Staff Report – Adult Holiday Event 2026 Page 1 of 5
STAFF REPORT
TO: Mayor and Members of the City Council
FROM: Angelika Abellana, Recreation Manager
VIA: Dan Barros, City Manager
MEETING DATE: April 8, 2026
SUBJECT: 2026 Adult Holiday Event
RECOMMENDATION
Staff recommends that the City Council make the following motion:
MOTION DIRECTING THE CITY MANAGER TO PLAN AND COORDINATE AN ADULT HOLIDAY EVENT IN DECEMBER 2026, WITH DIRECTION PROVIDED TO STAFF ON THE
LOCATION AND DATE, AND TO SET THE PARTICIPATION FEES FOR THE ADULT HOLIDAY EVENT AT $15 FOR ADULTS AND $10 FOR SENIORS AND DISABLED AS AUTHORIZED UNDER COLMA ADMINISTRATIVE CODE SECTION 2.01.080 ALL PURSUANT TO CEQA GUIDELINES 15301 AND 15323
BACKGROUND
The Adult Holiday Event was suspended from 2009 through 2014 due to the economic recession. From 2015 to 2019, at the direction of the City Council, the event was hosted annually at the South San Francisco Conference Center. In 2020 and 2021, the event was cancelled in response to public health concerns related to the COVID-19 pandemic. In 2022, the Adult Holiday Event resumed and was held at the Farallon Room at Skyline College. From 2023- 2025, the event was held at the South San Francisco Conference Center.
The South San Francisco Conference Center has been an ideal location for the Adult Holiday Event for the following reasons:
• Proximity to Colma
• Capacity for 250 attendees
• Diverse and flexible menu options
• Adequate parking and transportation accommodations
• Ability to provide a quiet area
• Budget flexibility and willingness to collaborate
• Longer hours for the party
However, based on community feedback and further research, staff recommends exploring alternate venues for 2026. Staff presents two venue options for Council consideration:
• Farallon Room – Skyline College (Budget: $49,700)
• South San Francisco Conference Center (Budget: $62,700)
Staff Report – Adult Holiday Event 2026 Page 2 of 5
(See Attachment A for detailed venue comparisons.)
2025 Adult Holiday Event Re-Cap
The 2025 Adult Holiday Event was a great success, with approximately 214 residents and City staff in attendance. Staff received numerous positive comments from participants, who enjoyed a variety of offerings including hand -passed appetizers, a buffet dinner, a photo booth, DJ entertainment, and a quiet lounge area featuring h ot chocolate and cookies. Enhancements to this year’s event included a prime rib carving station and a caricaturist, both of which were well received by attendees. The venue was further elevated by beautifully arranged centerpieces that added a festive and elegant touch. The total cost of the event was $4 9,158.47—approximately $2,900 under budget.
ANALYSIS
Adult Holiday Event
Option 1: Farallon Room – Skyline College with a budget of $49,700 The Farallon Room at Skyline College sits cliffside in San Bruno, offering stunning views of the Pacific Ocean and the rolling hills below. This beautiful venue features floor-to-ceiling windows, two cozy fireplaces, and a semi-enclosed patio. Saturday, December 12, 2026 is not available, next available date is Saturday, December 19, 2026. A non-refundable deposit of $250 is required to reserve the date.
Cost
With similar expenses to the previous holiday event, staff estimates the cost of the event at the Farallon Room – Skyline College to be $49,700 with 180 participants. Based on 180 participants, the per person cost is $276.11. Please see Attachment B for the Farallon Room proposal and photos.
