46219 rendered,by whom,rates per day,number of hours,rate per hour,number of units,price per unit,etc. $10,646.25 Payee ON ACCOUNT OF APPROPRIATION FOR Purchase Order# Community Relations Terms Date Due PO# ACCT# DATE INVOICE# DESCRIPTION DEPT# INVOICE# Fund# AMOUNT Board Members DEPT# FUND# (or note attached invoice(s)or bill(s)) AMOUNT 33602 2016068 43-590.03 $10,646.25 1 hereby certify that the attached invoice(s),or 10/21/16 2016068 $10,646.25 1203 101 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,October 26,2016 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 Cost distribution ledger classification if claim paid motor vehicle highway fund. Clerk-Treasurer V _1 CT: 0 . R Y CC N:::- PA. D -VE. RT. 1S1-NG . , EV.E. N.TS -INVOICE.NO: : 2016068 INVOICE.DATE;.: 10/21/2016 Victory Sun Inc: . Vanessa.Stiles PO 66x:199114 Indianapolis, IN 462.19. 317.696:71.02 INVOICE T0: Megan McVicker City.of Carmel :. One Civic Square: Cr a mel, Indiana.46032 . DATE ACTIVITY DESCRIPTION COST Event Management; u icSee detailed activity sheet . August 20.16 Relations.and Advertising: for description. .$10,646.25 . :INVOICE.TOTAL - . 10,646.25 Thank you.foc choosing Victory Sun.- Winning re lationships,makeyou: THE .star: p a,:a. �v�-pc? 33io�a )taw , y - 2016068 Activity Description Victory Sun, Inc. Date Activity Hours Tota Golf Week meeting; Holiday media buy meeting with WTTS radio rep; Re-schedule meeting with B105 sales rep; Email Mike £t Joe re: available for Late Night on Main in 8/1/2016 Sept. 3.5 $297.50 Confirm Mike It Joe not available for Sept. Late Night on Main for Golf Week; Timeline for Golf Week; Zip Code analysis for evaluation re: WTTS July promo; Create Mudbugs JPG for JOTM promotion; Email to Blair detailing needs for Sept. Late Night on Main for Golf Week and phone call to Blair re: Golf Week entertainment; Confirm WFYI re: on-air read for Gallery Walk in August as part of ROS spots given as added value to Winefest sponsorship and confirm paid Artomobilia frequency as per flight to begin on Wednesday of the week of the event; Re-send Your Tees info to WTTS for CD Sampler delivery and website call to action; Work with Do317 on deadline for art and follow up with graphic designers on status of banners; Reserve golf carts for Artomobilia; Review information compiled for John Leonard's Range Line Award and provide edits to Kelli; Request Golf Week logo form city team and send to graphic/web designer with project list; Email CPD re: safety with 1st Av W to 2nd Av W closure questions; Email Hamilton County Tourism to 8/2/2016 confirm attendance at 8/4 meeting 6.75 $573.75 Prep for 8/4 Golf Week meeting at Brockaway; Phone call with John Leonard re: Artomobilia posters; Review banner art for Do317 Artomobilia buy and provide graphic designer with edits; Follow up with MM re: status of media fact sheet for approval from Nancy re: Artomobilia; Provide feedback from CPD to the City team re: Late Night on Main closure in Sept.; Request photo of IMA's Funky Bones Hole 19 and confirm we are still on calendar for Set.; Provide ML with copy points that are included in the plan approved by the team at 8/1 meeting for ad due 8/3/2016 on 8/5 2.5 $212.50 Meeting with HCT, BMW, et at at Brockaway; Agenda for 8/5 client meeting; Send Artomobilia banners to Do317 with URL along with photos and fact sheet to be used for social media posts as part of buy; Provide edits to graphic designer to Current Artomobilia ad; Obtain estimate form graphic/web designer for Golf week to compile as part of 8/4/2016 budget 1 3.5 $297.50 1 of 5 2016068 City of Carmel detailed activity Client meeting; Email Pedcor team t confirm location of meeting; Oktoberfest meeting at CCC; Social media for week of August 1-5; Work with John on quantity of radios needed for Artomobilia committee; Request graphic designer complete a poster re-size of Arto Current ad once it is approved; Provide City team with reminder re: 8/5/2016 copy points for ad due on 8/5 5 $425.00 8/6/2016 On site for JOTM 6 $510.00 Prepare/edit script for 8/22-8/26 WITS radio spot; Provide feedback to MM re: JOTM on 8/6; Respond to