HomeMy WebLinkAboutVICTORY SUN, INC.- 003331- 11/16/2012 CARMEL REDEVELOPMENT COMMISSION 0 0 3 3 31
Victory Sun, Inc. Check: 3331
Vanessa Stiles Date: 11/16/2012
PO Box 199114 Vendor: VICTORY'
Indianapolis, IN 46219
Prior
Invoice P.O. Num. Invoice Amt Balance Retention Discount Amt. Paid
2012078 25.00 25.00 0.00 0.00 25.00
Gift Certificate BMW Champions
2012080 10,370.00 10,370.00 0.00 0.00 10,370.00
Event services
2012085 5,843.75 5,843.75 0.00 0.00 5,843.75
Event work
16,238.75 16,238.75 0.00 0.00 16,238.75
,fHE KEYLTU DOCUMENTISECURITY O HEAVACTIVATEDA41$1 B.P RINTZADDITIONALISEQURITylEEATURES INCELIDEDZSEE,BACK'FORDETAILS'
p1 D'=/D Carmel Redevelopment Commission 003331
1Tti 30 West Main Street A REGIONS
t ` Suite 220 20.1421/740
CARMEL Carmel, IN 46032 •
DISTRIC
3331
DATE AMOUNT
11/16/2012 ********16,238.75
PAY THE SUM OF SIXTEEN THOUSAND TWO HUNDRED THIRTY EIGHT DOLLARS AND 75 CENTS *************
TO THE
ORDER
OF Victory Sun, Inc.
Vanessa Stiles
PO Box 199114 -
Indianapolis, IN 46219 ..
1
n'00333LIi' 1:0740L42L31: 0087504LLL"
CARMEL REDEVELOPMENT COMMISSION 003331
Victory Sun, Inc. Check: 3331
Vanessa Stiles Date: 11/16/2012
PO Box 199114 Vendor: VICTORY1
Indianapolis, IN 46219
Prior
Invoice P.O. Num, Invoice Amt Balance Retention Discount Amt. Paid
2012078 25.00 25.00 0.00 0.00 25:00
Gift Certificate BMW Champions
2012080 10,370.00 10,370.00 0.00 0.00 10,370.00
Event services
2012085 5,843.75 5,843.75 0.00 0.00 5,843.75
Event work
16,238.75 16,238.75 0.00 0.00 16,238.75
<-11-52 COMPUTEREASE FORMS DIVISION(877)511.791 T-01771 lit
P R •
VICTORY SUN
ADVERTISING EVENTS
INVOICE NO. 2012078 INVOICE DATE: 10/1/2012
MEDIA BUY INVOICE
Victory Sun Inc.
Vanessa Stiles
PO Box 199114
Indianapolis, IN 46219
317.696.7102
Federal ID II 20-5022552
INVOICE TO: Megan McVicker
Carmel Redevelopment Commission
30 West Main Street
Suite 220
Carmel, Indiana 46032
DATE ACTIVITY DESCRIPTION PRICE
Gift Certificate awarded to
the Social Media Street Team
member who posted the
highest quality and largest
quantity of activity on social
media during the week of
9/26/2012 Swing into the District BMW Championship $25.00
NOTE: No mark-up applied. Invoice
attached for verification.
INVOICE TOTAL $ 25.00
Thank you for choosing Victory Sun.
Winning relationships make you THE star.
"(Pb
1 of 1 2012078 CRC Media Invoice Social Media Street Team
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Check\Per Tab Server Time Date
472769\1 2535 98 12:37:21 PM 9/26/20
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1 GIFT CERTIFICATE 25.00
Other Sub-Total 25.00
SUB TOTAL 25.00
Sales Tar. ry00.00
• TOTAL 25 00
THANK YOU
A.M Bar •
Sign up belm for our email newsletter
and receive a $5.00 off coupon from US
upon email verification.
email address _
please give Lu your server.
��IV� Expires 1 year from date below
111 WEST MAIN STREET Oi f t CEtLL/ CCLCLE 3 6 8 9
SUITE 100
CARMEL, INDIANA 46032
317-671- 118 �f g���,�
Gift amounting to��,^L PQ.LIARJ GC-G��:L'Gti14Y Dollars
FF�fll CCC JJJ�'� CFATIFICATE
DATE OI FOR CERTIFICATE PRESENTED BY AMOUNT
NUMBER
ab i), AmandO Von", Knowcaw 3669 *ling IND 1715tri ct Sira.tTeam - 1S Iva
' Not redeemable for Cash
.
THANK YOU FOR YOUR BUSINESS! 4M . / eta/Y) 1� ROO is
• �V
•
OVICTORY SUN
PR ADVERTISING EVENTS
INVOICE NO. 2012080 INVOICE DATE: 10/12/2012
Victory Sun Inc.
