COLUMBUS, Ohio — A Game Day Experience Like No Other
As the clock in Ohio Stadium ticked down to just seven minutes before kickoff, the atmosphere was electric. However, a strict safety protocol was in place: no one could be within 25 feet of the newly unveiled pyrotechnics machine. In the press box high above the field, Ericka Hoon and Caleb Clark were intently monitoring the situation, ensuring that all safety measures were adhered to as cheerleaders positioned themselves with flags that were initially too close to the flame and had to be relocated.
The countdown commenced for Ohio State’s game-day operations staff: Three. Two. One. As the team’s introduction video began to play, the Buckeyes gathered in the tunnel, smoke swirling around them, while a crowd of over 100,000 fans rose in eager anticipation. Yet, just as Ohio State was poised to charge onto the field, a few Western Michigan coaches dashed by, heading to their bench. When the video concluded, the Buckeyes stormed onto the field, but only small flames erupted. The main flame remained dormant, leading to an anticlimactic moment for those who had meticulously prepared for this grand reveal. The much-anticipated pyrotechnics display would have to wait for the next home game against Marshall.
Every game at the fifth-largest football stadium in the world presents its own unique challenges. Hoon, a dedicated Ohio State alumna, has been part of the athletic department since 2007. Now serving as the associate athletic director for event management, she oversees game-day operations at the 102,780-seat venue, collaborating with professionals like Clark, the associate athletic director for marketing and live events.
Ohio State employs more than 1,000 concession staff, a few hundred merchandise workers, around 1,100 ushers, and additional personnel including police and safety officers, all working in tandem to ensure a safe and enjoyable experience for the throngs of fans.
While the failure of the flame to ignite was disappointing, it was ultimately an operational success. The pyrotechnics supervisor, who is not an employee of Ohio State, made the decision to withhold the flame due to safety concerns, a choice that Hoon respected and appreciated. Trust among team members is vital in the high-pressure environment of game day.
“I lean on him and his expertise on what should or shouldn’t happen,” Hoon expressed. “I’m grateful he saw the situation and knew it wouldn’t be safe. It shows our relationship with some folks that they know have the power and ability to make a decision — especially when safety is factoring into it.”
Ohio State triumphed over WMU in front of a massive crowd of 102,665 attendees. At 5:09 p.m., just 20 minutes before the gates opened, Hoon grabbed her radio, ready for the roll call. She referred to a list of gate managers, preparing to check if they were “gray card ready.”
The gray cards provide gate managers with crucial information regarding the number of staff and security required for each entrance. If a manager confirmed they were ready, they could proceed to open their gates promptly at 5:30. If not, adjustments had to be made to ensure adequate coverage.
Ohio State has implemented roll calls in recent years to streamline the process, replacing the previous method of manual counting, which could be cumbersome and time-consuming. “We were having challenges with getting some of our security staff deployed in time,” Hoon noted. “This new system allows for quicker and more efficient communication.”
The operations team’s role extends beyond logistical coordination; it also requires creativity. This season, they faced changes in the team’s traditional walk to the stadium. Previously, the Buckeyes stayed at the Blackwell Hotel across the street, allowing for a straightforward walk alongside coaches’ families. Now, with the team staying at a downtown hotel, they had to be dropped off near the stadium and navigate a different route, necessitating adjustments to accommodate family members during the walk.
Once the players take the field for warm-ups, fans file into the stadium, and the important “100 minute meeting” commences in the visiting team’s press conference room. This meeting is essential for ensuring that every detail is accounted for to avoid complications during the game.
During the Sept. 7 meeting, led by Hoon, representatives from various departments collaborated to ensure a smooth operation for the prime-time matchup against Western Michigan. The attendees included personnel from the Big Ten Network, referees, members of the NCAA replay committee, WMU athletics staff, and multiple event staff members from Ohio State.
After introductions, Hoon quickly outlined last-minute plans, stating that Ohio State would enter and exit the field first at halftime, a detail that was crucial for maintaining order and preventing on-field conflicts. Everyone agreed, as even the smallest details can have significant implications.
Communication is the cornerstone of Ohio State’s game-day operations. While Hoon may lead the charge, she is part of a large collaborative effort that drives the athletics operations.
“You can’t do it alone,” she emphasized.
Hoon credits the supportive atmosphere to former athletic director Gene Smith, who was known for his personable approach and trustworthiness, qualities that have permeated the department.
“His leadership for so long is empowering people and letting them be the decision-maker,” Hoon stated. “You’re the expert in your area; you’re going to know best, so make the decision. If you’re willing to live with that, help us understand the why, and we will support you.”
Ohio Stadium’s capacity has grown significantly since its opening in 1922, when it held just 66,210 fans. Now, the press box buzzes with activity long before reporters and communication staff arrive. Inside the command post, a flurry of screens displays critical information: live ticket updates, weather forecasts, and real-time traffic conditions.
The operations staff monitors feeds from cameras strategically positioned around the stadium and its vicinity, allowing them to oversee everything from tailgating to parking and fan entry points. This heightened awareness enables quick responses to any issues that may arise.
At the heart of this operation are the dispatchers, who field numerous radio communications, logging them for immediate response. This collaborative effort extends to the Schottenstein Center next door, where a well-trained staff assists in training interns who support football games.
As kickoff approaches, the atmosphere intensifies. Ushers equipped with radios maintain direct communication with dispatchers, facilitating prompt responses to a wide range of inquiries. These can vary from coordinating wheelchair access to responding to lost children, with the command center effectively resolving each situation as they arise.
Once the game begins, the command center’s atmosphere remains relatively calm, with staff often sharing jokes to ease tension. A weekly contest encourages team spirit, as they guess the actual ticket numbers for that week’s game.
Even during challenging moments, the camaraderie among staff is palpable. Hoon fosters an environment where questions are welcomed, and solutions are sought collaboratively. For instance, when Western Michigan’s cheerleading bus took a wrong turn, the command center quickly devised a new route to guide them through traffic. Similarly, they adjusted traffic patterns during halftime to ensure the safe exit of fans and players.
Despite the lopsided score of 56-0, many fans remained until the final whistle, but the operations team’s responsibilities extended beyond the game. After ensuring that attendees left the stadium securely, they turned their attention to managing the flow of traffic, which included illuminating surrounding sports fields for added safety.
Each week, Hoon returns home with a list of potential improvements for future game days. One critical task on her agenda is to ensure the pyrotechnics flame ignites flawlessly during the upcoming Saturday’s matchup.
Once the crowds have dispersed, the staff splits up to assist both the home and visiting teams in boarding their buses safely before concluding their shift by taking a celebratory family selfie in front of the iconic statue of two-time Heisman Trophy winner Archie Griffin. This ritual marks the end of a successful game day, as they prepare to do it all over again next week.
(Top photo: Jason Mowry / Getty Images)