Item Cost
Marketing Materials (Flyers, invites, postage, etc.) $700 Food & Beverage (appetizers, buffet, desserts, cash bar and SMCCD charges)
$30,000
Decorations (centerpieces & holiday scenes-props) $1,500 Entertainment (DJ) and Photobooth $2,000
Supplies $4,000
Band (if requested by Council, but could take away seating space – if not – subtract $3,000)
$6,000
Buses $5,500
TOTAL $49,700
Staff Report – Adult Holiday Event 2026 Page 3 of 5
PRO’s
• State-of-the-art venue
• Proximity to Colma
• Ample Parking
CON’s
• Limited to 4 hours
• Beverages must be purchased in
advance and delivered by Staff
• Cash Bar only, no credit cards
accepted. ATM not on site
• Lounge area in a lecture style
classroom
• Thermostat is not easily adjustable
• ADA Ramp to venue is not easily
accessible
• Photobooth and Buffet line not hidden
• No designated dance floor
• Limited cutlery/dishware onsite, needs
to be rented out
• Maximum capacity: 180
• Available date: December 19, 2026
Option 2: South San Francisco Conference Center with a budget of $62,700 Based on the factors outlined in the Background section of this report—including its availability and demonstrated willingness to collaborate with the Town—the South San Francisco Conference Center remains a desirable venue option for the 2026 Adult Holiday Event. The Conference Center has indicated its ability to provide the same menu offered in 2025, with a modest price increase anticipated due to projected cost adjustments. The venue currently has Saturday, December 12, 2026, on hold for the Town.
Cost
Based on similar expenses to the previous holiday event, staff estimates the total cost of hosting the event at the South San Francisco Conference Center to be approximately $62,700 for 250 participants. This results in an estimated cost of $250.80 per person, which is lower than the per-person cost at the Farallon Room. For additional information, please refer to Attachment B for the 2025 Invoices from the South San Francisco Conference Center.
Staff Report – Adult Holiday Event 2026 Page 4 of 5
Item Cost
Marketing Materials (Flyers, invites, postage, etc.) $700 Food & Beverage (appetizers, buffet, desserts, cash bar and SSF Conference Center charges)
$45,000
Decorations (centerpieces & holiday scenes-props) $2,500 Entertainment (DJ) and Photobooth $2,000
Supplies $1,000
Band (if requested by Council, but could take away seating space – if not – subtract $6,000)
$6,000
Busses $5,500
TOTAL $62,700
PRO’s
• Proven, reliable partner
• Extended event time (6 hours)
• Flexible dinner menu options
• Larger capacity
• Date already on hold –
Saturday, December 12, 2026
CON’s
• Repeated venue
• Slightly higher pricing anticipated
Alternatives
1. Choose not to host the Adult Holiday Event in 2026.
2. Save $6,000 by not including a live band.
3. Save $1,500 by reducing the number of charters provided to Colma Residents as transportation to and from the Venue.
Council Adopted Values
Approving the motion is the responsible action, allowing the Recreation Department ample time to plan and coordinate a successful Holiday Event.
Staff Report – Adult Holiday Event 2026 Page 5 of 5
ENVIRONMENTAL
The City Council’s motion to potentially direct an Adult Holiday Party in 2026 and its direction on a choice of venue is exempt from the California Environmental Quality Act (CEQA) pursuant to CEQA Guideline 15301 as both actions would make use of an existing facility with no expansion of use. It is also exempt pursuant to CEQA Guideline 15323 as any venue chosen will be used for a public gathering and CEQA Guideline 15323 exempts from environmental review any normal use of a facility for public gatherings.
FISCAL IMPACT
Depending on the venue selected, the total cost of the Adult Holiday Event is estimated to range between $49,700 and $62,700.
Sustainability Impact
The Recreation Services Department continues to align programs and events with the Town’s Climate Action Plan and Sustainability Policy by using recyclable and compostable materials at community events.
CONCLUSION
Staff seeks Council’s motion directing the City Manager to plan and coordinate the adult holiday event in December 2026 with direction on the location and date, and to set the participation fees for the adult holiday event at $15 for adults and $10 for seniors and disabled.
As noted in this report, the Council should choose the December 12, 2026 date at South San Francisco Conference Center or choose the December 19, 2026 date at the Farallon Room at Skyline College as the venue.
ATTACHMENTS
A. 2026 Adult Holiday Event Venue Comparison Matrix
B. Farallon Room
C. South San Francisco Conference Center
2026 Adult Holiday Event Venue Matrix
Venue
Distance
from
Colma Availability Capacity
Lounge
Area
Food &
Beverage
Rental Cost F & B Details
Staff
Comments Total Cost Recommendation
Farallon Room
Skyline College 7 Miles
Saturday
December 19,
2026
180 Maybe $ 30,000.00
- 6:00pm-10:00pm
Includes four
appetizers, one starter
salad, one bread, any
three entrée options
with appropriate
accompaniments
included. Hosted
Beverages, Beer, Wine
and Hard Liquor
(Cash Only)
Rent dishware for
beverages.
