219938 05/07/2013 CITY OF CARMEL, INDIANA VENDOR: 363028 Page 1 of 1
0 ONE CIVIC SQUARE VICTORY SUN INC CHECK AMOUNT: $6,035.00
CARMEL, INDIANA 46032 PO BOX 199114
INDIANAPOLIS IN 46219 CHECK NUMBER: 219938
CHECK DATE: 5/7/2013
DEPARTMENT ACCOUNT PO NUMBER INVOICE NUMBER AMOUNT DESCRIPTION
1203 4359003 26813 2013024 6, 035 . 00 EVENT PLANNING
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PR ADVERTISING EVENTS
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INVOICE NO. 2013024 INVOICE DATE: 4/23/2013
Victory Sun Inc.
Vanessa Stiles
PO Box 199114
Indianapolis, IN 46219
3.17.696.7102
Appropriation#1203-43559003
PO #26813
INVOICE TO: Megan McVicker
City of Carmel
One Civic Square
Carmel, Indiana 46032
DAVE ACTIVITY DESCRIPTION COST
Event Management and Public See detailed activity sheet
January through March 2013 relations for description $6,035.00
INVOICE TOTAL $6,035.00
Thank you for choosing Victory Sun.
Winning relationships make you THE star.
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2013024
Activity Description Victory Sun, Inc.
Date Activity Hours Total
Research dates to propose for Art of Wine & Oktoberfest
events; Verify sponsorship check from IUHNH made
payable to City of Carmel; Schedule meeting with IUHNH
1/2/2013 to verify sponsorship fulfillment 1.75 $148.75
Client meeting to review proposed event dates for 2013
and obtain approval; Work with Artomobilia volunteer
committee approval on IDC lot use; Sponsorship phone
call with Artomobilia volunteer; Develop agenda for 1/4
client meeting; Update/edit hold harmless and
1/3/2013 registration AOW 2.25 $191.25
1/4/2013 Client meeting 1.5 $127.50
Review CHS football schedule to verify fall scheduling;
Email Polka Boy to reserve date for Oktoberfest; Start
master timelines for AOW and Artomobilia; Meeting with
sponsorship volunteers from Artomobilia; Phone call with
1/7/2013 MM re: logistics for teardown at AOW 2.25 $191.25
Apply changes/edits additions to AOW master timeline;
Email MM re: proposed JOTM schedule: 6/29 dates falls
on same weekend as Palladium gala weekend;
Sponsorship research and proposals re: AMT
Engineering, Rose-Hulman, Indiana Live! Casino; Brief
1/8/2013 exhibitor committee on status of sponsorship Artomobilia 1 $85.00
1/9/2013 Proof AOW hold harmelss to highlight 2013 changes 0.25 $21.25
Prepare media budget spreadsheet for tracking 2013;
1/10/2013 Develop agenda for 1/11 client meeting 1 $85.00
1/11/2013 Client meeting 1.5 $127.50
Phone call with Cedar Creek Winery re: AOW and send
him email with details on event; Review volunteer
descriptions for Artomobilia and apply edits; Confirm
1/14/2013 racecar as marque for Artomobilia 0.75 $63.75
Phone call with Polka Boy representative; Contact ML re:
status of date approval; Phone call with John L.