Vanessa Stiles
PO Box 199114
Indianapolis, IN 46219
317.696.7102
Federal ID # 20-5022552
INVOICE TO: Megan McVicker
Carmel Redevelopment Commission - Artomobilia
30 West Main Street
Suite 220
Carmel, Indiana 46032
DATE ACTIVITY DESCRIPTION HOURS PRICE
6/13/2012 Exhibitor Relations Phone call with Andrew Lee re: VIP area 0.25 $ 21.25
Working with Nancy, Megan, John Leonard and
Andrew Lee in regard to Lou Alvino exhibitor
unhappy about non-responsiveness from exhibitor
7/2/2012 Exhibitor Relations committee 0.75 $ 63.75
Provide Megan with action items taken to
7/3/2012 Exhibitor Relations communicate with Lou Alvino (unhappy exhibitor) 0.25 $ 21.25
Work with Rose Hulman representatives in regard to
7/12/2012 Sponsorship sponsorship for 2012 0.25 $ 21.25
Phone call with John and Andrew re: Rose Hulman no
7/17/2012 Sponsorship for 2012 and how it determines budget 0.25 $ 21.25
Marshaling yard options reviewed with John Leonard
7/17/2012 Event Logistics for day of event 0.25 $ 21.25
Phone call to Carbon Motors re: sponsorship for
event; Email John Leonard to update him on possible
7/20/2012 Sponsorship needs for Carbon Motors in footprint 0.5 $ 42.50
bpd
1 of 9 2012080 CRC Artomobilia June through October
•
Phone call with Andrew Lee to confirm golf cart,
cone and sign needs from exhibitor committee for
day of event; Phone call with Megan to discuss
elementary school lot for marshaling yard, cones
needed, artwork from Paxton, review status of can
to date, discuss possibilities of dollars from Carbon
7/23/2012 Event Logistics Motors 0.5 $ 42.50
Start timeline and checklist for Artomobilia program;
7/25/2012 PR/Creative Work with Steph for photographer for Artomobilia 0.75 $ 63.75
Volunteer
7/25/2012 Recruitment Assign and recruit volunteers for day of event 0.25 $ 21.25
Work with Andrew and John in regard to Shelby car
enthusiast wanting to pay homage to Caro ll Shelby at
7/26/2012 Event Logistics event with display at car coral 0.25 $ 21.25
Follow-up with John and Andrew in regard to final
resolution with Lou Alvino and communicate back to
7/27/2012 Exhibitor Relations Nancy as per resolution 0.25 $ 21.25
Work with John and Andrew to clarify confirmation
or non-confirmation on Noyes sponsorship for VIP
area; Inform John and Andrew that if we do not use
Sophia Square as VIP area we will use it as exhibitor
lunch area as we are committed to use the courtyard
7/27/2012 Sponsorship as part of Sophia Square partnership 0.5 $ 42.50
7/30/2012 Client Meeting Prepare agenda for 7/31 meeting 0.25 $ 21.25
Work with Andrew in regard to scanning artwork
from Paxton and obtaining permission from original
7/30/2012 PR/Creative artist 0.25 $ 21.25
7/31/2012 Client Meeting Meeting with Megan and Stephanie 1.75 $ 148.75
Coordinate with John Leonard re: sending
7/31/2012 Exhibitor Relations confirmation letters via LISPS to confirmed exhibitors 0.5 $ 42.50
Coordinate with John and Megan in regard to
8/1/2012 Event Logistics speaking with Lt. Foster to prepare for needs on 8/25 0.25 $ 21.25
Work with John and Sonax sponsorship possibilities,
8/2/2012 Sponsorship their water and logistics needs etc. 0.25 $ 21.25
8/2/2012 Client Meeting Develop agenda for 8/3 client meeting 0.5 $ 42.50
Volunteer Confirm work crew with Hamilton County
8/2/2012 Recruitment Correctional Department 0.25 $ 21.25
Send email to Carbon Motors to confirm that we have
8/2/2012 Event Logistics space reserved for them at event 0.25 $ 21.25
2 of 9 2012080 CRC Artomobilia June through October
8/3/2012 Client Meeting Meeting with Megan and Steph 1 $ 85.00
Communication with John Leonard as per
8/3/2012 Exhibitor Relations coordinating acceptance letter to go out 0.25 $ 21.25
Write email to respond to patron who visited CA&DD
event on 7/14/12 and send copy to Megan and Steph
to review and send to patron; Write up art direction
for full page Artomobilia Current ad for the Wilkinson
Brothers and update the Wilkinson Brothers on
scanned art status and determine what they
learned/know as per John stopping in to their office
8/6/2012 PR/Creative on the previous Friday 1.75 $ 148.75
Coordinate with John and Megan as per touch a truck
event at Carmel Elementary School lot and find a
solution; Meeting with John Leonard to review
logistical plan with car set-up and marshaling yard;
Discuss sending letter out to exhibitors and changes
that need to be made to letter; receive confirmation
from Nancy that Carbon Motors will not be able to
attend the event due to display at RNC in Tampa
8/6/2012 Event Logistics then communicate that to John and Andrew 2.25 $ 191.25
8/6/2012 Entertainment Negotiate and schedule with the band The Michels 0.5 $ 42.50
Email forwarded from John from Bluent at Cafe St.