Room has a
beautiful
view and is
ADA
accessible.
Possibly no
lounge
area/classro
om.
$49,700.00
One hour less party time.
Lounge in classroom.
Limitations on participation.
Previous experience - issue
with thermostat.
SSF
Conference
Center
5 Miles
Saturday
December 12,
2026
250 Yes $ 45,000.00
6:00pm-11:30pm
Three Appetizers
Starter Salad, Bread &
Butter
2 meat Entrees
(including Prime Rib)
1 Vegetable Entrée
Ice Cream Bar
Plated Dessert
Coffee Station
Beer, Wind & Hard
Liquor
Good fit for
the Town.
Location and
room space
works. Food
has lots of
options.
$62,700.00
Could work for the Town.
Familiar venue with increased
fees.
It is the same Venue.
The Farallon room aT Skyline college
501c3 RATE ESTIMATES
Mon-Thurs $2515 Fri-Sun $3055
Rates above include room rental, facilities room setup with available in house furniture, & custodial fees Events utilizing rental chairs / outsourced furniture subject to additional setup/reset fees
Required Insurance TULIP policy covering SMCCCD only (~$52.62). Client can opt out of TULIP and purchase insurance covering themselves & naming SMCCCD as additionally insured. Inquire for full details / requirements. COI must be submitted for approval no fewer than 21 days prior to event date.
8 Consecutive Hours of Rental Time
3 hours Setup // 1 hour Cleanup & Breakdown // 4 hours Event Time.
ONE additional event hour permitted for weddings, auctions, & “dry” events. Additional labor fees billed as applicable.
Daytime events end no later than 5p. Weekday evening events end no later than 10p. Saturday evening events end no later than 11p. Sunday events end no later 4p.
BAR
Alcohol (beer or wine and/or liquor) permitted only if using in-house catering services by Pacific Dining Food Service Management. No exceptions. See banquet menu for in-house catering options.
Bartender $60 per hour (4 hr minimum: 1 hr setup, 2 hours service, 1 hour cleanup) Barback $40 per hour (4 hr minimum: 1 hr setup, 2 hours service, 1 hour cleanup)
Security required at current officer rate. $380* per minimum 4 hr shift ($95/hr).
Required for the duration of alcohol service + 1 hour after event end. Additional hours billed at prorated amount. Number of officers required at discretion of SMCCD.
Wine only +$175 flat fee (ABC Permit + Admin fees)
Beer + Wine only +$175 flat fee (ABC Permit + Admin fees) Beer + Wine + Hard liquor (Saturdays ONLY) + $325 flat fee (ABC Permit + Admin fees)
Corkage Client provides all alcohol, mixers, garnishes. $0.50 / drink & $3 / pre-set wine bottle fee applies.
Glassware rentals apply at cost, as needed.
With the exception of wine set on tables, alcohol will be served by on-site staff, in accordance with ABC license. Alcohol service will end no less than 30 minutes prior to agreed upon event end time.
AMENITIES
Portable bar. Lounge seating. Up to 280 black stacking chairs.
Up to 25 72” round guest tables + up to 20 72” food service tables + up to 8 tall kiosk bar tables – as space allows.
Complimentary Plug & Play AV Equipment: Dual video walls + 2 handheld wireless microphones.
Client responsible for laptop, HDMI cable, & computer settings / troubleshooting. AV staff not on site. Venue equipment verified functioning prior to event; venue is not liable for client tech connection issues.
Complex Audio Visual arrangements may require ITS Support: Average cost: $380 - $800. Support request requires 2 months advance notice.
Linens & upgraded chairs rented at cost thru in-house catering services. Prices vary by selection.
Parking included for Saturday + Sunday events. Daily parking permit fees may be applicable Mon-Fri.
Final guest count & payment due no later than 10 days prior to event date.
Prices & regulations subject to change with or without notice until signed contract is in force.
