HomeMy WebLinkAboutVICTORY SUN, INC.- 003396- 12/20/2012 CARMEL REDEVELOPMENT COMMISSION 00.3396
Victory Sun, Inc, Check: 3396
Vanessa Stiles Date: 12/20/2012
PO Box 199114 Vendor: VICTORY1
Indianapolis, IN 46219
Prior
Invoice P.O. Num. Invoice Amt Balance Retention Discount Amt. Paid
2012091 7,416.25 7,416.25 0.00 0.00 7,416.25
Event planning •
7,416.25 7,416.25 0.00 0.00 7,416.25
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[ T0tr+D°N,Cs Carmel Redevelopment Commission - 003396
1k REGIONS
Alt 30 West Main Street
Suite 220 20.1421/740
°""" Carmel, IN 46032 •
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3396
DATE AMOUNT
12/20/2012 *********7,416.25
PAY THE SUM OF SEVEN THOUSAND FOUR HUNDRED SIXTEEN DOLLARS AND 25 CENTS *******************
TO THE
ORDER
OF Victory Sun, Inc.
Vanessa Stiles
PO Box 199114 .E'sr
Indianapolis, IN 46219
11'00339600' 1:0740 L42131: 00a750LI & Lii'
CARMEL REDEVELOPMENT COMMISSION 003396
Victory Sun, Inc. Check: 3396
Vanessa Stiles Date: 12/20/2012
PO Box 199114 Vendor: VICTORY1
Indianapolis, IN 46219
Prior •
Invoice P.O. Num. Invoice Amt Balance Retention Discount Amt. Paid
2012091 7,416.25 7,416.25 0.00 0,00 7,416.25
Event planning
7,416.25 7,416.25 0.00 0.00 7,416.25
X-11-52 COMPUTEREASE FORMS DIVISION(877)577-5791 T-71771 #L
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• ' , � ADVERTISING EVENTS
ORY SUN
INVOICE NO. 2012091 INVOICE DATE: 12/3/2012
Victory Sun Inc.
Vanessa Stiles
PO Box 199114
Indianapolis, IN 46219
317.6963102
Federal ID#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
10/1/2012 Client Meeting Develop Oktoberfest agenda 0.5 $ 42.50
10/2/2012 Client Meeting Meeting to review progress and actionitems 1.5 $ 127.50
Complete communication checklist for Michelle and •
10/2/2012 PR/Creative Melanie 0.5 $ 42.50
Contact Hamilton Beverage and leave voicemail with
10/2/2012 Event Logistics person for Joe Freeman 0.25 $ 21.25
Write copy re:email to be sent to previous Oktoberfest
attendees and to be sent from Nancy or Melanie's email
address; Include notes to Melanie about content and
10/3/2012 PR/Creative parking information omitted 0.75 $ 63.75
Schedule and coordinate with Michelle to meet Shawn
from Matt the Miller and also schedule with her to meet
with PedCor residence team (Mollie, Rick, Dave);Contact
Karen at Holy Cow Cupcakes to schedule a meeting;
Coordinate with Michelle to recap variety of action items
established and/or confirmed via emaifs from all
10/3/2012 Event Logistics organizing parties 0.75 $ 63.75
Meet with Melanie to review media and PR action items -
10/4/2012 Client Meeting to divide action items and confirm deadlines 0.5 $ .. 42.50•
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1 of 8 2012091 CRC Special Projects October November
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Meeting with Michelle and Matt the Miller Tavern
representative;Meeting with Michelle and Rick McCool,
Mollie McCoy and Dave Parker(PedCor representatives) ;
10/4/2012 Event Logistics Call Mohawk Place representative re: partnership 2.75 $ 233.75
10/4/2012 PR/Creative Request jpg and eps of updated logo from Melanie 0.25 $ 21.25
Develop art direction document and type copy for
Current in Carmel ad; Send eps of updated logo to Steve
10/5/2012 PR/Creative at Current 0.75 $ 63.75
Develop agenda for client meeting; Client meeting with
Megan to review evaluation process for the year,
10/5/2012 Client meeting possibilities for 2013 and needs to close 2012 1.5 $ 127.50
Update media spending report and send to Megan to
prepare for Holiday in the District needs and end of year
10/5/2012 Media Buy planning 0.5 $ 42.50
Send Karl at Carmel United Methodist Church information
on parking needs and partnership;Call Joe at United
Package Liquor/Hamilton Beverage; Call Larry at
Eggshell Bistro;Schedule meeting with Karen at Holy
Cow Cupcakes; Recap and send updates to Melanie,
Nancy and Michelle on parking partnerships with Carmel
10/8/2012 Event Logistics UMC and Mohawk Shopping Plaza 1.25 $ 106.25
Proof Oktoberfest ad and send notes to Melanie in regard
10/8/2012 PR/Creative to possible edits 0.25 $ 21.25
Prep for meeting with Katie from Hubbard&Cravens-
print off festival footprint area, prepare checklist of
items to review and needs from H&C re: food and
alcohol service;Meeting with Katie from Hubbard&
Cravens; Call Joe Freeman at United Package
Liquor/Hamilton Beverage;Stop in at Holy Cow to meet
up with Karen;Take photos of performance area to send
to Frank from Polkaboy;Complete general event
