3/25/2025
Santa Clara Stadium
Authority
Su
nformat· onal
er Bowl X- S
Presenters
City / Stadium Authority Staff
• Jovan Grogan, City Manager/SCSA Executive Director
• Richard Fitting, Police Captain, City
• Matt Queen, Fire Battalion Chief, City
• David Flamm, Emergency Services Officer, City
• Chuck Baker, Assistant City Manager
eport on
ri g 2025
March 25, 2025
Item #6, RTC #25-334
EETING MATERIAL
Item# 6
1 3/25/2025
Agenda
• 2026 Super Bowl LX Background
• Major Events Informational Reports
• Public Safety Planning
• Emergency Management Planning
• Super Bowl Future Host Cities Program
• Santa Clara Convention Center
• Discover Santa Clara® (DMO)
• Dedicated City Webpage for Super Bowl LX and FIFA World Cup • Reimbursement/City Service Agreements
• Community Engagement
SCSA
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Background
• Levi's® Stadium is set to host Super Bowl LX
(SBLX) on February 8, 2026, and six FIFA
Men's World Cup 2026 (FWC26) matches
between June 13 and July 1, 2026.
• This will mark the first time a single venue
has hosted both global events in the same
year, creating a significant opportunity and
challenge for the City of Santa Clara.
SCSA
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Background Sectian
City of
Santa Clar
Item# 6
2 3/25/2025
SCSA
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Background Section
Background
In 2018, the NFL adopted a streamlined Super Bowl host
selection process. Now, the NFL identifies a city/team to host the event and presents the terms for hosting .
By early 2022, the Forty Niners and City of Santa Clara began discussions, reactivat ing the Bay Area Host
Committee and submitting a formal bid in 2023, followed by NFL site visits and stakeholder meetings.
On May 22, 2023, the NFL officially awarded Super Bowl
LX to Levi's Stadium and the Forty Niners.
o Under Article 21 of the Stadium Lease, StadCo has the right to use the stadium for the Super Bowl through a
negotiated League Event Agreement.
o The League Event Agreement may modify lease terms
and assign certain event-related costs, such as public
safety expenses, to third parties like a host committee .
Background Section
Key Entities Involved in Hosting SBLX
•
SCSA
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Non-profit focused on bringing and managing mega-events in the Bay Area.
Host City for both SBLX and FWC26.
Professional football league in the United States, comprised of 32 teams divided between the AFC and NFC. It organizes the annual Super Bowl and collaborates with local teams , cities, and host comm ittees to plan the event .
Local jurisdiction where Levi's Stadium is located.
Lead agency responsible for public safety and permitting for the events.
Owner of Levi's Stadium, which will host SBLX and six FWC26 matches. 6 Item# 6
3 3/25/2025
Background Section
Key Entities Involved in Hosting SBLX (cont.)
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Federal partners to work with City/SCSA and BAHC on public safety and security for the 2026 major events.
State partners to work with City/SCSA and BAHC on emergency planning, public safety and other items for the 2026 major events.
Regional partners to work with City/SCSA and BAHC on public safety, emergency planning, and other items for the 2026 major events.
Regional public transportation agencies to work with City/SCSA and BAHC to coordinate transportation to and from the 2026 major events. 7 Background Section
Key Stakeholder: 49ers Entities
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e StadCo
e TeamCo
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Manco, as Stadium Manager, to assist BAHC to fulfill the forthcoming League Event Agreement obligations.
StadCo is the Stadium Authority tenant responsible for Stadium NFL operations and will be party to the forthcoming League Event Agreement.
TeamCo (or another 49ers entity designated by StadCo) is expected to provide a guaranty to cover shortfall if BAHC is unable to meet its reimbursement obligations. 8 Item# 6
4 3/25/2025
Background Section
SBLX Guiding Principles
City Council adopted the Super Bowl LX Guiding Principles in March 2024 to ensure transparency, fiscal responsibility, and community benefits .
1. Professionally oversee Super Bowl LX in a manner that positively highlights the City of Santa Clara and
celebrates the rich diversity of City of Santa Clara's
neighborhoods .
