HomeMy WebLinkAbout225136 10/08/2013 ��. CITY OF CARMEL, INDIANA VENDOR: 363028 Page 1 of 1
ONE CIVIC SQUARE VICTORY SUN INC CHECK AMOUNT: $9,222.50
CARMEL, INDIANA 46032 PO BOX 199114
INDIANAPOLIS IN 46219 CHECK NUMBER: 225136
CHECK DATE: 10/8/2013
DEPARTMENT ACCOUNT PO NUMBER INVOICE NUMBER AMOUNT DESCRIPTION
1203 4359003 26813 2013071 9, 222 . 50 EVENT PLANNING
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$% < RR ADVERTI" SING EVENTS
INVOICE NO. 2013071 INVOICE DATE: 9/24/2013
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
August Relations for description $9,222.50
INVOICE TOTALI $9,222.50
Thank you for choosing 6'ictor y Sun.
Winning relationships make you THE star.
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2013071
Activity Description Victory Sun, Inc.
Date Activity Hours Total
Art direction to graphic designer for Current ad and poster
for Artomobilia; Forward Current invoice to MM; Review
sponsor obligation/fulfillment chart from Artomobilia
volunteer committee; Develop agenda for client meeting
8/1/2013 on 8/2 2.25 $191.25
Client meeting; Complete data entry of zip codes for
wineries that participated at AOW as part of HCCVB data
reporting; Obtain logo files missing from artwork already
provided for Artomobilia ad; Provide logo files to graphic
8/2/2013 designer 2.75 $233.75
Phone calls with Artomobilia committee members re:
posters, program status, food for exhibitors and signs;
Confirm with Current that ad is in process and on
schedule to meet deadline; Communicate with Blu Moon
to reserve catering service for Artomobilia; Work with
John Leonard to confirm catering needs for exhibitors/
judges; Re-send John Leonard email originally sent on 6/
20 that provided specifics on signage in the District to
comply with sign ordinance; Contact Bruce Knott on
behalf of the Artomobilia Committee to investigate using
cherry pickers to extend sound throughout the
8/5/2013 Artomobilia festival footprint 2 $170.00
Develop pagination plan for Artomobilia 16-page program;
Request statement in writing from Artomobilia committee
that they will comply with City sign ordinances; Confirm A-
frame size and send to John L.;Confirm number of judges to
include as part of catering and to what location food should
be delivered;Work with John L on marshaling yard
confirmation; Obtain load-in map for exhibitors from John L.
and share it with MMto be sent to CPD; Phone call with MM
as per multiple routes not indicated on load-in map provided;
Phone call to clarify multiple routes being used for load in of
exhibitors for 2013 as they were used in 2012 and confirm
multiple routes to be used to load in exhibitors at Artomobilia
and request map with routes indicated; Work with Blu Moon
to confirm catering menu, budget and share tax exempt
certificate; Provide deadlines and finish sizes for ads to be
included in the Artomobilia program as per sponsorship
obligations of committee; Update graphic design team on
status of program and quick turnaround needed in the
coming ten work days, Request full page ad from IUHNH;
Send approval on lamp post signs to John L.;Request
exhibitor list from John L.to be edited and used for program;
Send Artomobilia committee members deadlines and copy
needs as per features promised to sponsors their team
confirmed; Review status of Mayor's letter via phone with MM
and send her via email full pagination plan with designators
8/6/2013 as to who is responsible for what action item 6 $510.00
Share names and contact information of interested
volunteers with Artomobilia committee; Investigate
paperwork needed from Artomobilia committee to Pedcor
for use of IDC parking lot and work with MM on samples
of paperwork provided by Rick McCool; Confirm with
Andrea at IDC on A-Classic as exclusive vendor to use
8/7/2013 for exhibitor lunch needs 1.75 $148.75
Phone call with Artomobilia committee re: posters in;
Phone call with John L. from Artomobilia committee re:
program space and deadlines for art; Confirm tents/tables
chairs for Oktoberfest with ML and NH; Send Jimia at
City Center list of tables and tents etc. ordered for
Oktoberfest and provide her counsel on upcoming event;