Tropez inquiring about being in footprint;Work with
Merchant Steph and Megan to communicate with Bluent on best
8/6/2012 Communications options to consider 0.5 $ 42.50
Phone call with Megan to review Woody's requests for
Merchant cars in front of restaurant; Reiterate the request
8/7/2012 Communications with John and Andrew 0.25 $ 21.25
8/7/2012 Exhibitor Relations Proof and edit John's letter to exhibitors 0.25 $ 21.25
Contact Andrew and John to confirm use of West Lot
in CHS for trailers; If available, we will use West Lot
8/7/2012 Event Logistics for shuttle service 0.25 $ 21.25
Confirm with Lara at Current that art is on its way to
meet deadline; Proof draft of ad, add edit to include
acknowledgement of original art being used with
8/7/2012 PR/Creative artists permission 0.75 $ 63.75
Merge and mail exhibitor letters with maps and
8/8/2012 Exhibitor Relations information for day of event check-in and marshaling 2.5 $ 212.50
Edits to Andrew and John's letters to volunteers and
8/8/2012 Event Logistics judges 0.25 $ 21.25
Updates to Lara on ad approval status and follow-up
with Wilkinson Brothers and Megan to obtain
8/8/2012 PR/Creative approval from Nancy 0.25 $ 21.25
3 of 9 2012080 CRC Artomobilia June through October
•I Surveys for merchants and vendors from 7/14/12
8/9/2012 Research CA&DD event developed online and sent L25 $ 106.25
Phone call with Ste ph re: motorcycle P �Y group called
P
office; Contact John to investigate the origin of the
motorcycle phone call; Review permission needed
from IDC and confirm John working with Andrea at
IDC to get Pedcor permission on motorcycles inside
the building; Follow-up with the band The Michels to
8/9/2012 Event Logistics confirm playing on 8/25 in the afternoon 1 $ 85.00
Send complete list of letters NOT sent to registered
exhibitors to John Leonard with explanation as to
8/9/2012 Exhibitor Relations why letters not sent 0.5 $ 42.50
Send John checklist of exhibitor spreadsheet
questions so the list can be scrubbed and sorted for
layout in the event program (1st and last name
inversions, misspellings suspected, all caps etc.);
Request updated class list to move forward with set-
8/9/2012 PR/Creative up for award art 0.75 $ 63.75
Determine status of posters and communicate with
8/10/2012 PR/Creative committee on expected arrival for distribution 0.25 $ 21.25
Provide John Leonard with information on estimated
8/11/2012 Event Logistics costs of yard signs 0.25 $ 21.25
Work with John in regard to Maserati's on 2nd Av and
needs for that area as it relates to café St. Tropez;
Place order to Carmel Trophies with complete list of
8/13/2012 Event Logistics ribbons and plaques needed and artwork for plaques 0.5 $ 42.50
Prep content and art direction for Artomobilia
program; Start edits to master exhibitor list from
John; Proof signs and certificates designed by John
(for exhibitors) and provide him with edits in
conjunction with IUHNH logo placement and correct
use of hospital's name; Advise Megan on poster
quantity to order as per quote from printer and
needs from exhibitor committee; Compile and send
list of A-frames to be ordered to Megan (as per
updated class list) and send notes to John on how
class signs were streamlined to omit class years for
some judged classes; Send Special thanks draft page
to John and Andrew for edits to copy for program
and requests feedback by end of day 8/15; Email
detailed pagination plan to Wilkinson Brothers to get
started on program set-up; Proof banners and
8/13/2012 PR/Creative archway panels 5 $ 425.00
4 of 9 2012080 CRC Artomobilia June through October
Request ad from IUHNH for program; Coordinate with
John for load-in instructions for sponsors in their
exhibit area - confirm time and directions;
Coordinate with John and Steph that I will return
phone call to Dave Weaver at American Family for
8/13/2012 Sponsorship program request 0.75 $ 63.75
Volunteer
8/13/2012 Recruitment Provide John with sample letter for volunteers 0.25 $ 21.25
Send Dave Weaver information on load-in for
sponsors and call to follow-up it was received and
answer his questions in re: obtaining programs or
posters; Inform Megan, Steph and John about
communication with Dave; Proof A-frames and advise
8/14/2012 Sponsorship on omitting logos except for IUHNH 0.5 $ 42.50
Edit exhibitor list for layout in program and send to
Wilkinson Brothers with detailed description of
content and what is to be in layout and what was
omitted and why; Write scripts for WTTS and WFYI
radio; Send art direction to Wilkinson Brothers for
the cover of program; Provide art direction to