Z. Attain reimbursement of all event costs, including
public safety (pre- and post-event costs).
3. Ensure direct benefits to the Santa Clara community
and Santa Clara businesses.
4. Plan and provide for communication and engagement
with residential neighborhoods adjacent to Levi's
Stadium and other venues that will be utilized for large events.
5. Ensure specific benefits to and involvement of Santa Clara youth and adult football programs.
SCSA
6. Seek revenue generating utilization of the Santa Clara Convention Center and other event and recreation
spaces (including college and school facilities) in the City of Santa Clara without any impact to the General Fund.
7. Seek mitigation of City and Stadium Authority financial risks and liabilities .
8. Engage in transparent communication on pre-planning
efforts , with periodic progress reports to the City Council, including reports published on the City's website to
promote engagement and awareness for residential
neighborhoods adjacent to the Stadium and the City as a whole.
9. Pledge that the Santa Clara City Council, Stadium
Authority Board, and City staff will follow the law. act ethically and transparently with the expectation that
other parties to do the same.
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Major Events Informational Reports
In support of SBLX Guiding Principle #8 (transparency and public engagement}, Staff presented Informational Reports on Super Bowl LX and FIFA World Cup 2026 on March 5, 2024, and August 27, 2024 .
The August 27, 2024 update included :
Key planning updates and was shared with the City Council and Stadium Authority Board. Full details are available on the City's website under the "Public Meetings" section.
One of the key items discussed was Stadium-Related Time Reporting and Reimbursement, supported by the release of an updated City Manager's Directive (CMD) 136 CMD 136 introduced revised payroll codes to track staff time related to SBLX and FWC26, ensuring accurate timekeeping and alignment with Measure J.
The directive reinforces the City's commitment to full cost recovery, ensuring that no General Fund dollars are used to subsidize Stadium Authority or Forty Niners-related event expenses.
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Item# 6
5 3/25/2025
Public Safety Planning Section
Public Safety Planning - SCPD
Santa Clara Police and Fire Departments (SCPD and SCFD) are coordinating with local, regional, state, federal , and private partners on comprehensive security planning for Super Bowl LX.
Santa Clara Police Department Planning Efforts:
• Planning efforts continue to develop and increase in areas including but not limited to :
o Counterterrorism o Escorts
o Site security o Community safety
o Traffic, parking & transportation o Interoperability/Communications o Cyber security o Public Information/Communication
o Crowd management o Training
o Human trafficking o Criminal enterprise
o Dignitary protection o Intelligence
o Aviation/UAS o Crisis management
SCSA
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Public Safety Planning Section
Public Safety Planning - SCPD
Sant a Clara Police an d Fire Departm en ts (SCPD and SCFD) are coord inating w ith lo cal, region c;/, stat e, federal, and private portners on compre hen sive sewrity planning for Super Bo wl LX.
Santa Clara Police Department Planning Efforts (cont.):
• Assessed stadium and area security needs and developed cost estimates for planning, training, equipment, and staffing.
• Participated in tabletop exercises, critical infrastructure and process assessments, as well as intelligence & threat management briefings.
• Attended specialized trainings on risk management, crowd management , hazardous material threats, communications, and cybersecurity.
• In December 2024, DHS appointed a Federal Coordination Team (FCT) to support SBLX security operations. • SCPD has continued to collaborate with NFL Security and Manco to advance perimeter planning and conduct site surveys.
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Item# 6
6 3/25/2025
Public Safety Planning Section
Public Safety Planning - VPSO
The Super Bowl L/X VPSO program that took place in New Orleans, LA in February 5-10, 2025 integrates multi-agency public safety personnel into the event's security and operations framework. • The VPSO Program integrates law enforcement, fire, EMS, and other public safety personnel from multiple jurisdictions into Super Bowl security operations to provide event planning and deployment training.
• Enhances security coordination, supplements local resources, and ensures consistent emergency response through standardized protocols and joint training.
• SCPD, SCFD and Office of Emergency Management staff participated for the second consecutive year, attending the 2025 VPSO program in New Orleans, alongside agencies such as OHS, CalOES, and local police and fire departments.
