When is the submission deadline?

This RFP closed on October 12, 2026 and is no longer accepting submissions.

What is the budget for this RFP?

The published budget is $31,000.

It was issued by City Of Ocala. The work is located in Ocala, Florida, United States.

Who is a good fit for this opportunity?

Event production or festival management company with experience in public-facing cultural events. Specialized sand sculpting or live sculpture competition expertise. Strong marketing, advertising, social media, and promotional capabilities. Experience recruiting and coordinating artists, performers, travel, lodging, and meals. Proven ability to manage on-site event logistics and competition operations. Capacity to support judging systems, sponsor branding, and awards presentations.

Sand and Sun Festival Consulting Services (Closed)

Overview

Events, Printing & Promotional Goods

Ocala, Florida, United StatesPosted: September 12, 2026Deadline: October 12, 2026

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SUMMARY

The City seeks a vendor to plan and manage a Sand and Sun Festival sand sculpting competition, including marketing, sculptor coordination, sand preparation, logistics, judging, and awards support. The engagement will run for one year.

KEY REQUIREMENTS

Must possess a minimum of 1-3 years of experience in providing sand consulting or sand sculpture services
Must provide commercial general liability insurance with limits of $1,000,000 per occurrence/$2,000,000 aggregate
Must provide commercial automotive liability insurance with a combined limit of not less than $1,000,000
Must provide workers' compensation and employer's liability insurance per Florida statutory requirements
Must provide an assigned project manager as the primary point of contact
Must be able to recruit professional sand sculptors at least two months prior to the event date
Must be on-site from May 10th, 2027, through May 15th, 2027
Must ensure all documents are prepared on a Windows-based operating system using Microsoft Office

BUDGET

Verified

$31,000

CONTRACT DURATION

12 months

TIMELINE

Proposal submission deadline: November 12th, 2025

Preparation dates: May 10th, 2027 – May 15th, 2027

Event date: May 15th, 2027

CONTACTS

Primary procurement contact — name, title, email, and phone

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Issuing Agency

City Of Ocala

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DESCRIPTION

The City is seeking a vendor to provide consulting and operational support for its Sand and Sun Festival. Services will include event planning, marketing, advertising, social media promotion, interviews, and implementation of a live sand sculpting competition. The selected vendor will provide marketing assets, including sand sculptors’ biographies and photographs of their work, for use in event promotion.

The vendor will assist with sand consulting and testing for City-acquired sand, provide logistical support for sand boxes or sculpture containers, and coordinate, recruit, oversee, and manage six sand sculptor competitors. Responsibilities will include coordinating travel, lodging, and meals, with the possibility of renegotiating the proposal amount if the City obtains sponsorships for lodging and meals.

Additional duties include on-site sand preparation and logistics during the week before the event; management and coordination of sculptors before and during the competition; provision of biodegradable wind protectant for sculptures; and creation of a welcome sand sculpture featuring City and sponsor logos. The vendor will also oversee the competition and awards presentation, provide judges with an instructional overview, develop the judging rubric and scoring criteria, and assist with other sand event or sculptor-related needs. The contract period will be one year.

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Frequently asked questions

When is the submission deadline?: This RFP closed on October 12, 2026 and is no longer accepting submissions.
What is the budget for this RFP?: The published budget is $31,000.
Who issued this RFP?: It was issued by City Of Ocala. The work is located in Ocala, Florida, United States.
Who is a good fit for this opportunity?: Event production or festival management company with experience in public-facing cultural events
Specialized sand sculpting or live sculpture competition expertise
Strong marketing, advertising, social media, and promotional capabilities
Experience recruiting and coordinating artists, performers, travel, lodging, and meals
Proven ability to manage on-site event logistics and competition operations
Capacity to support judging systems, sponsor branding, and awards presentations

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Settle pieces together buyer signals, budgets, contract activity, and the sources your team already monitors. See why an opportunity fits and what to do before the RFP posts.

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