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HomeMy WebLinkAbout178550 10/26/2009 CITY OF CARMEL, INDIANA VENDOR: 363028 Page 1 of 1 ONE CIVIC SQUARE VICTORY SUN INC CHECK AMOUNT: $4,101.25 CARMEL, INDIANA 46032 PO BOX 199114 INDIANAPOLIS IN 46219 CHECK NUMBER: 178550 CHECK DATE: 10/26/2009 DEPARTMENT ACCOUNT PO NUMBER INVOICE NUMBER AMOUNT DESCRIPTION 902 4341999 20090058 4,101.25 AUGUST PR WORK r. V I C u O R Y S 111 N PR ADVERTISING EVENTS INVOICE NO. 20090058 INVOICE DATE: 9/21/2009 Victory Sun Inc Vanessa Stites PO Box 199114 Indianapolis, IN 46219 317.696.7102 Federal ID 20- 5022552 INVOICE TO: Sherry S. Mielke Director of Operations Carmel Redevelopment Commission 111 West Main Street Suite 140 Carmel, Indiana 46032 DATE ACTIVITY DESCRIPTION Hours PRICE Volunteer at event to investigate streets 8/1/2009 Art of Wine with road closures 0 Update entry list of exhibitors and send 8/3/2009 Exhibitor Recruitment to exhibitor selection committee 0.75 63.75 Send reminder to Roger re: sponsorship deadline past and confirmed sponsors needed; Send Joyce Young at ISU updated letter of agreement, receive confirmation from Joyce; Request of 8/3/2009 Sponsorship and /or eps of ISU logo 0.5 42.50 Prepare for logistics meeting with Andrew, John and Roy; Make copies of 8/3/2009 Logistics entry list and maps of the District 0.25 21.25 Logistics meeting to start footprint for the event; Review needs for classes, number of cars per class and review 8/312009 Logistics options on parking cars in the District 1.5 127.50 Email Andrea re: Bed lr Breakfast brochures pick -up; Email and call Megan re: car class in front of Woody's and zip 8/4/2009 Event Management lbanners 0.2515 21.25 Contact Carmel High School re: West 8/5/2009 Logistics Parking lot 0.25 21.25 1 of 6 2009058 crc artomobilla Confirm indyscene.com email blast and 8/5/2009 PR /Creative schedule drop 0.25 21.25 Contact Shipshewana Hudson Museum re: confirmation and transport; Notify Exhibitor Committee that we surpassed 100 and send them updated list with 8/6/2009 Exhibitor Recruitment questions on unknown classes 0.5 42.50 Schedule team to work on 9/12 at event 8/6/2009 Event Planning and brief them on duties 0.25 21.25 Merge confirmation letter for new entries, stuff and mail; Run labels from 8/6/2009 Exhibitor Relations merge; Run postage at CRC office 2 170.00 Pagination plan of content for 16 page 8/6/2009 PR /Creative program 0.25 21.25 Make copies of Exhibitor Nomination form for Brett to distribute at 8/8 car event at Easley Winery; Drop -off entries 8/7/2009 Exhibitor Recruitment to Brett 0.5 42.50 8/7/2009 Event Management Pick up B &B brochures from CRC office 0.25 21.25 Meet with Megan for updates and action 8/7/2009 Client Meeting item briefing and status 0.25 21.25 Prepare agenda for 9pm Exhibitor Selection Committee conference call; 8/10/2009 Exhibitor Recruitment Direct 9pm conference call 1.5 127.50 8/10/2009 Exhibitor Recruitment Prepare 30 entries for Roy 0. 21.25 Call Roger re: sponsorship and details on transporting the Hudsons from 8/11/2009 Sponsorship Shipshewana 0.25 21.25 Contact John Leonard re: schedule time to place cars on footprint upon his return 8/11 /2009 Logistics from vacation 0.25 21.25 Contact Terry re: batting cage and 8/12/2009 Logistics Traders Point contact and confirmations 0.25 21.25 Edit fact sheet and send to Bethany; Bethany phone call; Write and provide 8/12/2009 PR /Creative "tweets" to Bethany for Twitter 0.75 63.75 8/12/2009 Client Meeting Prepare agenda for 8/14 client meeting 0.5 42.50 Contact Joyce Young and request web 8 /12 20091 Sponsorship write -up 0.25 21.25 2 of 6 2009058 crc artomobilia Clarification with Andrea via email re: action