How to bid on Sand and Sun Festival Consulting Services for the City of Ocala

What the City of Ocala is buying

The City of Ocala is seeking an experienced consultant to plan and manage the sand-sculpting activities for the 2027 Sand & Sun Festival. This event will take place at Citizens’ Circle in downtown Ocala.

The selected consultant will be responsible for recruiting and coordinating six professional sculptors, managing sand preparation, and handling event logistics. Other duties include providing marketing materials, overseeing judging and awards, and creating a welcome sculpture. The consultant must be on site from May 10–15, 2027.

Key dates and deadlines

This solicitation was published on September 11, 2026. Proposals are due by October 12, 2026, at 2:00 PM ET. All responses must be submitted by this deadline.

Who this opportunity suits

This opportunity is suitable for professional consulting firms with experience in event planning and management, specifically those with a background in coordinating large-scale artistic or sculptural events. Firms with expertise in managing logistics, artist coordination, and public event execution would be a good fit for this project.

How to respond to this solicitation

To access the full details and respond, go to the City of Ocala bid board on VendorLink. Once there, set the Status to “Active” and search for bid number RFQ# GRM/261079. This will open the full scope of services, dates, contact information, and document list.

Downloading documents or submitting a response requires a VendorLink vendor account. Registration for a vendor account is free for agencies hosted on this site. Follow the instructions in the solicitation to submit your response before the due date.

Tips for preparing a competitive response

When preparing your response, clearly outline your experience in managing similar large-scale public events, especially those involving artistic components. Detail your approach to recruiting and coordinating professional artists, as well as your plan for managing event logistics, such as sand preparation and site management.

Highlight your ability to meet the on-site requirement from May 10–15, 2027. Provide examples of marketing materials you have developed for past events and describe your process for judging and awards. Ensure your proposal directly addresses all requirements outlined in the solicitation to demonstrate a thorough understanding of the project.