• Participants observed critical operations including the FBI Intelligence Center, 911 dispatch, OHS command posts, and NFL Fan Experience security .
• The City executed a Reimbursement Agreement with BAHC for $100,000, with the 49ers contributing $57,000; the Stadium Authority funded the remaining $32,610 to support additional training.
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VPSO - Attendees
City of Santa Clara Police Department
City of Santa Clara Fire Department
City of Santa Clara Office of Emergency
Management
San Francisco Police Department
San Francisco Fire Department
Santa Clara County Sheriff's Office
San Jose Police Department
CalOES (Governor's Office of Emergency Services)
U.S. Department of Homeland Security
Inglewood Police Department
County of Los Angeles Fire Department
Item# 6
7 3/25/2025
Public Safety Planning Section
VPSO - Operations & Planning
NOPD Planning De-Brief
FBI Joint Operations Ctr
FBI Intelligence Operations Ctr
Real Time Crime Ctr
NOLA Emergency Operations Ctr
NOLA 9-1-1 Com ms Ctr
HSI Exterior Command
HSI Counter-UAS Command
Superdome Command Post
Superdome NFL CP
SCSA
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Public Safety Planning Section
Public Safety Planning - SCFD
Santa Clara Police and Fire Departments (SCPD and SCFD) are coordinating with local, regional, state, federal, and private partners on comprehensive security planning for Super Bowl LX.
Santa Clara Fire Department Planning Efforts:
• Fire personnel contributed to cost estimates for planning, training, equipment, and staffing needs for SBLX.
• Participated in a DHS/CISA interoperability and cybersecurity conference to enhance coordination and readiness.
• Coordinated with other major venues and provided a briefing to Santa Clara County Fire Chiefs on emergency response planning.
• Took part in DHS's "Chem Prep" program to strengthen hazardous materials response and preparedness for large-scale events .
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Item# 6
8 3/25/2025
Emergency Management Planning Section
Emergency Management Planning
The Office of Emergency Management {OEM) plays a key role in preparing for the 2026 Major Events by coordinating planning and communication to ensure unified, well-resourced emergency response across all levels of government.
Office of Emergency Management Planning Efforts:
• OEM assisted with scheduling, information management, and assessments for DHS Critical Infrastructure evaluations of SEAR-rated events.
• Participated in internal and external planning meetings to develop the communication, command, and control plans for the EOC, JOC, and regional coordination for major events. • Collaborated with regional and FIFA emergency management partners to align planning strategies. • Contributed to grant application meetings to enhance the COP Application Platform, improving situational awareness and decision-making.
• Initiated updates to the Concept of Operations planning documents to ensure comprehensive preparedness for 2026 events.
SCSA
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Santa Clara Convention Center Section
Santa Clara Convention Center
The Santa Clara Convention Center {SCCC) is being prepared to maximize revenue opportunities and support visitor experience, tourism, and event operations during Super Bowl LX and other 2026 Major Events.
Santa Clara Convention Center (SCCC) Planning Efforts:
• SCCC is positioned as a central asset for hosting
event-related programming and hospitality.
• Facility upgrades are underway to enhance
functionality and guest satisfaction.
o Renovations include full restroom upgrades
and digital signage improvements.
o Ballroom enhancements are being made to
support high-profile gatherings.
Item# 6
9 3/25/2025
OMO Program Section
Discover Santa Clara®(DMO)
Discover Santa Clara® (OMO), in partnership with Madden Media, has launched a comprehensive marketing strategy to boost awareness, tourism, and economic impact ahead of Super Bowl LX Discover Santa Clara® (DMO) Planning Efforts:
• Integrated sports campaign includes hotel kits, trade show booths, and digital ads to build event excitement.
• The paid media strategy promotes trip planning, extended stays, and local business engagement before, during, and after the events.
