STAFF REPORT – REGULAR AGENDA
TO: CITY COUNCIL
FROM: CHRISTABEL SORIA MENDOZA, MANAGEMENT ANALYST I
DATE: FEBRUARY 4, 2026
SUBJECT: DISCUSSION AND DIRECTION REGARDING THE 2026 EARTH
DAY EVENT
RECOMMENDATION
Staff recommend that the City Council discuss and provide feedback and direction on the main highlighting activity, proposed event hours, and limited vendor sales for the 2026 Earth Day Event, scheduled for April 2026, with the theme “Our Power, Our Planet – Take Action!”
BACKGROUND
Each April, the Town of Atherton commemorates Earth Day through a community focused event that highlights sustainability, climate action, and environmental stewardship. The Environmental Programs Committee (EPC) has historically partnered with staff to support planning and implementation of this annual celebration, which advances the goals of the Town’s Climate Action Plan (CAP) while engaging residents through education, hands on activities, and community building. In April 2025, the Town assumed the lead role in event planning and organizing, with the EPC supporting staff by identifying a main highlighting activity for the festival.
For 2026, Earth Day’s global theme, “Our Power, Our Planet”, calls on communities to mobilize people powered action in support of clean air, clean water, clean energy, protected natural resources, and a stable climate. The theme centers collective action as the catalyst for building a just, healthy, and thriving world, and encourages communities to demonstrate that environmental protection and economic opportunity go hand in hand.
ANALYSIS
For the 2026 event, staff will continue to lead event planning and coordination while engaging the EPC in shaping programmatic elements and identifying a main highlighting activity aligned with the “Our Power, Our Planet” theme. Staff have initiated early discussions with the EPC to explore opportunities to expand hands on, people-centered programming that reflects community action, climate solutions, and environmental leadership.
To date, the following activities have been completed or initiated:
• Drafted event outline and preliminary theme alignment Earth Day 2026
February 4, 2026
• Secured date and location
• Repurposed volunteer recruitment materials
• Initiated coordination with Town departments and community partners • Drafted a potential list of vendors
• Drafted a potential list of activities
• Currently drafting event flyer and vendor invitation emails The month of February will focus on volunteer outreach and recruitment leading up to the event, followed by initial vendor outreach and invitations through April 10, and securing food, entertainment, and other logistical needs by the end of March. Updates will be provided through monthly departmental reports.
Key considerations for the 2026 Earth Day Event include budget management, EPC coordination, volunteer engagement, meaningful community participation, and two policy items for Council consideration related to event hours and limited vendor sales.
1. Activity Logistical and Budget Considerations
A primary planning consideration is balancing costs associated with the main highlighting activity while ensuring adequate funding for vendors, food options, signage, volunteer support, and community programming. Lessons learned from prior years underscore the importance of investing in clear signage, accessible accommodations, and family friendly amenities and activities. Staff will seek to identify a main activity that is impactful, interactive, and aligned with the theme without disproportionately consuming event resources.
The budget has not yet been expended, and staff will continue to provide monthly updates through departmental reports leading up to the event. See Attachment 1 for a list of potential main activities.
2. Coordination with EPC and Identification of the Main Highlighting Activity Staff met with the EPC on January 22, 2026, to discuss Earth Day participation and opportunities for EPC involvement in supporting the event and hosting one of the main activities. Staff committed to continue regular coordination with the EPC through subcommittee meetings and targeted check-ins. The EPC will remain engaged in identifying a main activity that emphasizes people powered climate action, environmental solutions, and community resilience. Staff may return to Council with a recommended main activity once consensus and feasibility are established.
3. Volunteer Recruitment and Management
Volunteer recruitment is underway through outreach to local schools, colleges, community organizations, and Town communication channels. Staff will also attempt to coordinate Earth Day 2026
February 4, 2026
with the Atherton Resident Patrol volunteers to support traffic and event flow. Building on prior years, staff will develop clear volunteer roles, schedules, and training materials to ensure smooth event operations and positive volunteer experiences. Early recruitment will help ensure adequate coverage across event setup, vendor support, activity facilitation, and breakdown. See Attachment 2 for recruitment and participation materials.
4. Fostering Community Participation
Community participation is central to theme. Staff will prioritize thematic outreach, partnerships with local organizations, youth engagement, and opportunities for residents to participate directly in climate solutions and environmental stewardship. Expanding the vendor mix, offering interactive educational experiences, and highlighting local leadership in sustainability will strengthen the event’s impact and reflect Atherton’s commitment to environmental responsibility. See Attachment 1 for a full list of potential vendors.
5. Event Hours and Sales Consideration
Based on feedback received and the list of potential vendors, staff recommend adjusting event hours from 12 pm to 3pm or 4 pm. This later timeframe allows families to complete morning commitments before attending while also providing vendors sufficient time to set up and prepare for higher quality engagement opportunities such as workshops, interactive tabling, animal exhibits, and voter registration activities. Staff note that a save the date announcement was included in the End of Year Athertonian scheduled for delivery early this week listing event hours as 10 am to 1 pm, which is currently the only published reference to event timing.
Based on feedback from vendors in prior years, staff also recommend that Council consider allowing limited sales of small items tied to organizational missions and the event theme, not to exceed $35 per item. This approach would allow, for example, a local beekeeping organization to sell honey while educating attendees about pollinator health, or a sustainability nonprofit to sell reusable totes or artwork made from recycled materials, supporting vendor participation while maintaining the event’s educational and community focused intent.
Allowing limited sales also raises the consideration of business licensing requirements.
Staff seek Council direction on whether temporary business license exemptions would be appropriate for this event to reduce participation barriers for nonprofit and communitybased organizations.
CONCLUSION
Successful implementation of the 2026 Earth Day Event will depend on thoughtful budget management, strong coordination with the EPC, effective volunteer engagement, and broad community participation. Staff seek Council direction on the main highlighting activity, proposed event hours, and limited vendor sales to ensure the event reflects the theme while complementing the Town’s character and advancing sustainability and climate goals.
Earth Day 2026
February 4, 2026
FISCAL IMPACT
The Fiscal Year 2025/26 Budget includes funding for an Earth Day event in the amount of $12,000.
There is no further fiscal impact anticipated.
GOAL ALIGNMENT
This Report and its contents are in alignment with the following Council Policy Goals:
• Goal 6 - Build Community & Promote Civic Participation
POLICY FOCUS
None.
PUBLIC NOTICE
Public notification was achieved by posting the agenda, with this agenda item being listed, at least 72 hours prior to the meeting in print and electronically. Information about the project is also disseminated via the Town’s electronic News Flash and Atherton Online. There are approximately 1,200 subscribers to the Town’s electronic News Flash publications. Subscribers include residents as well as stakeholders –to include, but be not limited to, media outlets, school districts, Menlo Park Fire Protection District, service provides (water, power, and sewer), and regional elected officials.
ATTACHMENTS
1. Potential List of Vendors + Activities for Earth Day 2026
2. Volunteer Recruitment Flyer and Certification Form