Wilkinson Brothers for page 7 of program -Swing into
the District ad with copy changes appropriate for
Artomobilia audience; Respond to IUHNH extension
8/14/2012 PR/Creative request for their ad in program 2.25 $ 191.25
Confirm with Lara at Current in Carmel to use same
8/14/2012 Media Buy ad from previous week 0.25 $ 21.25
Send judges invite letter to Megan to extend invite
to judge to CRC Commissioners; Obtain Photoshop
art for Carmel Trophies to work with existing art for
8/14/2012 Event Logistics plaques 0.5 $ 42.50
Request draft 1 on costs from Party Time rental for
day of event needs; Contact Sophia Square re:
Tagliani show car for day of event and confirm use of
space for exhibitor luncheon; Order golf carts; Work
with John, Steph and Cafe St. Tropez in regard to
use of 2nd Av for class of judged cars instead of
8/15/2012 Event Logistics Maserati cars 1 $ 85.00
Extend invite to IUHNH CEO to judge at Artomobilia;
Inform exhibitor committee that he will not be able
8/15/2012 Sponsorship to be there 0.25 $ 21.25
Remind John and Andrew that copy is needed for
page 2 (Special Thanks to committee etc.) of the
program; Proof and provide changes to Carmel
8/15/2012 PR/Creative Trophies on DRAFT 1 of artwork for plaques 0.5 $ 42.50
5 of 9 2012080 CRC Artomobilia June through October
• Listen to WTTS DRAFT 1 of on air spot; Request
8/15/2012 Media Buy changes as per pronunciation of"Artomobilia" 0.25 $ 21.25
Phone call with Lori at Sophia Square and send her
information on what we will do in Sophia Square on
8/16/2012 Event Logistics day of event 0.25 $ 21.25
Develop agenda for 8/16 client meeting; Meeting on
8/16/2012 Client Meeting 8/16 with Steph and Megan 3 $ 255.00
Volunteer Provide John Leonard with 2 parking volunteers for
8/16/2012 Recruitment the event 0.25 $ 21.25
Review program draft and send feedback to Megan
and Wilkinson Brothers and inform them on items
that are still outstanding and the status of those
• 8/16/2012 PR/Creative outstanding items 0.5 $ 42.50
Review revised WTTS spot and send on to Megan for
approval; Confirm with Nancy and Melanie that I will
contact ad representative from The Onion to decline
8/16/2012 Media Buy advertising in the publication 0.5 $ 42.50
Email John and Andrew with final date on which bag
stuffers for exhibitors bags will be accepted; Verify
with John in regard to Old Town Tavern and possible
car in front; Confirm no sales tax with PBP Golf
Carts; Work with P&P and Mike Lee on issue of
company name incorrect on check for AOW golf cart
rental as per new management in 2012 from 2011
8/17/2012 Event Logistics small name change but they cannot cash check as is. 0.5 $ 42.50
Proof and approve award art from Carmel Trophies;
8/17/2012 PR/Creative Provide page 2 edits to Wilkinson Brothers 0.5 $ 42.50
Volunteer recruitment for day of event; Start day of
event timeline; Coordinate with band on payment
8/19/2012 Event Logistics confirmation and band play time 1 $ 85.00
•
On site at CRC: Measure Sophia Square; Schedule
Facebook media buy; Review and confirm catering
decisions with Megan as per budget; Sign solutions
for direction exhibitors to lunch in Sophia Square;
Respond to John and Andrew request for PDF of
poster; Continue to work with PEEP on returning
previous check to receive payment for AOW; Email
Detour with questions/answers on catering and tent
placement; Confirm delivery and pick-up times of
golf carts; Confirm Old Town Tavern use of beer cart
but no show car at their location; Work with City on
signs exhibitor committee wishes to place on
Keystone roundabout for directions to exhibitors and
receive approval to erect signs and provide feedback
8/20/2012 Event Logistics to John 4 $ 340.00
6 of 9 2012080 CRC Artomobilia June through October
On site at CRC: Volunteer communication and
recruitment and confirm shirt sizes with John and
Andrew; Confirm Detour menu for exhibitor lunch;
Complete ad copy direction for SWING INTO THE
DISTRICT Current ad (non Artomobilia related) and
send to Wilkinson Brothers; Run exhibitor materials
needed by the exhibitor committee; Review Party
Time rental order and submit changes; Continue
work on day of event timeline; Ensure Mayors letter
is approved and placed in program; Communicate
with band, send signed contract and provide them
with load-in instructions; Proof program and provide
feedback/edits to Wilkinson Brothers; Redirect
exhibitor committee to 12:30 lunch start time for
exhibitor as per previous feedback for people who do
not get parked until noon; Confirm Jeff Worrell and
Bill Hammer as judges with John and Andrew;