information sheet for Hamilton County Health
Department and send to HCHD;Call excise office in
Crawfordsville to verify officer available for signature on
10/11 for temporary licensure; Coordinate with Mollie
for meeting with Lt. Foster, Rick, Dave Parker and Street
Department representative; Send layout of festival area
to Katie at Hubbard&Cravens to include with ATC
10/9/2012 Event Logistics temporary permit;Call Larry at Eggshell Bistro 3.25 $ 276.25
Correspondence with IU Health North Hospital re: final
10/9/2012 Sponsorship reporting and quantifying sponsorship 0.5 $ 42.50
2 of 8 2012091 CRC Special Projects October November
Send photos to Frank from Polkaboy to clarify location of
10/9/2012 Entertainment stage and performance area 0.25 $ 21.25
Compile list of participating vendors and send to
Hamilton County Health Department to accompany
general event information completed on 10/9; Send
Health Department information to participating
10/10/2012 Event Logistics restaurants 0.75 $ 63.75
.,Call Nora Feeney at ATC office re: event; Call Joe
'Freeman at United Package Liquor/Hamilton Beverage;
Phone call with Jess from Mohawk property re: parking
partnership; Communicate with Katie from Hubbard Et
10/10/2012 Event Logistics Cravens re:signatures needed on ATC temporary license 1 $ 85.00
Write copy for 2nd email to be sent by Melanie/Nancy;
10/10/2012 PR/Creative Write news release 1.25 $ 106.25
Call Crawfordsville ATC office to remind officer of my
arrival; Assist Hubbard 6 Cravens to obtain temporary
license: Pick up paperwork and check from H&C location;
Drive paperwork to Crawfordsville for officer signature;
Send Jess from Mohawk Shopping Plaza specific details
about event to gain parking partnership;Confirm water
source with Hamilton County Health Department and
phone call to review restaurants submitted in
paperwork; Inform restaurants via email that Hamilton
County Health Department will be contacting them;
NOTE: return from district ATC office in Crawfordsville
with out signature as per closed'due to illness'sign on
10/11/2012 Event Logistics the door 3.75 $ 318.75
Call ATC office in Crawfordsville to confirm an individual
will be on site for signature; Drive to Crawfordsville for
,ATC officer signature as per office closed on 10/11 due
to illness;Obtain signature needed and drive temporary
license paperwork to Indiana Government Center to turn
in to State ATC office;Complete online event permit
registration with Indiana Homeland Security as per
requirements for hosting an outdoor stage;Call Mohawk
Property and Carmel United Methodist Church re: parking
partnership verification for Oktoberfest; Send email to
Hubbard B Cravens(Rodd and Katie)that all signatures
were obtained and paperwork was submitted for
temporary license to serve alcohol; Confirm with
Melanie,Michelle and Nancy that Carmel UMC parking
partnership confirmed; Attempt to meet with Karen from
10/12/2012 Event Logistics 'Holy Cow Cupcakes at scheduled time 4.75 $ 403.75
3 of 8 2012091 CRC Special Projects October November
10/12/2012 PR/Creative Review and approve flyer designed by Melanie 0.25 $ 21.25
Write copy to be added to Current in Carmel ad in regard
to parking locations; Email to Melanie and discuss via
10/15/2012 PR/Creative phone; Advise on quantity of flyers to print 0.75 $ 63.75
Provide Michelle a detailed description of all
participating City Center restaurants, their status on
licensure, meetings completed and what they have/have
10/15/2012 Event Logistics not shared in regard to menu items being offered 0.25 $ 21.25
Call Joe Freeman at United Package Liquor/Hamilton
10/16/2012 Event Logistics Beverage; Reach out to Larry at Eggshell Bistro via email 0.25 $ 21.25
Send parking information to Current in Carmel to add to
the ad; Send news release to Melanie for review and
approval with notes on quote attributed to Michelle;
10/16/2012 PR/Creative Review Melanie's changes and provide her with feedback 0.75 $ 63.75
Communication to Jess at Mohawk outlining
opportunities at event for Soho and Union Brewing
Company; Revisit signage opportunities for Soho at event
and work with Michelle,Melanie and Nancy on offering a
10/16/2012 Sponsorship solution to Jess (one sign with all partners listed) 0.75 $ 63.75
Review Party Time Rental bid; Follow-up with Aardvark
and A-Classic as per requirements to receive 3 bids;
Phone call with Melanie Lentz re: parking wording not
consistent with Google Maps references,wording for
previously held location vs. new location, references to
biergarten; Send email with status of action items to
