Indianapolis Airport Authority Super Bowl XLVI Post-Game Report
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Indianapolis Airport Authority
Super Bowl XLVI
Post-Game Report
1
SB Preparedness: Risk and Safety
• Super Bowl planning is essentially risk management.
• The Indianapolis Airport Authority, and the Aviation Services Committee,
worked through a number of areas of risk to create a successful event.
• Safety, Security, Operational, weather, reputation
• There were also a number of opportunities:
• Financial, reputation, and communicating a message
• Specific Safety & Risk Management Roles
• Member of the landside committee
• Participated in other committees as needed/requested
• Developed emergency exercises including Super Bowl scenario
• Participated on daily conference call and in EOC during Super Bowl
• Communicated with insurance carriers so that they were aware of event
• Worked closely with property carrier and vendors to ensure parking garage
claim complete
2
SB Preparedness: Areas of Risk
Mitigation
• Air Services Committee
• Airport Operations Center/Emergency Operations Center
• Multi-departmental emergency exercises
• Operations
• FBO Outreach
• Weather
• Security
• Public Safety
• Ground Transportation
• Landside (inside terminal)
• Communications
• Lessons learned
3
Super Bowl XLVI – Airport Executive Summary
During Super Bowl Week
~38,238 additional pax traveled through IND ~$1M in Super Bowl merchandise sales
Passenger traffic was up 58% ~$500,000 in Gross Advertising Revenue
Longest wait time at TSA checkpoint was 20 minutes Retail/Concession sales up 101%
23% increase in scheduled flight capacity/seats Earned media ad value +$2.4M
7% increase in scheduled commercial flights Increased 602 Facebook ‘Likes’
1,725% increase in chartered aircraft activity Gained 495 Twitter followers
84.6% increase in GA activity at IND Over 30,000 views of YouTube videos
347% increase in GA activity at reliever airports General Aviation website had 12,500 unique views
839 aircraft on the ground at Super Bowl
Rental car activity up 30%
Limo/shuttle activity up 419%
Taxi activity up 142%
Terminal baggage check-ins up 271%
Skycap curbside check-ins up 340%
AOC terminal assistance calls up 38%
Public safety calls were up 101%
Airport Fire Dept. responses up 54%
4
Aviation Service Committee
• The Aviation Service Committee was created by the Indianapolis Airport Authority
reporting directly to the Host Committee and NFL for SB XLVI regarding aviation
related preparedness efforts
• Aviation Service Committee – Mission Statement:
Recognizing the Super Bowl experience begins and ends at the airport, this
committee will engage with regional partners to ensure airport readiness and
create a positive visitor experience.
• The Aviation Service Committee consisted of 5 subcommittees
• Airside Subcommittee
• Public Safety Working Group (led by Bill Reardon, IAA Police Chief)
• Airport Fire Department Working Group (led by Rick Gentry, IAA AFD Chief)
• Airport/Emergency Operations Center (led by Andy Burnett, Communications Manager)
• Operations (led by James Mooney, Director of Airport Operations)
• Landside Subcommittee
• Ground Transportation Subcommittee
• Communications Subcommittee
• FBO Outreach Subcommittee
5
Aviation Service Committee
• Aviation Service Committee Began Preparation Through Observation:
o Key Airport Authority staff attended previous 2 Super Bowls (South Florida & North Texas)
• Example Takeaways From Previous Super Bowl Visits By Airport Authority:
o GA tower importance for improved pilot communications
o Hangar/security coordination for arriving teams and ‘friends & family’ charters
o Ground transportation staging and coordination during peak periods
o Improved retail presentations/arrangements for Super Bowl merchandise
• Recognizing importance of stakeholder participation throughout preparedness efforts,
the Aviation Service Committee and Subcommittees partnered with many agencies
during the planning process: Federal (FAA, TSA, Customs), State (INDOT), Airlines,
Local Agencies/Consultants, Concessionaires, FBOs, Rental/Limo, Terminal Services
6
Aviation Service Committee
• Formal meetings began in October 2010 with Host Committee to identify/establish
subcommittee groups and utilize Super Bowl XLV trip to prepare for our 2012 SB.
(*Public Safety working group had begun meetings in 2009)
o Monthly meetings started in March 2011 with Host Committee and Subcommittees
o Weekly meetings started in January 2012
o Twice daily call-in meetings occurred January 30 through February 6
o Also, meetings/communications to keep airport and stakeholders updated on progress
• Aviation Service Committee also coordinated communications with NFL:
o Airport Operational Overview for team owners
o Airport preparedness for Super Bowl visitor experience
o Planning for Super Bowl team arrivals (very important from NFL perspective)
• Aviation Service Committee monitors progress of SB preparedness efforts by
subcommittees, keeps attuned to project deadlines, and manages resources, if
needed, to keep SB activities on track
• Aviation Service Committee also helped with budgeting/reporting of additional time
and resources required to complete and implement SB related activities
• Initiated a vacation ‘blackout’ between Jan.29 and Feb.7 to ensure staffing available
7
SB Preparedness: Airside – AOC/EOC
• In addition to Airport Operations Center (AOC) which coordinates operational
communications 24/7 among IAA’s staff, the Emergency Operations Center (EOC)
was activated January 30 through February 6, also 24/7
• EOC established twice daily status calls for all IAA departments and key partners to
ensure all staff updated and able to respond in rapidly changing environment
• EOC open and fully staffed for 24-hour period of Super Bowl and the day after (about
2 pm Sunday-noon Monday)
• EOC established Customer Service Center in terminal for staff to use as quick
resource to report required service or public safety calls:
o AOC/EOC calls increased significantly during SB period
(January 29 through February 6)
o Calls for ‘assistance’ in the terminal were up 38% vs.
typical period (4,244 vs. 3,082)
o Calls for ‘public safety’ were up 101% vs. typical
period (1,171 vs. 584)
8
SB Preparedness – Emergency Exercises
• Each IAA department has Business Continuity plans on file. Plans are updated 2-
3 times a year, or as needed, and were updated in late-2011.
• IAA holds several emergency exercises per year to test various emergency and/or
business continuity plans.
GROUND TRANSPORTATION TABLE-TOP
• November, 2011, held inter-departmental table top to test business continuity and
emergency procedures.
• Almost 50 IAA employees, airline, concessionaires, and TSA participated.
• Tested scenario of a major vehicle accident the morning after Super Bowl, during
peak hours. Accident blocked all lanes of traffic into terminal.
• Results:
o Recognized need to open and staff Emergency Operation Center during peak
hours.
o Identified key employees to be on-site.
o Identified additional information to provide to employees and volunteers.
o Created a “connector” road from South Service Road to Terminal Drive.
9
SB Preparedness – Emergency Exercises
10SB Preparedness – Emergency Exercises
Close up of Emergency Traffic Management Connector #2
In the event that H. Weir Memorial Drive approaching the terminal
would be blocked/closed due to an unexpected event, a connector was
designed and constructed to redirect flow and keep traffic moving.
11SB Preparedness: Airside - Operations
PROJECTIONS vs. OBSERVED
o 40,000 additional passengers projected to travel through IND during SB week (2/1-2/7)
o ~38,238 passengers traveled through IND (Including ~2,600 pax screened remotely at IAB)
o Passenger traffic during SB increased 58% vs. typical week (97,098 vs. 61,260)
o 50-75 additional commercial flights projected; 53 additional operated
o While flights were up just 7% (952 vs. 899), seat capacity was up 23% vs. typical week
(99,869 vs. 80,899)
o Charters were up 1,725% versus a typical week (73 vs. 4)
12SB Preparedness: Airside - Operations
PROJECTIONS vs. OBSERVED
GENERAL AVIATION at IND
o 500-700 additional GA aircraft were expected at IND and surrounding reliever airports
o IAA identified ~700 available parking spaces at IND (see following slide graphic)
o Exact parking count only estimate due to variance of potential aircraft sizes
o IND received permissions from FedEx & USPS for utilization of their sizable apron space
o Secured fence line surrounding old terminal moved back to utilize old terminal apron space
o Given appropriate weather conditions, Runway 14/32 would be used as parking area
o GA parking spaces at IND were divided between IAA & FBOs as follows:
o Million Air leased space to accommodate ~171 parking spots
o Signature leased space to accommodate ~166 parking spots
o IAA would manage remaining space to accommodate ~337 parking spots
o During planning, IAA addressed concern about aircraft management in non-movement areas
o IAA developed remote tower, build-out from Concourse C
of old terminal
o Remote tower would manage aircraft in IND’s non-movement
areas during congested periods
o Remote tower would eventually turn aircraft over to FAA tower
when reaching movement area
o IAA recruited FAA experienced staff (retired, etc.) to operate
remote tower during SB
13Operations
SB Preparedness: Airside - Operations
GA Aircraft Operations Count for Super Bowl Week (IND TRACON - IVR/VFR Totals)
WED THU FRI SAT SU N MON % Cha nge
Airport Code Year 2/1/12 2/2/12 2/3/12 2/4/12 2/5/12 2/6/12 Totals '12 v '11
Indy Intl IND 2012 496 603 689 515 739 1092 4134 8 4 .6 %
2011 167 509 481 394 304 384 2239
• IND saw 84% more GA traffic during SB week than same period in 2011
o Monday after SB experienced 184% increase in GA traffic
o Both SB teams (New York, New England) have large GA base, supporting high activity
o Received excellent cooperation from FAA to accommodate departures right after game
AIRSPACE AFTER SUPER BOWL (12-3am) AIRSPACE BY 6am (start of commercial service)
15SB Preparedness: Airside - Operations
GA Aircraft Parking Count for Super Bowl Week
THU FRI SAT SU N
* See following slide of GA
Airport Code 2/2/12 2/3/12 2/4/12 2/5/12 parking at IND before SB
Indy Intl IND 22 93 162 528
16SB Preparedness: Airside - Operations
Old IND Terminal Apron USPS Eagle Hub Apron
FedEx Hub Apron Runway 14/32 Parking
17SB Preparedness: Airside - Operations
SUPER BOWL TEAM ARRIVALS
• This is a symbolic and very visual event for the NFL (start of Super Bowl build-up)
• Airside hangar with visually appealing
location (hangar needed in case of bad
weather)
• All functions mapped out visually
• Apron layout of aircraft parking, media
location, bus staging, etc.
o Explicit detail for media on where to
go and how they’ll be
moved/positioned
• Media arrives 90 minutes prior to flight
arrival. All media screened.
• Stage trailer provided for media, and
fenced off
• Similar layout/explanation will need to be
developed for team friends & family
charter arrivals
18SB Preparedness: FBO Outreach
Reliever airports surrounding Indianapolis saw significant traffic surge during SB
GA Aircraft Operations Count for Super Bowl Week (IND TRACON - IVR/VFR Totals)
• GA airports around the WED THU FRI SAT SU N MON % Cha nge
state had an increase in Airport Code Year 2/1/12 2/2/12 2/3/12 2/4/12 2/5/12 2/6/12 Totals '12 v '11
Columbus BAK 2012 134 126 139 23 102 149 673 305%
traffic of almost 350%. 2011 0 47 65 6 35 13 166
• The Committee reached Muncie/Del. MIE 2012
2011
86
0
85
25
94
50
6
0
48
5
86
14
405
94
331%
out to FBOs across the Terre Haute HUF 2012 101 67 54 10 35 79 346 186%
2011 3 15 31 2 13 57 121
state to ensure
Indy Exec TYQ 2012 22 17 32 44 88 77 280 637%
consistent message, 2011 0 14 6 2 3 13 38
safety, and customer Bloomington BMG 2012 47 24 54 21 35 73 254 179%
2011 3 8 36 5 19 20 91
service. Indy Reg. MQJ 2012 14 17 26 20 86 82 245 1650%
2011 0 1 4 0 2 7 14
• Website for GA Eagle Creek EYE 2012 11 15 9 4 53 37 129 486%
2011 0 1 8 2 2 9 22
• Volunteers at many GA Greenwood HFY 2012 5 5 6 5 31 23 75 2400%
airports to assist guests 2011 0 2 0 0 0 1 3
and pass out Indy Metro UMP 2012 5 6 7 7 23 26 74 573%
2011 0 1 5 1 0 4 11
information. Shelbyville GEZ 2012 5 6 7 7 23 26 74 573%
2011 0 1 5 1 0 4 11
TOTAL 2012 2555 347%
2011 571
19SB Preparedness – FBO Outreach
• External Website developed, to be accessed
SB Host Committee’s site, providing info
about surrounding GA airports (location,
capabilities, operating requirements, etc.)
20SB Preparedness – FBO Outreach
FAA Air Traffic, Safety and Security
• Air Traffic Management & FAA Temporary Towers
o 3 Temp Towers needed for added traffic located at EYE, MQJ, TYQ airports
o Airports surprised by funding responsibility
o Compromise with FAA eventually reached
• NOTAMS/TFR/FAA program impacts
• FAA Inspections (Certified & GA) and surveys
o Safety and security checks with recommendations
• Specialized training & reminders
• Weather preparedness
• TSA/Homeland Security Coordination
21SB Preparedness – FBO Outreach
• Positive feedback on GA airport Website, including 12,250 unique page views
(updated reservation activity & requirements from participating airports)
• Temporary Towers performed well, strong consideration for future events
• 311 aircraft were on the ground at reliever airports when SB started (839 incl. IND)
• Block Captains were great help communicating/coordinating amongst airports
22SB Preparedness: Airside - Weather
WEATHER PREPAREDNESS
• Despite fantastic weather Super Bowl week, extensive plans were made for any scenario
• As a result of weather the weekend of Super Bowl XLV, the Mayor of Indianapolis
commissioned the Weather Preparedness and Response Team (WPRT)
• Representatives from a number of organizations:
• National Weather Service
• City of Indianapolis
• Homeland Security
• Indiana Department of Transportation
• Indianapolis Department of Public Works
• Indianapolis Power & Light
• Citizen’s Energy Group (gas and water)
• Indianapolis Airport Authority
• Indiana National Guard
• Others
23SB Preparedness: Airside - Weather
WEATHER PREPAREDNESS
• Team looked at historical weather for the period of January 27-February 5
• High, low, average temperatures
• Type and amount of precipitation per day
• Tornadoes, large hail, and damaging winds
• Performed analysis of locations and times of major events throughout the city
to determine priority streets.
• Made preparations for housing, should power/gas workers have to stay
downtown due to major storm.
• Worked with local residents and businesses to ensure that they would assist
with snow removal in front of their home/business.
• Set contingency plans with Indiana National Guard in the event of a severe
storm.
24SB Preparedness: Airside - Weather
WEATHER PREPAREDNESS
• Updated snow plan specifically for Super Bowl based on aircraft parking.
• Private contractors and additional equipment
on standby to support IND’s alternating 12-hour
shifts that provide continuous snow-removal
coverage to landside and airside
• IND offered snow removal equipment and use of
the snow dragon to help melt large amounts of
snow
• Usage agreement in place for additional deicing
if required
• Airlines advised to ensure deice tanks are full
& supplies secured ahead of peak travel periods
• Aircraft parked on main ramp, USPS ramp,
old terminal ramp, or Remote 4 location can
deice while parked
• Back-up plans in place, should a major ice storm
close reliever airports.
25SB Preparedness: Airside - Security
Planning for TSA Checkpoint passenger traffic:
• TSA observed passenger activity at previous Super Bowls to project a
potential 300% increase in traffic at IND (~38,000 passengers)
• TSA determined a potential bottleneck during SB activity with only 14
screening stations at IND (7 stations on each concourse)
• TSA worked with IAA to identify that each concourse screening area could add
another 2 stations (4 total)
• TSA requested for, and received, funding for the equipment and additional staff
to handle the heavy traffic period and operate 24/7 during peak times
• IAA assisted TSA with the build-out of the checkpoint areas prior to TSA
installing equipment
26SB Preparedness: Airside - Security
HEAVIEST DAY EVER #’s SAME TIME PREVIOUS YEAR #’s
Main Terminal 24,574 9,229
IAB Int’l. Arrivals Bldg. 2,600
*The longest wait time was 20 minutes at 6:30 a.m. on A Concourse
27SB Preparedness: Airside – Public Safety
• Public Safety planning for Super Bowl XLVI began in June 2009
• Increased patrolling of IND, surrounding businesses, reliever airports,
and rural airport property as Super Bowl approached.
• