REPORT TO CITY COUNCIL AND STADIUM AUTHORITY BOARD
SUBJECT
Title
Action to Approve a Civic Event at Levi’s Stadium and Related Budget Amendment for the use of Stadium Authority Discretionary Fund Monies
Report
BACKGROUND
The City of Santa Clara is in the midst of a historic year as we host Super Bowl LX and FIFA World Cup matches at Levi’s® Stadium. In celebration of this extraordinary moment, the City has launched Where the Mission Meets the Moment, a community engagement campaign designed to unite residents, celebrate our role as hosts, and build shared pride during this once-in-a-generation year.
Developed with input from the community, the campaign centers on bringing Santa Clara residents together through a series of meaningful, high-energy community events. At the heart of this effort is the most requested activation by residents, a Community Day at Levi’s Stadium. In support of this request and to strengthen the community’s connection to Levi’s Stadium as a public asset, we are planning a civic event, billed as a Santa Clara Community Day at Levi’s Stadium (discussed in further detail below).
Confirming a date at the Stadium has been a complex process, requiring coordination and approval across multiple entities National Football League (“NFL”), Fédération Internationale de Football Association (“FIFA”), and Forty Niners Management Company LLC (“ManCo”). Due to the Stadium’s exclusive-use schedule between Super Bowl LX and FIFA World Cup matches, available dates have been extremely limited.
Per discussions with ManCo, February 28, 2026, is the most plausible date for the event. While soon, the date will provide the least disruption to preparations for the summer FIFA World Cup matches and will not impact the 2026 non-NFL event season.
The NFL has access to the stadium for Super Bowl demobilization through March 8, 2026. We have worked with NFL representatives to discuss the feasibility of holding a community event at the Stadium on February 28. These conversations have been fruitful, and there is a willingness to allow the event, pending final conversations on logistics, site access, and other pertinent items.
DISCUSSION
Description of the Proposed Event
The Stadium Authority has requested the use of Levi’s Stadium on February 28, 2026, for a Santa Clara Community Day at Levi’s Stadium. The proposed civic event is anticipated to span approximately 6-8 hours and is designed for Santa Clara residents. The event will be a dynamic, all-ages celebration featuring sports, music, food, art, and entertainment, transforming the stadium into a space for connection, creativity, and community pride. In the spirit of community and inclusion, this event will be free to attend. In consideration of the cost to host an event at the Stadium, we have set an attendee limit of 25,000 for the event, which may be increased based on available budget and final event planning details.
Programming will include interactive sports experiences such as skill-building activities, drills, and clinics, followed by an exhibition game. The event will then transition to an on-field fan appreciation experience, offering photo opportunities, games for youth and adults, and potential athlete meet-and-greet moments. The day will culminate in a vibrant live-music experience, with programming options including a battle of the bands, a community concert, and DJ-led entertainment within the stadium.
Required Approvals Under the Stadium Lease
Pursuant to the terms of that certain Amended and Stated Lease Agreement, dated June 19, 2013, as amended by that certain First Amendment to Amended and Restated Stadium Lease Agreement, dated May 28, 2024 (“Stadium Lease”) between the Santa Clara Stadium Authority (“Stadium Authority”) and StadCo, Stadium Authority needs the following to host the Santa Clara Community Day at Levi’s Stadium event:
1) StadCo’s approval of the proposed “Civic Event” at the Stadum, as provided in Sections 4.7.2 and 4.9.4 of the Stadium Lease,
2) Consult with ManCo regarding the appropriate source of Stadium Authority Funds to finance the Civic Event.
The Stadium Community Day qualifies as a “Civic Event” under the terms of the Stadium Lease, as it is focused on community engagement and does not adversely affect the NFL season or field conditions. While the event date of February 28, 2026, is a relatively short frame, this date was selected based on the limited availability of the Stadium between (1) the exclusive use for 49ers games and Super Bowl LX, (2) the FIFA matches and the need to begin the World Cup turf replacement program in early March, and (3) the 2026 non-NFL event season (concerts and sporting events). As a result, the Santa Clara Community Day at Levi’s Stadium does not conflict with any NFL Game or non-NFL events. Finally, the City has sought out sponsors for the Where the Mission Meets the Moment campaign and will work with the Stadium Manager to ensure no violation of any Advertising and Sponsorship Contract at the Stadium.
Stadium Authority has obtained approval from StadCo to host the event on February 28th and is working with NFL to confirm logistics of hosting the Civic Event during their demobilization.
As provided in Section 4.7.2 of the Stadium Lease, the Stadium Authority will be responsible for all expenses for the Stadium Community Day “Civic Event.” To fund this event, the Stadium Authority is proposing use of up to $1 million in Stadium Authority Discretionary Funds. The Discretionary Fund has a current projected year end fund balance of $1,354,775. As required under the Stadium Lease, the Stadium Authority consulted with ManCo regarding the use of the Discretionary Fund funds for this purpose. ManCo has indicated its support of such funding.
Please note that the allocation/use of $1 million for a civic event was included in the Santa Clara Stadium Authority’s draft Fiscal Year (FY) 2026/27 budget. If approval is obtained tonight, this request will remove the allocation in the FY 2026/27 draft budget.
Event Implementation.
The City has entered into an agreement with Walk Talkin International, LLC (“Walk Talkin”) for the implementation of the event. Walk Talkin’s duties as an event producer include overall event strategy and design, full logistical coordination, talent and vendor procurement and management, on-site oversight, risk and safety planning, volunteer management, and day-of staffing and operational execution to ensure a successful and well-coordinated event. City staff will also provide support for the event as follows: planning and coordinating logistics of the event, processing permits, community partner outreach, budget management, and coordination with the Stadium Manager.
As required under the Stadium agreements, ticketing for the event is being supported through the Ticketmaster platform. Ticketing for the event went live on Thursday, February 19, 2026. Tickets are for Santa Clara residents; tickets are free and limited to 6 per household; children under 2 do not need a ticket. Pre-paid parking can be purchased via Ticketmaster at the time tickets are reserved for $11.75/vehicle.
The City will secure access to the Stadium through a Venue Agreement drafted by ManCo acting on behalf of the Stadium Authority. As of the date of this report, specific terms of this agreement are being finalized with the goals of (1) minimizing event cost, (2) facilitating full city reimbursement using Stadium authority funds and (3) risk mitigation/allocation consistent with best practices. This action includes delegation of authority to the City Manager, or his designee, to negotiate the terms of that agreement in a final form approved by the City Attorney and take any other actions necessary to execute the event.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to section 15378(b)(4) of Title 14 of the California Code of Regulations in that it is a fiscal activity that does not involve any commitment to any specific project which may result in a potential significant impact on the environment.
FISCAL IMPACT
The Stadium Authority charges a $4 per ticket base surcharge for all ticketed non-NFL events. Half of the ticket surcharge ($2) is deposited into a discretionary fund, which may be used for costs of civic events. The discretionary fund currently has a budgeted ending fund balance of $1,354,775. It is recommended that the civic event expenses not to exceed $1 million be approved for the community civic event. If approved, the budgeted ending fund balance of the discretionary fund would have $354,775 remaining. The first tier of funding to be used for this event will be the $150,000 of event sponsorship fees secured under the City’s agreement with Prologis. If event costs exceed $1.15 million, any additional funding will be provided by philanthropic contributions and additional City funds already allocated and/or available for spending on the City’s 2026 community engagement program.
Historically, discretionary funds have been used as a funding source for NFL public safety costs over the contractual threshold. A separate Public Safety Cost Reserve has been set up for non-NFL ticket surcharge revenue over the base $4 as the primary funding source for public safety costs over the contractual threshold. The use of discretionary funds, while allowable for the civic event, may require the Stadium Authority to look at other sources of operating revenue to cover any public safety costs over the threshold in the event there are insufficient funds in the Public Safety Cost Reserve generated from revenue collected above the $4 base ticket surcharge.
The table below summarizes the budget amendment as discussed above:
Operating Budget
|
Description |
Current |
Increase/ Decrease |
Revised |
|
Discretionary Fund Expense |
$250,000 |
$1,000,000 |
$1,250,000 |
|
Ending Fund Balance - Discretionary Fund Reserve |
$1,354,775 |
($1,000,000) |
$354,775 |
COORDINATION
This report has been coordinated with the Executive Director and Stadium Authority Counsel’s Offices.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Stadium Authority Board action to approve a community Civic Event at Levi’s Stadium to be hosted on February 28, 2026;
2. Stadium Authority Board action to approve a budget amendment in the Stadium Authority Operating Budget from the Discretionary Fund Reserve to fund a civic event at Levi’s Stadium in an amount of $1 million; and
3. Stadium Authority Board and the City Council action to Authorize and direct the Executive Director, on behalf of the Stadium Authority, and the City Manager, on behalf of the City, to take such additional actions as are necessary and appropriate to implement the Civic Event, including negotiating the terms of any required agreements, in final forms approved by Agency Counsel/City Attorney.
Staff
Reviewed by: Paulina Morales, Assistant City Manager, City Manager’s Office
Approved by: Jovan D. Grogan, Executive Director