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Home My WebLink About223261 08/13/2013 CITY OF CARMEL, INDIANA VENDOR: 363028 Page 1 of 1 ' ONE CIVIC SQUARE VICTORY SUN INC CHECK AMOUNT: $4,335.00 a CARMEL, INDIANA 46032 PO BOX 199114 INDIANAPOLIS IN 46219 CHECK NUMBER: 223261 CHECK DATE: 8/13/2013 DEPARTMENT ACCOUNT PO NUMBER INVOICE NUMBER AMOUNT DESCRIPTION 1203 4359003 26813 2013056 4 , 335 . 00 EVENT PLANNING " ll VICTORY S U N . .:1 P R A D V E R T I S I N G EVENTS INVOICE NO. 2013056 INVOICE DATE: 8/2/2013 Victory Sun Inc. Vanessa Stiles PO Box 199114 Indianapolis, IN 46219 317.696.7102 Appropriation#1203-43559003 PO#26813 INVOICE TO: Megan McVicker City of Carmel One Civic Square Carmel, Indiana 46032 DATE ACTIVITY DESCRIPTION COST Event Management and Public See detailed activity sheet June Relations for description $4,335.00 INVOICE TOTALI $4,335.00 Thank you for choosing Victory Sun. Winning relationships make you THE star. 2013056 Activity Description Victory Sun, Inc. Date Activity Hours Total Complete sending reminders to wineries about upcoming registration deadline for Art of Wine; Review WITS spot and send along to MM for review and approval; Send StorAmerica logo to MM for banner production; Email WTTS on background behind logistics of accounting to 6/2/2013 determine if new credit application needed 1.25 $106.25 Phone call with WITS representative re: new credit application needed for new billing entity; Return phone call from WICR as per their inquiry about Jazz on the Monon advertising; Coordinate with IUHNH re: pocket calendars distributed within the hospital; Obtain approval and confirm with WTTS on produced spot to run until first JOTM; Communicate with Shelly at Blu Moon and ask 6/3/2013 them to participate in AOW within the festival footprint 1.75 $148.75 Create map and send to Roy at Mug Bud's to use for temporary service license for Indiana Excise; Review JOTM Current ad for IUHNH logo; Plan for Carol Skinner 6/4/2013 as per SM at AOW 1.5 $127.50 Work with MM on WTTS credit application and circle back to sales represented at WTTS as per same federal id number does that mean no new credit application 6/5/2013 needed 0.25 $21.25 Receive confirmation of 4 Arrows volunteers from Carmel Chamber and resend volunteer description to Josh C., chair of Arrows; Set-up EventBrite volunteer registration page for use by Chamber of Commerce Arrows group for sign-up; Create agenda for 6/7 client meeting; Plan for 6/6/2013 20x10 area for Wine & Canvas 2.25 $191.25 Client meeting; Sign-off on final ROS on air reads as per WFYI Winefest sponsorship; Drop off calendars to IUHNH;Write email for SM to send to District restaurants to create a call to action for them to optimize revenue opportunities at AOW and extend into the festival; Place 6/7/2013 order for wine glasses 3.25 $276.25 Start 3 bids for t-shirts for events; Start 3 bid process for golf cars; Compile list of wineries not yet on website and their corresponding links to get to the Wilkinson Brothers 6/8/2013 for posting; Confirm drop-off of IUHNH vouchers for AOW 1.75 $148.75 Edit and update day of event timeline for Art of Wine; Draft email to go to volunteers for AOW; Coordinate with Rick B. (Kopecky Family Band) on formally announcing a 6/10/2013 the band's appearance at AOW 2.25 $191.25 Save photos of wine bottle art from SM and send to Wilkinson Brothers for posting on website; Update WTTS script for produced spot and send to WTTS for production; Send Celebration Series news release and follow up with specific travel and target journalists; Request made to Kopecky Family Band representative on all necessary paperwork needed for payment and confirmation; Make specific ask with Crush & Brew for 6/11/2013 their AOW participating winery paperwork 2.25 $191.25 Phone call with MM to review requests made to Kopecky Family Band for all necessary paperwork and discuss plan of action as per their contract vs. City's performance 6/12/2013 agreement 0.5 $42.50 Work with band representatives to determine if e-verify should come from WME or KFB LLC; Re-send winery paperwork to Whyte Horse Winery as per their request to 6/14/2013 participate 0.5 $42.50 6/15/2013 Apply edits to volunteer email 0.25 $21.25 Design Summit Realty vouchers for Art of Wine; Compile 6/17/2013 all bid information obtained to date 1.25 $106.25 Volunteer recruitment with Northwestern Mutual contact for Art of Wine; Send volunteer recruitment emails; Send wine tasting estimations as calculated to MM as per 6/18/2013 inquiry from Rettig Winery 2.25 $191.25 Logistics