Agenda for client meeting on 8/9; Request logos from
Artomobilia committee for banners; Confirm with Andrea
at IDC re: A-Classic allowed to deliver on Friday before
8/8/2013 the event; Proof banners and archway panels 2.25 $191.25
Client meeting; Walk through 2nd floor IDC to determine
plan of action for tables and chairs for exhibitor lunch at
Artomobilia; Web write up for Artomobilia complete and
sent to M M for approval;Advise Carmel City Center on
planning for Carmel Marathon and schedule upcoming
8/9/2013 Oktoberfest meeting 4.25 $361.25
Phone calls with Andrew and Dave from Artomobilia
committee to confirm sponsorship fulfillment as related to
program pagination plan; remind John L. that exhibitor list
is one day past deadline and needed ASAP to complete
edits for program placement and layout; Send detailed
follow-up email to all Artomobilia committee members in
re: ads needed for program by 8/14; Send Artomobilia
web write up to web designers to go live; Request ads
from Fuelfed events and IDC for Artomobilia program;
Email IUHNH to follow-up on voucher verification from Art
of Wine; Complete email to Carmel City Center with
8/10/2013 counsel on Governor Arts Awards 2.75 $233.75
Edit exhibitor list to be layout ready for Artomobilia
program; Write and edit copy for sponsors fulfillment
pages as sold by the committee; Work with John on
Elementary school parking lot; Answer outstanding
question from Carmel City Center as per Governor Arts
wards counsel provided; Confirm Polkaboy cost and
8/12/2013 provide information to Jimia 4.75 $403.75
Obtain Polkaboy invoice for Oktoberfest and send to
Jimia for Pedcor processing; Work with MM to confirm
Carmel elementary for marshaling yard and confirm with
Artomobilia Committee; Work with graphic designers on
features and ads obtained for Artomobilia program;
Provide copy to WTTS for updated on air produced spot;
Provide status of ads still needed by 8/14 to Artomobilia
Committee; Confirm list of names for"Special Thanks"
8/13/2013 page in program 3 $255.00
Develop agenda for CA&DD meeting; Develop agenda for
Oktoberfest meeting; Write copy for"special thanks"page in
Artomobilia program; Phone call with Dave from Artomobilia
committee re:ads for Indy Tire and Dreyer&Rein bold
needed; Field question from WFYI in regard to payment for
Wine Fest sponsorship and confirm that it was made; Follow-
up with Denise at Actors Theater as per their partnership at
AOW and review attendance for that event;Confirm day of
event Artomobilia needs with IUHNH; Provide full update on
program with graphic design team and send reminder to
Artomobilia committee on outstanding ads still needed;
Forward all confirmations on Carmel Elementary School to
key members of planning team for Artomobilia; Provide
additional copy points for extended WETS produced spot;
Request Blu Moon update billing information on invoice for
exhibitor lunch;Work with T-shirt vendor to pick up t-shirts vs.
delivering them as per displaced CA&DD office; Phone call
with Dreyer&Reinbold ad agency to retrieve ad not received
via email due to file size;Obtain D&R ad and send on to
8/14/2013 graphic designers for Artomobilia program 5.25 $446.25
Client meeting for Artomobilia and Oktoberfest; Phone
call with Dave from Artomobilia; Email ads received to
graphic designer; Update pagination tracking page and
send updates to the entire team working on the program;
Email MM initial Blu Moon invoice for review; Confirm
8/15/2013 copy for on air WFYI read 4.25 $361.25
Mail exhibitor packets to exhibitors who do not have
email; Proof Artomobilia program and write up full edits
and send to team; Communicate with Artomobilia
committee members to confirm they will follow up with
phone call received at Arts & Design District office as per
exhibitor registration being closed; Respond to Carmel
8/16/2013 City Center questions in regard to food service at GAA 1.25 $106.25
Phone call with MM re: changes to program; Provide final
edits to graphic design and request files prepped for
printer; Confirm electrical needs and action items
complete with Artomobilia Committee; Work with SM re:
CHS band at Artomobilia; Edits to WTTS spot; Confirm