inquiry from student group re: donation for volunteering at POP location at AOW; Provide Kelli with info to assist with presentation of Range Line Award to John Leonard; Emails with John L. to coordinate number of tables for Suite 107 in IDC; Review Golf Week ad and provides feedback, edits and answers to questions to team; Confirm IMA's time and location for Golf Week; Email photos of IMA's Hole 19 Funky Bones to everyone on team for use in promoting Golf Week in Carmel activities; 8/8/2016 Contact Carmel UMC re: parking for Oktoberfest 3.25 $276.25 Phone call to MM re: Lazzara lot for Golf Week; Work on BPW requests for Oktoberfest and Golf Week; Prepare media list for Artomobilia statewide media fact sheet; Review WTTS spot to air 8/22-26 and send to MM for approval; Review B105 proposal sent by sales rep; Port-o- lets placement for Artomobilia; Apply edits to media fact sheet Arto; Review vinyl banner art work for Artomobilia; Review poster art for Arto; Work with rental company re: cost for mini golf and dates needed for delivery and pick up; Web copy for Golf Week; Research events happening same night as Oktoberfest at Palladium etc.; Emails with 8/9/2016 Pedcor re: next steps with Chris form MTM 6 $510.00 Phone call Blair re: Golf Week; Work with MM on quantity 8/10/2016 of Arto posters 0.5 $42.50 Agenda for 8/12 client meeting; Web copy for golf week; Send Artomobilia fact sheet to media; Phone call Blair re: Flying Toasters; Phone call MM; Review Artomobilia timeline; Review info sent via CHS Library re: mural and email MM questions; Provide feedback via email to B105 rep on holiday proposal; Work with John L. re: power on west end for Artomobilia; Neil Lucas email re: exclusive Arto media sponsor and communicate with John for clarification of relationship with the media outlet; Email ML and NH re: Oktoberfest website, map, shuttle, parking 8/11/2016 etc. 1 5.75 $488.75 Coordinate media interview with Current and John L. re: 8/12/2016 Artomobilia 1 3.5 $297.50 2of5 2016068 City of Carmel detailed activity Select photos for media buy on FB for Artomobilia; Emails with new WFYI contact; Emails with WZPL rep about Jingle Jam and holiday; Follow-up to Current reporter requests re: photos and entertainment information for Arto; Confirm Party Time Rental and A-Classic has Arto on the calendar for rental needs; Multiple emails with mini golf rental company and City team re: COI, payment process, W-9, overnight security, a-verify etc. for Golf Week in Carmel; Confirm INCylce VIP area for Oktoberfest; Provide ML status update on Oktoberfest 8/15/2016 map 4.5 $382.50 Phone call MM re: sponsorship for Oktoberfest; Golf Week ad art direction write up and reserve space for ad with Current; Email Jimia re: Woodland Terrace at Oktoberfest yes or no?; Work with John re: interested sponsor for Arto; Confirm Amy Pausek for"Where's Amy" at Artomobilia; Email MM drafts of BPWs for Golf week and Oktoberfest; Reserve Golf Week date with MichaelAngelos, request proposal and receive proposal for review; Follow-up with mini golf company re: status of COI for Golf Week; Compile budget for Golf week and provide to City of Carmel team and request approval on specific line items; Confirm Graeters is a no for 8/16/2016 Oktoberfest 3.75 $318.75 Edit Party Time order for Artomobilia; Phone calls and emails with MM and vendor re: vendor for Golf Week mini golf paperwork (COI, e-verify, etc.); Apply change to Golf Week budget and request approval on other costs outlined via email 8/16; Confirm Eggshell Bistro for Oktoberfest; Develop Oktoberfest map with food and beverage 8/17/2016 providers placement 3.25 $276.25 Agenda for client meeting on 8/19; Phone call from Woodland Terrace re: Oktoberfest sponsorship and no from Pedcor; Day of event timeline for Artomobilia; Obtain approval on WTTS spot; Request feedback on Golf Week prize plan of action from the City team; Follow-up with Current and graphic designer re: status of Golf Week 8/18/2016 ad 2.25 $191.25 Print and review Golf Week ad; Prep Golf Week budget for client meeting; Client meeting; Walk through IDC for Artomobilia placement