Confirm number of spots to be reserved in IDC for
8/21/2012 Event Logistics judges parking 8.5 $ 722.50
On site at CRC: Contact Carmel Trophies about final
awards; Determine where and how we can use'Best
City moniker at event; Complete day of event
timeline; Copy and cut exhibitor tickets; Copy
judging sheets; Confirm all volunteers; Work with
Detour on details for exhibitor lunch; Work with
Andrew and John on their shirts for judges (correct
logos etc.) and confirm they need CA&DD volunteer
shirts too and confirm quantity; Confirm need for
judges lunch from Blu Moon with Andrew for judges
and confirm location for delivery to Paxton's office;
Send tax exempt certificate to Detour; Send
information to Sophia Square so they can get to
tenants and confirm that Tagliani car cannot be on
site for the event; Review changes to Party Time
8/22/2012 Event Logistics rental order from Angie 7.5 $ 637.50
On site at CRC: Purchase planters for exhibitor lunch
directional signs; Purchase exhibitor badge holders
and print; Arrange signs; Mail programs from event to
Andrea at IUHNH; Work with John on email from
photographer not hired by CRC; Confirm with Andrew
and John on who is printing exhibitor list for the
marshaling yard; Questions to Angie re; Stakes on
order from Party Time Rental; Confirm a member of
Victory Sun team will transport food to Paxton's
8/23/2012 Event Logistics office 9 $ 765.00
7 of 9 2012080 CRC Artomobilia June through October
On site at CRC: Place no parking signs; Place Detour
signs; Load materials; Prep A-frames; Prepare
marshaling yard materials; Place reserved signs in IDC
parking spaces; Accept delivery of golf carts and
drive all to secure spots in IDC; Work with John and
8/24/2012 Event Logistics Andrew as to confusion from CHS on use of lot 12.5 $ 1,062.50
On site to direct staff and team of volunteers for the
8/25/2012 Event Direction day of event 13.75 $ 1,168.75
Staff of Victory Sun on site to complete all event
related tasks for set-up, event execution and
8/25/2012 Event Logistics teardown 12 $ 1,020.00
Edit letter Andrew wrote to exhibitors thanking them '
for participating ; Brief Andrew and John on
8/27/2012 Exhibitor Relations feedback from Mercury exhibitor in front of Woody's 0.5 $ 42.50
Provide constructive feedback to Detour on service
and explain process for payment; Send invoice from
8/27/2012 Event Logistics Detour to Mike Lee and Megan for payment 0.25 $ 21.25
Review photos of event and work with Beth Maier to
8/28/2012 PR/Creative obtain DVDs of photos for CRC office 0.25 $ 21.25
Phone call with Andrew Lee re: "retiring'volunteer
committee members; Provide Andrew artwork for
the event from 2008 through 2012 to create an award
for the retiring volunteers; Coordinate with John
8/30/2012 Exhibitor Relations Leonard to obtain an archway panel as a souvenir 0.75 $ 63.75
Answer request from Sophisticated Living as for
8/30/2012 PR/Creative photos and names of people in photos 0.5 $ 42.50
Start letter from Bill Hammer to retiring exhibitor
9/6/2012 Exhibitor Relations committee members 0.25 $ 21.25
Complete letter from Bill Hammer to go to retiring
volunteers; Send letter to Megan for review, approval
and to pass on to Bill for signature; Update Andrew
9/7/2012 Exhibitor Relations on status of the letter 1 $ 85.00
Create invoice and send to John Leonard to share
expenses with Carmel Artomobilia committee to
9/11/2012 Sponsorship meet sponsorship and exhibitor needs 0.25 $ 21.25
Obtain signed letter from Bill Hammer; Attend wrap-
9/12/2012 Exhibitor Relations up meeting with exhibitor committee 2.25 $ 191.25
9/13/2012 Client Meeting Agenda for 9/14 meeting 0.5 $ 42.50
9/14/2012 Client Meeting Wrap up events meeting with Megan and Stephanie 2.5 $ 212.50
8 of 9 2012080 CRC Artomobilia June through October
•
Meeting with Amy from WITS to measure feedback
9/18/2012 Media Buy and missed opportunities on social media 0.75 $ 63.75
Guest survey (reflects all events) entered into
9/19/2012 Research SurveyMonkey 1 $ 85.00
Survey to go to Merchants for Artomobilia completed
9/24/2012 Research and emailed to Megan and Steph for review 0.75 $ 63.75
Complete BPW request for 2013 and turn it at City
9/26/2012 Event Logistics Hall 0.5 $ 42.50
Mail golf cart key back to PEP (obtained from
10/2/2012 Event Logistics exhibitor committee volunteer after the event) 0.25 $ 21.25
$
INVOICE TOTAL $ 10,370.00
Thank you for choosing Victory Sun.
Winning relationships make you THE star.
•
. 9 of 9 2012080 CRC Artomobilia June through October
VICTORY SUN
P R ADVERTISING EVENTS
INVOICE NO. 2012085 INVOICE DATE: 11 /1 /2012
Victory Sun Inc.