(Artomobilia volunteer exhibitor committee) to review IDC
sponsorship proposal for his team to submit in re:
1/15/2013 Exhibitor lunch 0.75 $63.75
Phone calls with MM and John L. to review power source
possibilities from light poles for Artomobilia; Brief MM
Bill Patterson status for Artomobilia; Provide Polka Boy
1/16/2013 with status of obtaining official date for Oktoberfest 1 $85.00
Meeting with media sales representative re: strategies
and goals for 2013 events and partnership for band
recruitment (WITS); Schedule meeting with WFYI
representative; Contact Crush & Brew to determine their
1/18/2013 current business status 1.5 $127.50
Start developing 2013 IUHNH title sponsorship fulfillment
1/20/2013 checklist 0.5 $42.50
1/21/2013 Contact ML re: status of confirming 10/4 for Oktoberfest 0.25 $21.25
Design "save the date" mailer to be sent to wineries and
send to MM for approval; Officially confirm date with
1/22/2013 Polka Boy for Oktoberfest 1.25 $106.25
Receive sponsorship decline re: Rose-Hulman; Work with
1/23/2013 exhibitor committee RH alumni to continue pursuit 0.25 $21.25
1/24/2013 Request Winefest proposal from WFYI 0.25 $21.25
Review WFYI Wine Fest media package and call MM to
review possibilities on moving forward with the
opportunity; Apply edits to AOW save the date postcard;
1/25/2013 Negotiate WFYI Winefest proposal that includes airtime 0.75 $63.75
Apply notes/proposed changes to Winefest proposal and
email to MM; Phone call with MM to review/clarify
proposal and to request approval to move forward;
Complete IUHNH title sponsorship fulfillment checklist
1/28/2013 and agenda for IUHNH meeting on 1/30 2 $170.00
Phone call with MM to review media budget draft item by
item; Review goals and objectives of call to action for
Valentine Gallery Walk to advise on art and copy
changes to apply to draft of print ad; Phone call with John
L. re: Artomobilia sponsorship from Klipsch; Send MM
information on Cultural District professional development
training session in April 2013; As per IUHNH request,
reschedule meeting; Follow-up with MM re: yes/no on
Winefest proposal; Work with WFYI representative to
clarify details of possibility of galleries displaying art at
1/29/2013 Winefest event 1.75 $148.75
Review HCCVB grant submission needs with MM; Write
narrative for grants and compile zip code analysis of
visitors from research conducted in 2012 and send to
MM; Confirm Winefest sponsorship and art deadlines
1/30/2013 with WFYI sales representative 3.5 $297.50
Communication with Carmel resource on possibility of
partnering for volunteer recruitment; Develop agenda for
client meeting on 2/1; Work with John L. to confirm
logistics requirements for Artomobilia activities that occur
1/31/2013 in IDC 1 $85.00
2/1/2013 Client meeting 2 $170.00
Obtain specs for Winefest sponsorship fulfillment and
2/4/2013 complete art direction for graphic designer 0.75 $63.75
Phone call with John L. re: Artomobilia notifications of
2/5/2013 exhibitors and possible exhibitor to pitch to media 0.25 $21.25
Meeting with Joy and Andrea at IUHNH re: title
sponsorship for Celebration Series; Proof ad for Winefest
sponsorship fulfillment; Confirm postage available for save
2/6/2013 the date postcards AOW 1.75 $148.75
Two meetings with 2 media sales representatives;
Research new wineries/distributors to add to the master
list of wineries to recruit for AOW; Add to and edit winery
list; Send contact information about Newport, Indiana
classic car club to John L. and Andrew L. for Artomobilia
2/7/2013 recruitment 3.5 $297.50
Winery label merge; Print, cut and mail postcards to
wineries/distributors for save the date AOW; Send all files
to WFYI for Winefest sponsorship fulfillment; Status to
2/8/2013 John L. of mailing re: Artomobilia 3 $255.00
Phone call with sponsorship representative from
Artomobilia committee to answer questions on
partnership parameters with WFMS; Review stage
activities proposed and possible location move of stage
2/13/2013 with Artomobilia volunteer committee 0.5 $42.50
Mail merge re: veteran exhibitors and classic car clubs
for Artomobilia and work with MM on process for bulk;
Prepare for Current in Carmel meeting on 2/20; Phone
call with John L. re: sponsorship yes/no prospects as per
competing businesses in the District; Follow-up with
Cedar Creek Winery; Update John L. on mailing status
2/19/2013 for Artomobilia 2.25 $191.25