etc.; Social media for week of 8/15 - 8/19; Provide John L. with stage dimensions for 3 8/19/2016 stages ordered for Arto 1 4.25 $361.25 3of5 2016068 City of Carmel detailed activity Email MM invoice for Do317; Artomobilia day of event timeline updates/edits; Phone call with John Leonard re: Arto; Email MM re: line item in Golf Week budget to be approved or for Late Night on Main; Confirm meeting with full city team re: Golf Week; Work with Jimia re: ATC 8/22/2016 map and new ATC regulations 2 $170.00 Confirm DSV needs for VIP area at Oktoberfest; Load event supply box; Phone call MM re: prep for Golf meeting; Update A-Classic order for IDC Artomobilia needs; Email Do317 to request zip codes from August contest when complete; Final Survey Monkey results from AOW reviewed, compiled and sent to MM; Screenshot locations for PTR drop off locations for Artomobilia; Follow-up with team working at Arto re: construction in Carmel and best routes in; Double check with ML that app push notification was received for Arto; Work with MM on CPD questions, PNC status and radios for Artomobilia; Email mini golf vendor dimensions of Lazzara lot for Golf 8/23/2016 Week 4.25 $361.25 Prep for Golf week meeting; Client meeting re: Golf week Phone call MM re: load in needed for CPD; Phone call John Leonard re: stages and load in; Complete maps for Party Time Rental for different drop locations for Artomobilia and email to the operations manager along with order updates; Email CPD re: Arto load-in map status; Provide MM with 2015 vs. 2016 cost comparison for exhibitor hospitality; Email SM email from HCT to do pick up of 8/24/2016 prize packages from them for Golf Week 4 $340.00 On site for event preparation: Make no parking sighs; Purchase gift cards for golf week give aways; Purchase Gatorade/drinks etc. for staff, obtain materials for Artomobilia from garage; Email B105 sales rep to let her know we are not willing to commit to holiday media buy; Confirm AClassic order; Obtain samples of exhibitor badges; Work with Arto Committee re: no parking in CHS parking lot; Updates to DOE timeline; Email Lou at Pop Shop to confirm that MM's email to him about the event is 8/25/2016 firm and correct 1 8 $680.00 4of5 2016068 City of Carmel detailed activity Social media for week of 8/22-8/26; On site for Artomobilia event prep: No parking signs up in the District and around festival area; Vendor drop offs; Banner from intersection; Change location of judge breakfast as per JUs request; Request, receive load in maps form Arto committee and send load in maps to CPD; Copy load in maps for Arto committee; Set up committee HQ and drop off golf cart keys, radios and maps; Review Golf Week stage quote sent by Blair and email MM with question about roof or not for stage; Follow-up with City team via email to investigate status of golf package from Brookshire for Golf Week; Email Mayors Youth Council re: 8/26/2016 Golf Week 11 $935.00 8/27/2016 Direct events for Artomobila 13 $1,105.00 Te-a-m--F-76 on site for the duration of day to complete 8/27/2016 action items, set-up and teardown 12 $1,020.00 Phone call with John Leonard re: Artomobilia; Email Btu Moon invoice to MM for processing; Review photos sent by Beth and email to John Leonard; Confirm same art to be used for Current ad; Respond to email from SM re: volunteers for golf ball projects during Golf Week; 8/29/2016 Confirm spot for boutique at Oktoberfest with Jimia 1.5 $127.50 Make detailed additions to Golf Week in Carmel timeline to include full week; Respond to emails from WTTS and B105 sales reps; Follow up with PTR re: tables at IDC; Track down missing ear pieces for radio vendor; Review Arto article written by blogger; Email MichaetAngelos re: reduce order to wooden cocktail tables only for Late Night 8/30/2016 on Main in Sept. 2.75 $233.75 Meeting with is ae nge os for bolf Week; Client meeting for Golf Week; Email MM with Arto blogger piece; Emails with John Leonard re: potential for storytelling at Arto; Follow up emails with Mayors Youth Council re: Golf 8/31/2016 Week 12.5 $212.50 TOTAL $10,646.25 5of5 2016068 City of Carmel detailed activity