Vanessa Stiles
PO Box 199114
Indianapolis, IN 46219
317.696.7102
Federal ID 11 20-5022552
INVOICE TO: Megan McVicker
Carmel Redevelopment Commission - Special Projects
30 West Main Street
Suite 220
Carmel, Indiana 46032
•
DATE ACTIVITY DESCRIPTION HOURS PRICE
Swing into the District - Contact Mayor's Youth Council
and Sonja re: serving on social media street team;
Respond to Guerrin via email as per social media street
team; Request Megan make conatct with Amanda re;
social media street team and send Megan copy of email
sent to other volunteers; Review and edit Golf Week
8/1/2012 PR/Creative program ad 1.25 $ 106.25
Swing into the District- Coordinate with Game Truck as
per availability to view truck for possible use during
8/1/2012 Entertainment BMW champiosnhip week 0.25 $ 21.25
Swing into the District-Coordinate viewing of Game
Truck with Megan McVicker for 8/8; Coordinate with
Megan to meet with Freddie from Detour on 8/3; Send
directions to IDC Joao (from Game Truck) to view the
8/2/2012 Entertainment truck on 8/8 0.75 $ 63.75
Review of Golf Week ad and to Megan for approval from
8/2/2012 PR/Creative Nancy 0.25 $ 21.25
Client meeting with Megan et al re: Swing into the
District; Also meet with Freddie from Detour as per
their entertainment schedule for the week of BMW
8/3/2012 Client Meeting Chmapionship 1.75 $ 148.75
1 of 7 2012085 CRC Special Projects August Sept.xls
Swing into the District - Phone call with Megan re:
wording in Golf Week ad to change and call her to
8/3/2012 Media Buy review and edit; Request HCCVB logo be placed in ad 0.75 $ 63.75
Swing inot the District- Send Stephanie email copy to
send to her contact at Carmel High School to complete
8/3/2012 PR/Creative ask for social media street team 0.25 $ 21.25
Swing into the District-Confirm Carlton and George as
social media street team members; Forward
confirmation received from Golf Week to Casey re:
8/6/2012 PR/Creative BMW Championship program ad 0.25 $ 21.25
Swing inot the District-Meet Game Truck at IDC to
view and tour; Review area where it would be parked
with Game Truck vendor; Evaluate if Game Truck would
be appropriate for Distict festivities surrounding BMW
8/8/2012 Entertainment Championship week 1.5 $ 127.50
Swing into the District- Contact and Confirm Tonos
8/13/2012 Entertainment Triad for Thursday, 9/6 0.5 $ 42.50
Update media budget and send to Megan for tracking
8/14/2012 Media Buy dollars spent to date 0.25 $ 21.25
Oktoberfest - Contact Melanie Lentz to schedule a
8/15/2012 Client Meeting meeting with her and Nancy 0.25 $ 21.25
Swing into the District-Send Party Time Rental list of
needs for festivities and request,any resources that
8/15/2012 Event Logistics could highlight east end. 0.5 $ 42.50
Swing into District- Follow-up with Guerrin HS for social
media team member again; Send Guerrin invite to 8/29
gathering with waivers to spur them closer to recruiting
8/15/2012 PR/Creative 1 or 2 students 0.25 $ 21.25
Swing into the District- Phone call with Guerrin High
School to recruit members for social media street team
8/16/2012 PR/Creative during BMW Championship week 0.25 $ 21.25
Swing into the District -Send confirmation of dates and
times to Joao for the Game Truck to be on 2nd Av as
8/16/2012 Entertainment part of the festivties 0.25 $ 21.25
Swing into the District- obtain resource for a jazz trio
8/17/2012 Entertainment to contact for the week of BMW Championship 0.25 $ 21.25
Swing into the District- Review web page draft from
8/17/2012 PR/Creative Wilkinson Brothers 0.25 $ 21.25
Call Onion sales representative to decline advertising in
8/20/2012 Media Buy publication 0.25 $ 21.25
Swing into the District - ad copy and art direction to
8/21/2012 PR/Creative Wilkinson Brothers for Current ad 0.5 $ 42.50
2 of 7 2012085 CRC Special Projects August Sept.xls
•
Oktoberfest - create agenda and nicer with Melanie and
8/22/2012 Client Meeting Nancy to review plan of action for Oktoberfest 2012 1.75 $ 148.75
Re-send waiver to social media street team volunteers
8/22/2012 PR/Creative who have not yet signed it and sent it M. 0.25 $ 21.25
Swing into the District- Review draft of Current ad with
8/24/2012 PR/Creative Megan and not changes to be sent to Wilkinson Brothers 0.25 $ 21.25
Swing into the District- Research and confirm
businesses to follow; Create agenda for 8/29 meeting
8/27/2012 PR/Creative with recruited volunteers for social media street team 1 $ 85.00
Oktoherfest-Contact Brent Applebee at Merchant
Square to schedule meeting; Contact Joe Freeman at
Hamilton Beverage to confirm date and needs for beer
sales at event; Contact Billy Andrews, Ramco-
Gershonson; Swing into the District- Coordinate with 11.1
Health North Hospital to obtain umbrellas as a guest
8/27/2012 Event Logistics courtesy for ASK ME center 0.75 $ 63.75
Swing into the District - Confirm with Lara that ad is in
8/27/2012 Media Buy approval stage and coming her way to meet deadline 0.25 $ 21.25
Swing into the District- Art direction and copy for
Wilkinson Brothers for table tents; Include"Best
City....Money Magazine"copy; Finalize agenda for social
media street team meeting; Complete score sheet for
social media team volunteers to track progress; Send
reminders about meeting to all social media street
8/28/2012 PR/Creative team volunteers 1.5 $ 127.50