• Public relations tactics include influencer mailers, press partnerships, and media marketplace participation. • FAM trips will bring top writers and planners to experience Santa Clara firsthand. • A dedicated visitor guide will showcase city attractions for SBLX attendees. • OMO is partnering with BAHC on initiatives like the Supplier Diversity Program and event promotions. • The redesigned DiscoverSantaClara.org launched in February 2025 and features real-time hotel booking for 11 partner hotels, easy RFP submissions via Cvent, dedicated SBLX and FWC26 landing pages, and multi language support for global audience
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DiscoverSantaClara.Org Website Relaunch OMO Program Section
BOOK YOUR STAY
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Item# 6
10 3/25/2025
Dedicated City Webpage Section
Dedicated City Webpage - SBLX & FWC26
The City of Santa Clara has launched a dedicated webpage to keep the public informed about Super Bowl LX and FIFA World Cup 2026 planning efforts Accessible via a prominent link on the City's homepage, www.SantaClaraCa.gov, t he webpage is hosted under the Santa Clara Stadium Authority section of the website.
It provides up-to-date information on both major 2026 events and includes links to partner agencies, planning organizations, and event stakeholders.
The page offers access to public meeting materials, supporting documents, and background information.
It will be updated regularly throughout 2025 and 2026 to reflect the latest development s.
The webpage is available at: www.SantaClaraCa.gov/our-city/santa -clara-stadium-authority/super -bowl lx-and-fifa-world-cup
SCSA
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Levi's Stadium Information
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PUBUC MEETINGS
SUPPORTIIG DOCllilEJITS
• Am11'.!0CJ13'1S1 RcU!tc:J Mwunttl"' I., 5lrut1lffl~lffl'Mfft firfJt;f'ld (2/7/2025) • '9:rnmert p. frnF'i 91 e; .. gnment and AssumRi!Qn ... M 'M"'0"' PM Qu;uprit;; (2/5/2025) • ~9nment and Assumptmn A!;HN!'T'W';O, flf .. '\ l'fpfld CyQ (215/2025) • tlJEQr:Jv sf Cf!Wn 1122? FiFAWe:•t Cu~o~ 12rS12025)
• uf\-' re, 202', \'/(!'id Cbo Bld Book
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• Stadium Agreemefll I RedaCl&d-A ot;!:2,;!S •ir Put~ Rt ,v~ • M9imrtvm 10 fhi!s;,u: ,m Aor~LB .. e .. Q~i:i orowd '»' Pl1ti.c flSk'<J:..f • lntenm Fund1ng~g ~ qt§;amp CUrp i?9 l!.p Aro Mott C:o;mn#¢:O Item# 6
11 3/25/2025
Super Bowl Future Host City Program Section
Super Bowl Future Host Cities Program
City staff participated in the NFL's Future Host Cities Program in New Orleans, gaining valuable insights into operational planning and best practices for hosting Super Bowl LX in 2026 . • Staff attended information sessions and stakeholder meetings from February 6-7 , 2025, alongside representatives from BAHC, the Stadium Manager, and regional partners. • The program provided a comprehensive overview of NFL pregame and game-day operational requirements.
• Topics included public safety, emergency communications, stadium buildouts, transportation strategies, and crowd management.
• Staff also engaged in discussions on security protocols, community relations, local procurement, hospitality , and workforce planning.
• Key lessons were learned from the New Orleans Host Committee's experience, helping to better align Santa Clara's planning for 2026 .
SCSA
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Super Bowl Future Host City Program Section
Item# 6
12 3/25/2025
Reimbur sement/ City Ser vice Agreem ents Section
Reimbursement Agreements
The City has entered into a series of Reimbursement Agreements and is negotiating a League Event Agreement to provide services in support of SBLX and mitigate risk to the City Summary of the fully executed Reimbursement Agreements for SBLX-related activities:
~
VPSO Agreement
. BAHC to contribute
$100,000
. 49ers to contributed
Super Bowl Pre-Agreement
Expenses Reimbursement
Agreement
. BAHC to reimburse $61,000 for
Super Bowl Interim Funding Agreement
(SBLX IFA)
$57,000 City staff time SBLX-related costs
• Event planning and train ing expenses for
police, fire/OEM, and public works
staffing at full cost recovery rates
. Stadium Authority to
cover covered the
remaining balance, .
estimated at $32,610 to
support additional
training. .