items for Hirons and signage execution; Write and send radio spot talking points to Andrea; Send 8/12/2009 Event Management sponsorship PDF to Andrea 0.75 63.75 8712 /Creative Send logo checklist to Courtney 0.25 21.25 8/13/2 Logistics Contact Party Time 0.25 21.25 Receive confirming details from Carmel HS re: West Lot; Inform Exhibitor 8/13/2009 Logistics Committee 0.25 21.25 Send reminder to Courtney re: need 8/13/2009 PR /Creative program ad finish sizes 0.25 21.25 Write fact sheet for Merchants, include promotion ideas they can use and send 8/14/2009 Event Management to Andrea (email sent on 8/17) 1 85.00 8/14/2009 Client Meeting Meeting with Andrea and Megan at CRC 0.75 63.75 8/ 1412009 Artists Review requests from artists for space 0.25 21.25 Call and email Roger: ad deadline looming need confirmation on including Tom Wood and Indiana Live! Casino on 8/14/2009 Sponsorship advertisement 0.25 21.25 Call Bruce at Old Town Tavern re: 8/17/2009 Event Management NASCAR and space in front of Tavern 0.25 21.25 Meeting with apparel representative to 8/1712009 Event Management confirm bids and needs for event 0.5 42.50 Phone call with Dave McManus; Email additional exhibitor packet for friend and discuss additional Muscle Car; Mike 8/1712009 Exhibitor Relations Smith confirmation 0.25 21.25 Obtain logo from Joyce for ISU; Send to Casey for web posting; Return phone call and email to Joyce re: ad size and 8/18/2009 Sponsorship deadline date 0.5 42.50 Meeting with Roy re: clarification on cars 8/19/2009 Exhibitor Recruitment and classes 1 85.00 Logos for ad and phone call with Terry from Premier Motorcars; Forward email to Sherry and Andrea re: Indiana Live! Casino free slot play give aways; Work with Casey to Correct ISU logo on website and update link for ISU on web to go directly to Motorsports Studies 8/19/2009 Sponsorship Program 0.75 63.75 Call Bruce at Old Town Tavern re: 8/19/2009 Event Management NASCAR and space in front of Tavern 0.25 21.25 3 of 6 2009058 crc artornobilia Call Bruce at Old Town Tavern re: NASCAR and space in front of Tavern; Email Exhibitor Selection Committee re: 8/24 meeting in the District to finalize 8/1912009 Event Management layout of footprint 0.25 21.25 8/19/2009 Client Meeting Prepare agenda for 8/21 meeting 0.5 42.50 Return emails and phone calls to volunteers who expressed interest in the 8/19/2009 Volunteers event 0.5 42.50 Phone call and clarification with Party Time Rental; Indiana Live! Casino clarification with client re: expectations on give aways; Review radio script and provide feedback to Andrea and Courtney; AdSoftware logo for ads and apparel; Carmel Artomobilia logo to apparel representative; Updates to Courtney on logo status; Contact Rosemary re: ISU and need for space at Artomobilia for International Arts 8/20/2009 Event Management Festival 2.75 233.75 8/20/2009 Ex i itor Recruitment Answer Porsche exhibitor inquiry 0.25 21.25 Merge letters with directions to Marshalling yard for all registered 8/21/2009 Exhibitor Relations exhibitors; merge labels, stuff and mail 6 510.00 Complete data entry of latest entries and correct classes as per requests from 8/21/2009 Exhibitor Recruitment committee 3 255.00 Meeting with Andrea and Megan at CRC; Run postage for letters to exhibitors with 8/21/2009 Client Meeting directions to Marshaling yard 1 85.00 Meeting with the Exhibitor Selection Committee in the District for finalizing 8/24/2009 Logistics car and tent placement 2.5 212.50 Create relationship between Joyce Young and Paxton re: ISU VIP reception; Send all sponsor logs to Casey for web 8/24/2009 Sponsorship posting; Review ad 1 85.00 Respond to inquiries from collectors who 8/24/2009 Exhibitor Recruitment