times for lunches with John Leonard and Andrea
Kleymeyer; Hunt down high resolution ad for program
from IUHNH; Confirm with Artomobilia Committee that
Mudbugs will not use street space as per staffing; Call A
classic to order tables/chairs/linens for IDC exhibitor
lunch; Provide Party Time Rental with draft of 1 st order for
8/24 event; Place Facebook Media buy; Develop day of
event timeline; Confirm with PedCor Rick re: golf carts in
the garage and reserved judges signs are OK; Complete
data analysis of AOW for HCCVB report due in early
8/19/2013 September and send results to MM for report 5.75 $488.75
Develop map for Oktoberfest to be used by businesses
applying for temporary beer service license from ATC and
send to Jimia; Respond to Jimia's questions as per
boundaries/restrictions required for alcohol service
outside; Request a completed W9 from Polkaboy;
Phone call with John from Artomobilia committee re: PNC
lot; Confirm pop-up tent/table/chairs forAmerican Family
Insurance at Artomobilia event; Edit WITS missed
change from 1 st round of edits to spot; Review program
comments from printer in regard to resolution and confirm
content with MM; Request confirmation order from A
8/20/2013 Classic 3.75 $318.75
Pick up IUHNH plastic bags for exhibitor bag stuffing; On
site for Artomobilia event implementation: Edit day of
event timeline; Meet at temporary utilities office for initial
review of action items and obtain materials; Move to
Street Department garage to create No Parking signs,
stage A frames; pull banners; Review Artomobilia festival
footprint with MM; Remind committee members that
there are no resources to use at Arts & Design District
office due to construction; Confirm pop up tent/table/chair
8/21/2013 needs for photography tent near stage at Artomobilia 6.5 $552.50
Pick up t-shirts from vendor; On site for Artomobilia event
implementation: Confirm with Blu Moon re; details for
exhibitor lunch set-up; Provide updated order to PTR for 8
24; Send tax exempt information to A Classic along with
signed contract; Pull resources needed from Street
Department Garage; Stuff exhibitor bags; Make reserved
forjudges signs to be placed in IDC garage; Update day
of event timeline; Send completed W9 from Polkaboy to
8/22/2013 Jimia for Oktoberfest 8 $680.00
On site for Artomobilia event implementation: Final edits
to day of event timeline; Confirm delivery of tables/chairs/
linens to IDC; Deliver programs to exhibitor committee;
Place no parking signs through District; Stage materials
to be loaded in to gators on 8/24 from Street Dept.
8/23/2013 Garage; Review day of event timeline with the team 8 $680.00
8/24/2013 Event Direction 14.5 $1,232.50
Victory Sun event team on site to execute event related
8/24/2013 action items 13 $1,105.00
Phone call with Artomobilia committee member re;
materials in his office after event and arrange pick-up;
Email MM reminder re: Blu Moon invoice processing and
confirm with Blu Moon; Complete BPW request for
8/26/2013 Oktoberfest 0.75 $63.75
Develop itemized invoice for Summit Realty for VIP
vouchers redeemed at Art of Wine and send to Summit
for payment; Edit survey to go to District businesses to
reflect feedback for 3rd quarter; Follow-up with all parties
involved with Artomobilia to hunt down missing 4 linens
8/27/2013 from PTR 2.25 $191.25
8/2912013 Develop agenda for 8/30 client meeting 0.75 $63.75
Request zip codes form Klipsch give away to be used for
HCCVB report due from MM; Pick up materials left over
from Artomobilia from committee members office and
return them to MM; Client meeting; Drop off Oktoberfest
8/30/2013 BPW request at City Hall 2.75 $233.75
TOTAL $9,222.50
VOUCHER NO. WARRANT NO.
ALLOWED 20
Victory Sun, Inc.
Vanessa Stiles IN SUM OF $
P. O. Box 199114
Indianapolis, IN 46219
$9,222.50
ON ACCOUNT OF APPROPRIATION FOR
Community Relations
PO#/Dept. INVOICE NO. ACCT#/TITLE AMOUNT Board Members
26813 I 2013071 I 43-590.03 I $9,222.50 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, October 06, 2013
Vill-
\ly�wW
Director, Co unity 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))
09/24/13 2013071 $9,222.50
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
20
Clerk-Treasurer