for Art of Wine: Add new wineries to draft of map; Work with Crush & Brew and Grey Bull Wines on 6/19/2013 paperwork still needed for AOW to include them 1.5 $127.50 Develop agenda for client meeting; Call and email Kopecky Family Band re: paperwork still needed from them for payment; Call Susan Hargrove at 5/3 Bank re: possible volunteer crew for AOW; Develop agenda for client meeting; Work with Hamilton County Family publication re: promotion of Celebration Series events; Edits to on air spot produced by WITS; Send distributor with whom SM spoke winery participation packet; Call Kopecky Family Band to prompt their representative about paperwork still needed and provide them with deadlines; Obtain signed agreement from Kopecky Family Band and send to MM; Order wristbands and verify numbers needed on them; Confirm art for wristbands and wine glasses; Confirm delivery address and billing address for delivery of goods for AOW; Send Hamilton County Health Department event permit information; Work with Rick Brewer of Kopecky Family Band on official announcement of Kopecky Family Band appearing at AOW and request additional photos form Rick; Contact Grey Bull Wines to confirm they are still 6/20/2013 working with Crush & Brew 3.25 $276.25 Client meeting; Logistics: measure areas available in District and calculate distance to power sources, determine need for generators; Approve on air spot for WITS; Work with the team to apply edits and additions to website (bio for band, collapse volunteer information, 6/21/2013 add new winery to list) 5 $425.00 6/22/2013 Update AOW day of event timeline 2 $170.00 Save photos submitted by Stephanie and submit to Wilkinson Brothers with captions and artist names for posting on website; Write tweets to be used for CA&DD team for outside of Carmel area appeal; Volunteer communications; Logistics planning with SM re: Joe will use space in front of his store for food sales; Remind 6/23/2013 Rick Brewer on info still needed for payment to band 2.75 $233.75 Client phone call to review vouchers for Summit Realty and status of band paperwork for processing; Complete IUHNH vouchers; Email VIP vouchers IUHNH and Summit Realty to MM; Return phone call from Artomobilia inquiry made to CA&DD office; Confirm Sylvia Grey logistics needs for AOW as per SM; Send AOW Entertainment link to Rick Brewer with band to use in the "buy tickets" portion of the band's website; Phone call 6/24/2013 with Rick Brewer re: paperwork still needed 2 $170.00 Edit load in letters for wineries; Save photos of wine bottles to file submitted by SM and send to Wilkinson Brothers with captions to be posted on AOW website; Phone call with client re: logos for Artomobilia, AOW voucher approval and paperwork for AOW band; Forward 6/25/2013 band's e-verify information to MM 1 $85.00 Compile 3 bid information for party rental services necessary for events; Send 3 bid information to MM for 6/26/2013 golf cars 0.75 $63.75 Deliver vouchers to Summit Realty and IUHNH for AOW; Develop agenda for client meeting on 6/28; Communicate with confirmed volunteers and continue volunteer recruitment emails; Confirm with SM and MM as to which restaurants names will be submitted to Hamilton County 6/2712013 Health Department;Approve art for wine glasses 3 $255.00 Client meeting; Volunteer planning and placement as per confirmed volunteers; recruitment plan for outstanding positions to be filled; Email Rick Brewer from the Kopecky Family Band photos from the 2012 event; Continue volunteer communication via email re: recruitment and confirmation; Prepare final winery load in letters with instructions; Contact Arrows (Carmel Chamber group)to let them know there have been no volunteer sign up from their group; Confirm market bags 6/28/2013 form IUHNH will be donated for wine check use 5.75 $488.75 Data entry of volunteers confirmed; Write additional tweets for outlying areas for AOW call to action; Confirm with Wilkinson Brothers that AOW ad finish size is 6/29/2013 updated to Current's new full page ad dimensions 2.75 $233.75 $0.00 TOTAL $4,335.00 VOUCHER NO. WARRANT NO. ALLOWED 20 Victory Sun, Inc. Vanessa Stiles IN SUM OF $ P. O. Box 199114 Indianapolis, IN 46219 $4,335.00 ON ACCOUNT OF APPROPRIATION FOR Community Relations PO#/Dept. INVOICE NO. ACCT#rrITLE AMOUNT Board Members 26813 I 2013056 I 43-590.03 I $4,335.00 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,August 11, 2013 /j 14ex- 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)) 08/02/13 2013056 $4,335.00 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