want to get in the Show late 0.5 42.50 4 of 6 2009058 crc artomobilia Coordinate and confirm sound and band for the event; Phone calls to Steve and to Mike; Emails to sound and band guys clarifying needs; Send maps of district to 8/25/2009 Logistics John and Andrew 0.75 63.75 Contact Mike Green, Dr. Abrams, Ralph Willoughby and John Leonard for availability on Current in Carmel media 8/2512009 PR /Creative pitch 0.5 42.50 Edit article sent by ISU for the web to go into day of event printed program; Send to proofer; Make changes and send to Joyce for approval; Contact Bryan at Current in Carmel re: facts about the 8/2512009 PR /Creative event and John's story 1.25 106.25 Contact Zach Dunkin re: media pitch for Current in Carmel and send him information on John Leonard; Brief CRC team on plan of action for media pitch; Confirm John's schedule and inform other Carmel residents /exhibitors they 8/26/2009 PR /Creative may be called 0.5 42.50 Email with Roger and phone call with Roger re: Tom Wood, Indiana Live! Casino and Force for Earth; Ask Roger if CRC can attribute quote to him in the news release; Call Andrea and Megan and 8126/2009 Event Management confirm Rogers approval on quote 0.75 63.75 Respond to Roy's email re: goody bags, meal for exhibitors, Hemmings ad in 8/27/2009 Logistics program, apparel and trophies 0.25 21.25 Send email to exhibitors with Marshaling Yard directions; Phil Gumbert call and available for the event and can bring his Porsche; Email Exhibitor Selection Committee re: make room fro him and 8/27/2009 Exhibitor Relations receive confirmation 0.5 42.50 Prepare budget and agenda for 8/28 8/27/2009 Client Meeting meeting 0.5 42.50 Confirm with Artists on day of event load 8/27/2009 Artists in and provide instructions 1 85.00 5 of 6 2008058 ere artomobi!ia Work with Casey to obtain photos from 2008 event for use by Current in Carmel; Send photos with captions to Current in Carmel; Email John document originally sent to Bethany re: Tweet ideas to use 8/27/2009 PR /Creative for Facebook status update ideas 0.75 63.75 Advise CRC team and Hirons on quantity for posters and programs, and one -sided 8/27/2009 PR /Creative fliers; Re- paginate program to 12 pages 0.75 63.75 8/28/2009 Client Meeting Meeting with Andrea and Megan at CRC 1 85.00 Phone call with Jill Zaniker from the Sweet Shop re: Batmobile and placement 8/28/2009 Event Management in front of their store 0.25 21.25 Confirm $100 cost for clubs at show with 8/28/2009 Event Management BMW Club 0.25 21.25 Return phone calls and emails to exhibitors who had questions/ corrections upon receipt of their Marshaling Yard 8/31/2009 Exhibitor Relations letter 0.5 42.50 Request and provide CRC's W -9 to Indiana Live! Casino to begin payment 8/31/2009 Sponsorship process 0.25 21.25 Prepare agenda and execute 9pm 8/31/2009 Exhibitor Recruitment conference call 1 85.00 INVOICE TOTAq 4,101.25 Thank you for choosing Victory Sun. Winning relationships make you THE star. 6 of 6 2409058 crc artomobilia 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. wz/ Terms `5, 11 l Date Due Invoice Invoice Description Amount Date Number 1 (or note attached invoice(s) or bill(s)) .2 (JG 507 5 7 �Ul% Sf� vim �t 12 :.2-5 d Total 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. 'r 20 Clerk- Treasurer VOUCHER NO. WARRANT NO. ALLOWED 20 IN SUM OF ON ACCOUNT OF AP RIA ON FOR Board Members PO# or INVOICE NO. ACCT #/TITLE AMOUNT DEPT. I hereby certify that the attached invoice(s), or 9v2 2Go9ooS� �/3y /gam t/O /.ZS 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 4 20:� R n Sii�,ature Director n►,or.,o:,,., Cost distribution ledger classification if Title claim paid motor vehicle highway fund