Melanie,Michelle and Nancy and request meeting for
10/17/2012 Event Logistics that week. 0.75 $ 63.75
Develop at direction document based on Carmel City
Center parking map;Customize for Oktobcrfest needs to
direct parking;Send to Wilkinson Brothers for graphic
design development; Review Current ad with added
parking information and edits and inform Current team
10/17/2012 PR/Creative that Melanie has final approval 1.25 $ 106.25
4 of 8 2012091 CRC Special Projects October November
Evaluate supplies available at CRC for use at
Oktoberfest; Verify measurements of electric available
and Location of water source to vendor area at City
Center; Evaluate needs at Carmel United Methodist
Church to control traffic; Attempt to meet with Karen at
Holy Cow; Confirm with Melanie, Nancy and Michelle re:
lights ideas to dress biergarten area and review
restriction parameters for excise;Confirm white snow
fence request from Street Department will be made at
10/19 meeting;Confirm with Polkaboy that generator
10/18/2012 Event Logistics ordered meets their needs 3 $ 255.00
Review changes from Melanie and Michelle to map;
Compile changes and provide detailed instructions on
10/18/2012 PR/Creative edits to Wilkinson Brothers 0.5 $ 42.50
Review and approve IU Health North Hospital logo
10/18/2012 Sponsorship placement inCADDGAad 0.25 $ 21.25
Phone call with Larry at Eggshell Bistro;Meeting with
Hubbard&Cravens after meeting with Michelle and
Melanie;Meeting with Holy Cow attempted after
Hubbard&Cravens meeting;Communicate with
Hamilton County Health Department as per paperwork
not received from restaurants; Re-send all HCHD
paperwork to all participating restaurants; Inform
Melanie,Michelle and Nancy of concerns on paperwork
not submitted by restaurants;Confirm generator order
10/19/2012 Event Logistics with Sunbelt 1.75 $ 148.75
Agenda for Michelle and Melanie meeting;
Agenda/Checklist for meeting with PedCor
representatives/Street Department/Police Department;
Meeting with PedCor et al;Meeting with Melanie and
10/19/2012 Client Meeting Michelle 3.75 $ 318.75
10/20/2012 Event Direction Develop day of event timeline 2.75 $ 233.75
Contact Shawn at Matt the Miller to verify alcohol
service license being used and answer his questions on
tables and space needed;Call Sunbelt re: delivery time
and confirm billing information on file for City
Center/PedCor; Call Gina at A-Classic; Provide Katie at
Hubbard ft Cravens information to contact Tammy at
Hamilton County Health Department;Secure ATM
machine for onsite;Confirm Mike Lee has check for
10/22/2012 Event Logistics Polkaboy 1.5 $ 127.50
Review and approve IU Health North Hospital logos for
10/22/2012 Sponsorship Holiday in the District archway panels and banners 0.25 $ 21.25
5 of 8 2012091 CRC Special Projects October November
Send Wilkinson Brothers addition of parking lot to be
highlighted on map and request.change; Review
Wilkinson Brothers edits, request one change and
10/22/2012 PR/Creative forward to Melanie and Michelle for review 0.75 $ 63.75
Obtain lights to decorate biergarten area for
Oktoberfest; Follow up phone call with Frank from
Polkaboy to confirm Light and sound needs are
compatible with generator ordered; Request
confirmation of electric needs from Holy Cow Cupcakes
on electric and ask what they are serving; Review rain
options (via email)with Nancy, Melanie and Michelle
including tents currently ordered, sound challenges with
garage, input from Hubbard B Cravens,possible
additional tent placement;Schedule a meeting on site
with Michelle and Melanie to create weather plan of
action; Respond to Hamilton County Health Department
confirmation on permits obtained and permits still
outstanding; Confirm day before event meeting with
PedCor team and Street Department; Provide Jim Hobbs
10/23/2012 Event Logistics with bike rack and cone count 2.25 $ 191.25
Write up art direction and needs to be used for banner
10/23/2012 PR/Creative development and send to Express Graphics 0.5 $ 42.50
Update drawing slips for prize drawing ballots; Send
vendors communication on when to set-up; Purchase
trash boxes from KIB and pick up;Confirm City Center
fountain to be turned off at 1pm on day of event;
request estimate on heaters from Sunbelt; Respond to
questions submitted by Larry from Eggshell Bistro;
10/24/2012 Event Logistics Coordinate parking for Potkaboy band members 1.75 $ 148.75
Artomobilia: Develop list of all past and current partners
and sponsors for exhibitor committee to use for 2013