Meeting with Current in Carmel media sales
representative; Review proposed package from WFYI
sales representative; Develop agenda for client meeting
on 2/21; Provide information to SM re: call for gallery
2/20/2013 participation at Winefest 2.5 $212.50
Client meeting; ATM rental follow-up; Work with WFYI re:
2/21/2013 galleries interested in Winefest display 1.75 $148.75
Obtain contact info for 3 galleries interested in displaying
2/22/2013 at Winefest and provide to WFYI 0.25 $21.25
2/24/2013 Confirm ATM for AOW 0.25 $21.25
Work with MM re: status of mailings to veteran exhibitors
and classic car club re: Artomobilia; email all materials to
2/25/2013 MM for bulk mailing 0.75 $63.75
Prepare all materials needed (agenda, DOE timeline
sample draft for AOW, etc.) for merchant meeting on 2/
2/26/2013 27; Update WFYI re: only 1 gallery can attend Winefest 2 $170.00
Set-up for, execute and teardown merchant meeting;
Develop plan of action with MM to budget veteran
exhibitor and classic car club prospects as part of media
2/27/2013 buy in conjunction with Artomobilia 2.5 $212.50
Call WFYI representative re: challenges met by artists
recruited to display at wine event; Complete 2013 winery
2/28/2013 letter and checklist 1 $85.00
Apply changes to AOW hold harmless and registration
3/1/2013 forms per MM edits 0.5 $42.50
Apply changes to master winery list as per save the date
postcards returned; Phone call with John L. re: concerns
over Bub's grilling and cars at west end, provide
solutions, call MM to brief her on status of Bub's/ 2nd Av
3/4/2013 and Artomobilia; Update billing information with WFYI 0.75 $63.75
Merge letter and labels to wineries and send to MM to be
mailed via USPS; Educate Artomobilia committee on
sign ordinance for city as per their suggestion for pole-to-
pole banners; Confirm all parties included in AOW hold
3/5/2013 harmless 1.5 $127.50
Prepare for Klipsch sponsorship meeting re: Artomobilia;
Bub's contact information to John L; Contact Crush &
3/6/2013 Brew again for status 0.5 $42.50
3/7/2013 Meeting at Klipsch re: sponsorship Artomobilia 1.5 $127.50
Start emails to each winery with all paperwork inviting
them to AOW; Schedule follow-up Klipsch meeting;
3/8/2013 Request Winefest programs 1 $85.00
Complete sending emails to each winery with
3/9/2013 accompanying paperwork for AOW 1.25 $106.25
3/14/2013 Develop agenda for client meeting on 3/15 0.75 $63.75
3/15/2013 Client meeting 2.75 $233.75
Review media buy proposal from WITS and email sales
representative feedback and negotiations; Edit AOW
Media Fact Sheet and send to MM for approval to be sent
to monthly pubs and community calendars; Update John
L on Artomobilia mailing status; Review magician
3/18/2013 information; Respond to winery emails for AOW 1.5 $127.50
Review specs on GMC re: possible Artomobilia
3/19/2013 sponsorship 0.5 $42.50
Sponsorship meeting with Klipsch in the District;
Logistics plan for Bedazzling at AOW; Entertainment
3/20/2013 ideas for Gallery Walks 2 $170.00
Confirm name for COI for AOW; Work with Vine&Table
re: photo opp at AOW; Remind MM approval needed on
3/22/2013 fact sheet 0.5 $42.50
Work with Artomobilia on solution to differing opinions on
3/25/2013 stage placement; Schedule follow-up meeting with WITS 0.5 $42.50
Confirm IDC stage would require generator, provide
generator specs to John L.; Review submitted paperwork
3/26/2013 from wineries AOW 0.75 $63.75
Meeting with WTTS sales representative to review
updated proposal and confirm partnership with national
band recruitment for AOW; Approve contract for WFYI
3/27/2013 summer partnership 1.25 $106.25
Send AOW Media Fact Sheet to monthly publications
and community calendars (IN, OH, KY); Brief CM and
3/28/2013 MM re: phone number provided for online submissions 1.5 $127.50
$0.00
TOTAL $6,035.00
VOUCHER NO. WARRANT NO.
ALLOWED 20
Victory Sun, Inc.
IN SUM OF $
Vanessa Stiles
P. O. Box 199114
Indianapolis, IN 46219
$6,035.00
ON ACCOUNT OF APPROPRIATION FOR
Community Relations
PO#/Dept. INVOICE NO. I ACCT#/TiTLE AMOUNT Board Members
r
26813 I 2013024 I 43-590.03 I $6,035.00 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
Sunday, May 05,2013
Director, Community Relations/Economic Development
Title
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 Invoice Description Amount
Date Number (or note attached invoice(s) or bill(s))
04/23/13 2013024 $6,035.00
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