Outside Caterer & No Food Service Fees & Regulations
• 10% Surcharge payable to the College (N/A for events without food service). Copy of caterer’s invoice required. • $450 Event Supervisor Fee payable to Pacific Dining
• $95/hr+ Security Fee payable to SMCCCD, required for entirety of rental period. Additional hours billed as applicable. • Certificate of Insurance & Additional Insured Endorsement meeting SMCCCD requirements (see sample document) • Current Environmental Health Permit
• No Kitchen Access
• No Alcoholic Beverage Service
• No Home-Cooked Food Allowed
Inquire for full set of regulations
Basic Decor & Related Regulations
• Uplight / dance floor spots / other additional lighting must be directed towards floor, walls, or ceiling. Lighting may not
point out any windows or glass doors. Lasers are not permitted. • No “Orbeez” gel beads / similar are permitted.
• No loose or excessive glitter is permitted.
• No fog/smoke/similar machines are permitted.
• No sparklers are permitted.
o Exceptions made for “cold sparklers” with prior written approval • No drones are permitted on any SMCCCD campuses.
• Candles are allowed.
o If any damage occurs, including but not limited to: burning, melting, or wax stains, the client will be responsible for any incurred fees.
Inquire for full set of regulations
*Prices & regulations subject to change with or without notice until signed contract is in force V vegetarian VG vegan GF gluten free
Banquet Menu Package
Includes four appetizers, one starter salad, bread with butter, up to 2 meat entrées & 1 vegetarian entrée.
Chef selected starch & vegetable accompaniments included. See dessert page for selections. 100 person minimum. Banquet menu orders under 100 subject to pay difference in cost / labor fees.
54.00* per person (assisted buffet) *additional charge for menu upgrades + 10.00 per person for seated service
0.75 per person wedding cake cutting fee
12% service charge will be added to food service total (prior to addition of rentals & taxes) Tax not included.
Includes water & iced tea carafes at each table for dinner service. Water & iced tea station with single- use cups after dinner.
Coffee & tea station after dinner.
Standard place settings included for parties up to 200. Includes one ea. water goblet, dinner fork, dinner knife, dessert fork, salad plate, dinner plate, cake plate (as needed). Fees associated with additional barware, China, flatware, linens/napkins, etc. will be added to final balance at the rental rate (rented as required by meal order and guest count).
Typical tableware rental $0.70 per rental item. Typical linen rental ~$17 per linen.
We are unable to offer tastings due to facility and event staffing limitations.
Hors D’Oeuvres
Choose up to 4
Classic Fresh Tomato Bruschetta V
Mozzarella and Sundried Tomato Bruschetta V
Mini Loaded Baked Potato V GF
Cocktail Shrimp with House Made Sauce GF
Coconut Shrimp with Remoulade
Coconut Chicken Skewer with Remoulade
Bacon Wrapped Jalapeño Stuffed Chicken Bite GF
Brie & Fig Jam Crostini V
Petite Baked Apricot Brie in Phyllo Cup V
Mini Beef Empanada
Caprese Skewer with Balsamic Drizzle V GF
Sesame Teriyaki Chicken Brochette
Spanakopita V
Chicken Brochette with Peanut Sauce
Cocktail Meatball (Marinara or Teriyaki)
Mini Beef Wellington with Creole Mustard
Fried Veggie Spring Roll V
Polenta Cake with Chili Garlic sauce VG GF
Miniature Samosa V
Mushroom & Cheese Tartlet V
Tarragon Deviled Egg V GF
Melon & Mozzarella Bite V GF + prosciutto, +0.80pp
Mac & Cheese Bite V
All Beef Frank n’ Blanket
Arancini with Marinara V
Hummus with Roasted Pepper & Olive Crostini* VG
*Sub Cucumber VG GF
Curried Cranberry Chickpea Radicchio Cups V GF
Petite Pizza