10/24/2012 Sponsorship planning and possible sponsor opportunities 0.75 $ 63.75
Meet with Melanie and Michelle for plans to
10/24/2012 Client Meeting accommodate weather predictions for day of event 1.5 $ 127.50
Review banner art and send options to with
10/24/2012 PR/Creative recommendations 0.25 $ 21.25
6 of 8 2012091 CRC Special Projects October November
Meeting with Jim Hobbs from the Street Department at
Carmel City Center to walk through needs with the
PedCor team; Test electric outlets in light polls;
Purchase supplies; Set-up all signs on A-frames;Transfer
equipment from CRC office to City Center; Prepare event
kit with tape, sharpies, pens, tape, zip ties,etc.;
Purchase plastic sheet protectors; Construct signs
required to meet ATC guidelines for the festival area;
Respond to Rodd at Hubbard B Cravens on plan to move
forward with event as per weather reports; Update Party
Time Rental order and send driving directions to PTR
crew; Review pavers and ramp capacity with Angie from
10/25/2012 Event Logistics Party Time Rental. 8.25 $ 701.25
10/25/2012 Event Direction Apply changes and additions to day of event timeline 1 $ 85.00
On site to manage all day of event activities including
but not limited to: directing vendors on set-up,
accepting deliveries, managing an additional team
member to be on site form Victory Sun, confirming ATM
location,securing electric for all vendors, greeting
entertainment,assisting sound technicians,table set-up,
sign placement, barricade placement, traffic control,
10/26/2012 Event Direction vendor communications and teardown 14.75 $ 1,253.75
Early morning Oktoberfest preparation before on site:
Work with Dave Parker with PedCor to fix non-working
10/26/2012 Event Logistics outlets; Confirm heaters with Sunbelt 035 $ 63.75
Oktoberfest-return materials to PedCor team;Contact
Jim Hobbs at Street Department re; picking up bike racks
10/29/2012 Event Logistics and cones; Begin SWOT analysis of event 1.5 $ 127.50
Review and approve CADDGA ad as per IU Health North
Hospital logo after change made to previous ad copy
10/29/2012 Sponsorship (Atlas omitted) 0.25 $ 21.25
Review photos to estimate number of guests at
Oktoberfest; Phone call with Katie at Hubbard Et Cravens
re: obtaining beer inventory count from her to estimate
crowd; Contact ATM vendor to assist with estimating
10/30/2012 PR/Creative crowd in attendance 1.25 $ 106.25
Send photos form Oktoberfest to Katie ft Hubbard&
10/31/2012 PR/Creative Cravens 0.25 $ 21.25
Oktoberfest:Meeting with Mollie to review list of
11/5/2012 Event Logistics improvements for future events 1.25 $ 106.25
7 of 8 2012091 CRC Special Projects October November
Volunteer Meeting with Artomobilia volunteers in regard to
11/9/2012 Management sponsorship opportunities for 2013 1.5 $ 127.50
Review and approve CADDGA ad as per IU Health North
11/13/2012 Sponsorship Hospital logo 0.25 $ 21.25
Review and approve IU Health North Hospital logo
11/19/2012 Sponsorship placement in Holiday in the District ad 0.25 $ 21.25
Complete SWOT analysis of Oktoberfest 2012; Be sure to
11/23/2012 Event Logistics include notes from meeting with Mollie on 11/5 1 $ 85.00
Provide feedback on creative for the holiday ad and
possibility of using Colts logo on the ad to highlight Matt
Overton's appearance; Provide Colts graphic designer
contact information to Megan to make request and
11/26/2012 PR/Creative obtain cps of Colts logo and approval for Colts logo use 0.5 $ 42.50
Final approval on Holiday ad as per IU Health North
Hospital logo and advise on guiding Matt Overton toward
a quick approval by confirming with him that approval
11/27/2012 Sponsorship form Colts personnel was obtained for use of Colts logo 0.25 $ 21.25
Review and approve CADDGA ad as per IU Health North
11/28/2012 Sponsorship Hospital logo 0.25 $ 21.25
5
INVOICE TOTAL $ 7,416.25
Thank you for choosing Victory Sun.
Winning relationships make you THE star.
8 of 8 2012091 CRC Special Projects October November
prescribed by State eaam of Accounts ACCOUNTS PAYABLE VOUCHER City Form No 207(Rev.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
feu, Purchase Order No.
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bad c//74, /`5, /41 `r/ . /9 Date Due
Invoice Invoice Description Amount
Date Number (or note attached invoice(s) or bill(s))
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I hereby certify that the attached invoice(s), or bill(s), is (are) true and correct and I have audited same in accor-
dance with IC 5-11-10-1,6.
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- reasurer