SCSA
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related to the Super Bowl event
from July 1- December 31, 2024
$4,000 for a November 2024
training session is under
discussion.
Reimbursement terms are
outlined in the agreement
(Attachment 2)
• Covers eligible costs from January 1 to
May 31, 2025, or until the SBLX League
Agreement is executed .
• BAHC to reimburse up to $150,000, with
provisions to increase $150,000 maximum
if costs exceed $120,000.
• Key terms align with the FWC26 Interim
Funding Agreement
Allocation of Cost Categories for Stadium Events
Cost Category Regular NFL Regular
Event Non-NFL
Event
General SCSA Admln SCSA & SCSA &
Boord Support, Pubflc Policy Discussions, Overhead Overhead Negotiation of Agreements, Executive Charges Charges
Management, Lego/, General Admln & Oversight
Stadium Management Expenses StadCo SCSA
Pre-Agreement Costs n/a n/a
Pre-Event PubUc Safety Planning Costs StadCo & SCSA SCSA Event Public Safety Costs StadCo & SCSA . SCSA
Post-Event Public Safety Demobilization Costs StadCo & SCSA SCSA Pennitfees Applicant Applicant
Super Bowl SO Super Bowl 60
2016 2026
(under negotiation)
SCSA & SCSA & Overhead
Overhead Charges
Charges
StadCo StadCo
SCSA SCSA /TBD
StadCo / BAHC StadCo / BAHC
StadCo / BAHC StadCo / BAHC
StadCo / BAHC StadCo / BAHC
Applicant Applicant
World Cup
2026
SCSA &
Overhead
Charges
SCSA
SCSA
(Federal/State
Grants TBD)
BAHC
BAHC
BAHC
Applicant
Over
95%of
Total
Costs
Item# 6
13 3/25/2025
Reimbursement / City Service Agreements Section
League Event Agreement
The City is negotiating a League Event Agreement with BAHC to define guidelines, reimbursements , and operations for Super Bowl LX, ensuring cost recovery and risk mitigation.
Key Areas of the Agreement:
• Defines Super Bowl service needs and preliminary cost estimates. • Establishes a process for updating and reimbursing Super Bowl-related city costs. • Covers event planning, train ing expenses, and payment procedures. • Outlines cost reconciliation, dispute resolution, and risk management provisions. • Ensures NFL-required capital improvements are implemented at no cost to the City or Stadium Authority. • Details equipment purchase/lease reimbursements and permit processing. • Includes a financial guaranty for Super Bowl-related City service payments. • Addresses marketing and promotion, special event zones, and point of sale designations . • Defines indemnities, insurance, default provisions, and remedies. • Staff and BAHC aim to finalize the agreement before the May 31, 2025, expiration of the SBLX Interim Funding Agreement.
SCSA
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Community Engagem ent Section
Community Engagement
The City is launching several initiatives to engage residents, promote economic opportunities, and ensure community participation in the excitement of the 2026 Major Events.
Bloomberg Harvard City Leadership Initiative:
• Mayor Gillmor selected community engagement as her focus for this initiative . A Harvard fellow will help create a Stadium Event Plan and Communications Strategy to build trust and strengthen partnerships.
Community Event Programming:
• The City is planning local events so residents can participate in Super Bowl LX festivities . A stakeholder group will help coordinate activities .
Economic Development:
• The City is working with partners to position Santa Clara as a top destination and will provide regular updates through the Economic Development and Marketing Committee .
City Asset Marketing Program (CAMP):
• Santa Clara is launching a commission-based marketing program to promote city assets in partnership with BAHC, the 49ers, and NFL affiliates. Proposals are under review following a February 19, 2025 RFP.
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Item# 6
14 3/25/2025 Item# 6
Next Steps
• Council/Board Questions on Staff Presentation
• Public Comment
• Council/Board Questions
• Note and File Report
SCSA
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SCSA
Santa Clara Stadium Authority
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