Swing into the District-Track progress of ad due to
Current; Call Megan to determine status; Follow-up
8/28/2012 Media Buy with Lara at Current; Update Wilkinson Brothers 0.25 $ 21.25
Oktoberfest- Email Nancy and Melanie outlining key
factors to consider as per Merchants Square not hosting
the event; research dates to consider other than 10/5;
Contact Polkaboy as per their availability if event date
8/28/2012 Event Logistics needs to change 0.5 $ 42.50
Review and approve Current ad for Swing into the
8/28/2012 PR/Creative District as per addition of Best City.."official wording 0.25 $ 21.25
3 of 7 2012085 CRC Special Projects August Sept.xls
Swing into the District- pick up umbrellas from IU
Health North Hospital; Artomobilia follow-up- Phone
call with Andrew Lee re: 2 committee members
stepping down from volunteer planning committee;
Oktoberfest- Communicate with Melanie re: Polkaboy
available on 10/26; Confirm extending invite to
Hamilton Beverage/Joe Freeman if we are located at
8/29/2012 Event Logistics Carmel City Center 1.25 $ 106.25
Swing into the District- Purchase gift cards from
District businesses to distribute to social media street
team volunteers for use to promote the District during
BMW Championship week; Direct meeting with social
media street team at Muldoons to provide instructions
and explain the social media street goals and
objectives; Art direction for table tents to Wilkinson
Brothers; review web schedule posted, edit schedule
and send to Megan with confirmations; Send final
entertainment schedule to Wilkinson Brothers for web
posting; Send Detour entertainment schedule to
8/29/2012 PR/Creative Stephanie M. to get to HCCVB for their website 4.75 $ 403.75
Swing into the District- Answer questions from Amanda
(social media team volunteer) and schedule breakfast
with her at Blu Moon to feature the District; Review
8/30/2012 PR/Creative table tent draft from the Wilkinson Brothers 0.5 $ 42.50
Client meeting with Megan et al re: Swing into the
8/31/2012 Client Meeting District planning and post Artomobila 1.75 $ 148.75
Swing into the District - Contact potential additional
member for social media street team; Review A-frame
and table tent drafts form printer and work with Megan
9/3/2012 PR/Creative via email on A-frame improvements 1 $ 85.00
Phone call with Megan to review needs for Swing into
District; Seek additional entertainment for Saturday;
Finalize payment details with Tonos Triad; Work with
Party Time Rental to add sides to tent, confirm set-
up/teardown times and header for ASK ME center and
investigate possibility of benches. Oktoberfest- Phone
call and email with Joe Freeman from Hamilton
Beverage, extend invite to be at event, explain change
of venue and review options as per off-site from store
9/4/2012 Event Logistics (truck vs. load-in to tented area) 1.75 $ 148.75
4 of 7 2012085 CRC Special Projects August Sept.xls
Aggressively and strategically post content on Social
Media (Facebook and twitter) to promote Swing into the
District and to provide resources for Social Media team
to retweet and re-post; Re-send waiver to individuals
9/4/2012 PR/Creative who have not yet sent it in 0.75 $ 63.75
Send updated budget to Megan McVicker for tracking
9/4/2012 Media Buy and confirmation of dollars spent 0.25 $ 21.25
Swing into the District-Social Media Street team
member at Blu Moon for breakfast and take additional
photos of the District for posting on CA&DD page and in
tweets; Phone call with Melanie re: green shirts for
9/5/2012 PR/Creative staff/volunteers mentioned in Mayor interview 1.5 $ 127.50
Oktoberfest-Meeting with Michelle Krcmery and
9/5/2012 Client Meeting Melanie Lentz 1.5 $ 127.50
9/5/2012 Research Compile results from Art of Wine merchant survey 0.5 $ 42.50
Swing into the District - Load in instructions sent to
Tonos Triad; Reminder to Megan that keys are needed
form Street Department for bollards on 2nd Avenue;
Provide Party Time Rental with loading instructions for
Thursday. Oktoberfest- Follow-up with Pollkaboy on
9/5/2012 Event Logistics date change to 10/26 1.25 $ 106.25
On site for Swing into the District activities; Follow up
reminders to Game Truck with directions to load in on
2nd Avenue;Make changes to Party Time Rental order
9/6/2012 Event Direction and review weather predictions and tent safety 6.75 $ 573.75
Oktoberfest- Address questions form Polkaboy in regard
to location; request response from Michelle re:
confirming Carmel City Center; Contact Bruce Knott to
9/6/2012 Event Logistics obtain Phis approval on space 0.5 $ 42.50
9/7/2012 Event Direction On site for Swing into the District activities 7.5 $ 637.50
Swing inot the District- Complete menu research of
CA&DD restaurants as a result of ASK ME center
questions form Thursday evening 9/6 and send link to
Stephanie and request that she print off one copy of
9/7/2012 Event Logistics each menu 0.75 $ 63.75
9/8/2012 Event Direction On site for Swing into the District activities 7.5 $ 637.50
5 of 7 2012085 CRC Special Projects August Sept.xls
Oktoberfest- Contact Hamilton County Health
Department on needs from vendors abd update health
department on new venue and time needed to
determine who food vendors might be; Obtain all
paperwork from Hamilton County Health Department.