Sundried Tomato & Mozz V or Pesto Chicken
*Prices & regulations subject to change with or without notice until signed contract is in force V vegetarian VG vegan GF gluten free
Salads
Choose 1
Mesclun Mixed Greens Salad V GF
Grape Tomato, Bleu Cheese, Olive Oil and Balsamic Vinegar
Caprese Salad V GF
Tomato, Fresh Mozzarella, and Basil with Balsamic Reduction Drizzle
Simple Caesar Salad
Romaine Lettuce with Shredded Parmesan, Croutons, and Caesar Dressing (contains anchovies)
Beetroot Salad V GF
Red & Golden Beets, Feta, and Mustard Vinaigrette
Traditional Greek Salad V GF
Cucumber Salad with Tomato, Onion, and Feta Dressing
Mains
Choose up to 2 meat entrées & 1 vegetarian entrée
Chicken
Balsamic Roasted Airline Chicken GF
Garlic & Herb Grilled Chicken GF
Tuscan Chicken with Sundried Tomato Garlic Cream GF
Chicken Piccata
Chicken Marsala
Chicken Parmesan
Beef
Santa Maria Tri Tip
GF
Carved Roast Beef (buffet only) GF
Chimichurri Flank Steak* + 2pp GF
Filet Mignon with Demi-Glace* + 2pp GF
Filet Mignon with Brandy Peppercorn Sauce* + 2pp GF
Prime Rib with Creamy Horseradish* + 2pp GF
Vegetarian V
Butternut Squash & Spinach Lasagna
Ratatouille en Croûte
Eggplant Parmesan
Jumbo Ravioli Aglio e Olio with Spinach & Mushrooms
Seafood
Honey Cilantro Lime Salmon + 2pp GF
Coconut Crusted Tilapia topped with Mango Salsa
Cod with Cherry Tomato & Caper White Wine Sauce GF
Salmon with Creamy Lemon Dill* + 2pp GF
Cajun Blackened Catfish + 1pp GF
Herb Crusted Salmon* + 2pp GF
Trout with Lemon Caper Cream Sauce + 1pp GF
Sesame Ginger Teriyaki Salmon* + 2pp
Pork
Pork Tenderloin with Brandy Cream Sauce
GF
Herb Crusted Roasted Pork Tenderloin GF
Pesto Stuffed Pork Loin GF
Apple Stuffed Pork
Smoky Lentil Stuffed Sweet Potato VG GF
Mediterranean Chickpea Stuffed Potato VG GF
Quinoa Mélange Stuffed Mushroom GF, VG by request
Kid’s Meal Under 12 only. Minimum order 10 per choice for Buffets. 1 selection for Seated Service.
Chicken Tenders & French Fries with Ketchup Cheese Pizza *Prices & regulations subject to change with or without notice until signed contract is in force V vegetarian VG vegan GF gluten free
Dessert
Package includes coffee & tea station and complimentary sheet cake
Premium Desserts
If upgrading to premium desserts, sheet cake no longer included
Simple Dessert Buffet + 1.50pp
A selection of brownies, lemon bars, & fresh baked cookies
Chocolate Covered Strawberries* + 2.80ea
*SEASONAL, available April – November only.
Fresh strawberries dipped in milk chocolate & white chocolate. Colored white chocolate by request.
Rice Krispie Treat Skewers + 3.25ea (min. 60)
Rice Krispie Treats dipped in milk chocolate & white chocolate, coated in sprinkles. Colored white chocolate by request.
Cake Pops + 3.00ea (min. 60 per flavor)
Chocolate with Chocolate Sprinkles & White Cake with Rainbow Sprinkles.
Mini Cupcakes + 3.50ea (available by the dozen)
Variety of gourmet cupcakes. Variety subject to limitations based on guest count.
Root Beer Floats + 4.50pp (includes glass Irish coffee mug & spoon rentals) Mug Root Beer with Vanilla ice cream scooped by Pacific Dining staff in a 10 oz Irish Coffee Mug
Ice Cream Sundae Bar + 4.75pp (includes glass sorbet cup & teaspoon rentals) Up to 3 ice cream flavors scooped by Pacific Dining staff, followed by a variety self-serve toppings (# of ice cream flavors available dependent on guest count)
Individual 3” Cakes + 8.50pp & up
Seated Service Only. Inquire for flavors & minimums.
Petite Dessert Display + 6.50pp
Sample Assortment
Macarons
Petite Cream Puffs
Mini Tart Variety
Mini Cheesecakes
Petits Fours
Lemon Bars
Gourmet Brownies
Fresh Baked Cookies
Chocolate Covered Strawberries
Client supplied desserts permitted pending approval. Additional charge may apply.