9/10/2012 Event Logistics that vendors will need 0.5 $ 42.50
9/11/2012 Sponsorship Approval CADDGA ad re: IUHNH logo 0.25 $ 21.25
Oktoberfest- Communicate with Frank from Polkaboy
that we await Fire Marshall approval of space to finalize
9/13/2012 Event Logistics location of event 0.25 $ 21.25
Client meeting to discuss Swing into the District results
and discuss Artomobilia volunteer committee wrap-up
9/14/2012 Client Meeting meeting 2.5 $ 212.50
Oktoberfest - follow-up with Bruce Knott via email to
9/14/2012 Event Logistics schedule meeting to inspect City Center space 0.25 $ 21.25
Oktoberfest - meeting with Fire Chief, Bruce Knott and
9/17/2012 Event Logistics Michelle Krcmery at City Center 0.75 $ 63.75
9/18/2012 Event Logistics Oktoberfest - start to prepare BPW request 0.25 $ 21.25
Media analysis of WITS links to website in conjunction
9/19/2012 Media Buy with media buys and appearance in WITS VIP emails 0.75 $ 63.75
review and edits; Send link to Megan for further review
9/20/2012 Research and/or approval 0.75 $ 63.75
Oktoberfest - Follow-up with Michelle to obtain
diagram of property; Confirm with Polkaboy that
9/21/2012 Event Logistics location of event is at Carmel City Center 0.25 $ 21.25
Oktoberfest-Complete BPW request; Phone call with
Frank from Polkaboy re: size of stage needed and send
Frank map of festival footprint; Design diagram of
festival area for use by Joe Freeman to obtain one day
liquor sales license at event and send diagram to Joe
9/24/2012 Event Logistics )united Package Liquor) 1.25 $ 106.25
Oktoberfest- Phone call with Melanie to determine who
gets billed for what resources, BPW request complete
and Polkaboy cost and contract status; On-site at City
Center to measure beer sales area options, vendor
spaces, stage area, distance between power outlets
9/25/2012 Event Logistics etc. 1.25 $ 106.25
6 of 7 2012085 CRC Special Projects August Sept.xls
Make changes to guest survey to obatin information on
guest satisfaction for CA&DD events and festivals;
9/25/2012 Research Update link and send to Megan for posting U.S $ 42.50
Oktoberfest.- Start overall budget for review by
Michelle K,Melanie L and Nancy H; Drop off BPW
9/26/2012 Event Logistics completed request to City Hall 0.5 $ 42.50
Swing inot the District.-Announce winner of social
media street team contest and send award to Amanda
K. for her winning work as a social media street team
9/26/2012 PR/Creative volunteer 0.75 $ 63.75
Oktoberfest-complete overall budget; Confirm with
Joe Freeman at United Package Liquor that diagram was
received; Update Melanie in regard to BPW request
submitted and restrictions needed to guarantee stage is
set-up on schedule; Schedule meeting with Melanie for
9/27/2012 Event Logistics 10/2 and verify estimated budget was received 1 $ 85.00
INVOICE TOTAL $ 5,843.75
Thank you for choosing Victory Sun.
Winning relationships make you THE star.
•
7 of 7 2012085 CRC Special Projects August Sept.xis
Prescribed by State Board of Accounts ACCOUNTS PAYABLE VOUCHER City Form N9.201(Rey.1995
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
v/cfur y 5c'n 14c Purchase Order No.
/"nO ajar' /92//`/ Terms
49//ei rc/,07,, /y YG /f Date Due
Invoice Invoice Description Amount
Date Number (or note attached invoice(s) or bill(s))
Il=l—+2 207f 063- Fkri/f Pr3, �5
Total 5A9 7�
I hereby certify that the attached invoice(s), or bill(s), is (are) true and correct and I have - :it-+ same in accor-
dance with IC 5-11-10-1.6.
) I -I(e_ , 20 I?
-Treasurer
Prescribed by Stale Board of Accounts ACCOUNTS PAYABLE VOUCHER City Form No.201(Rey.1995)
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.
ll Payee
0C 4/e. Purchase Order No.
/ ."90( /97//1' Terms
/rd/`er/,5, /4./ , ?/9 Date Due
Invoice Invoice Description Amount
Date Number (or note attached invoice(s) or bill(s))
/il/2//2 20/7 OcS"0 tllr,,7 e: >,- /d' 3;0.aa
/D/N//2 2a(G oxe / (t/.O of�y ,c70 0,<'r 25C',CJ
Total /0,395,00
I hereby certify that the attached invoice(s), or bill(s), is (are) true and correct and I hav a ame in accor-
dance with IC 5-11-10-1.6.
) l , 20 1 Z
- reasurer