Dessert selection may incur additional flatware and/or China rentals.
Standing Reception
Á LA CARTE APPETIZER MENU
Ceramic wares and/or Passed Appetizers. Passed Appetizers subject to TBD additional fees for labor.
SKEWERS
Coconut Chicken Skewers with Chipotle Remoulade 3.10ea
Sesame Teriyaki Chicken Brochette 3.10ea
Caprese Skewers V GF 2.95ea
Pesto Antipasto Skewer V GF 2.95ea
Grilled Veggie Brochette VG GF 2.85ea
Teriyaki Beef Satay 3.15ea
Thai Peanut Satay (beef or chicken) 3.10ea
Cheesy Bacon Wrapped Jalapeño Chicken Bites GF 3.25ea
Grilled Kielbasa & Pineapple GF 2.60ea
Fruit Brochette VG GF 3.10ea
Melon & Mozzarella Bite V GF + prosciutto, +0.80pp
Bacon Wrapped Dates GF
Bacon Wrapped Stuffed Jalapeño GF
CROSTINI
Brie & Fig Jam Crostini
V 2.80ea
Classic Fresh Tomato Bruschetta V 2.75ea
Mozzarella & Sundried Tomato Bruschetta V 2.75ea
Smoky Eggplant Crostini VG 2.80ea
Hummus with Roasted Pepper & Olive Crostini* VG 2.80ea *Sub Cucumber Round VG GF
COCKTAIL MEATBALLS 1.55ea
Swedish , Marinara, Teriyaki, Sweet n’ Sour
SMALL BITES
Loaded Baby Baked Potato
V GF 2.80ea
Petite Baked Apricot Brie in Phyllo Cup V 2.55ea
Cocktail Shrimp with House-Made Sauce GF 3.95ea
Coconut Shrimp with Chipotle Remoulade 3.95ea
Mini Beef Wellington with Creole Mustard 3.85ea
Marguerite Petite Pizza Slices V 2.15ea
Pesto Chicken Petite Pizza Slices 2.15ea
Flaky Mushroom & Cheese Tartlet V 2.45ea
Tarragon Deviled Egg V GF 1.90ea
Spanakopita V 2.55ea
Miniature Quiches V 2.15ea
Mini Beef Empanadas 2.85ea
Fried Veggie Spring Rolls with Sweet n’ Sour V 1.70ea
Polenta Cake with Chili Garlic Sauce VG GF 2.10ea
Mini Samosas with Mango Chutney V (2 week notice) 1.80ea Mac & Cheese Bite V 1.80ea
All Beef Frank n’ Blanket 1.70ea
Arancini with Marinara V 2.25ea
Boneless Chicken Wings (Buffalo or BBQ) 1.70ea
SLIDERS (min. order of 75 per slider type) 3.00ea
Cheeseburger with Ketchup & Mustard
Chipotle Crispy Chicken Slider
Grilled Chicken Slider with Honey Mustard
Buffalo Chicken with Bleu Cheese Sauce
Roasted Turkey with Cranberry Sauce & Stuffing
BBQ Pulled Pork or Chicken
Pineapple Teriyaki Burger
Garden Burger V
SAMMIES
Mini Artisan Sandwich Assortment (2 halves) 5.95ea
Pinwheels 2.00ea
DISPLAYS
Fruit Display
VG GF 3.95pp
Grilled Vegetable Platter VG GF 4.05pp
Vegetable Crudite V GF 3.00pp
Domestic Cubed Cheese & Crackers V 3.00pp
DESSERTS
Freshly Baked Cookies 1.55ea
Gluten Free Chocolate Chip Cookies (min. 20) 2.70ea
Gourmet Brownies 2.05ea
Lemon Bars (min. 2 dozen) 2.50ea
Chocolate Covered Strawberries (seasonal) 2.80ea
Eclairs (min. 2 dozen) 3.50ea
Mini Cream Puffs 1.15ea
Cupcakes (by the dozen) 4.25ea
Mini Cupcakes (by the dozen) 2.95ea
Mini Cheesecake Assortment 1.85ea
Cake Station (by 48 pieces / half sheet) $125 per half sheet Strawberry Shortcake, Chocolate, Lemon, Tuxedo Truffle Mousse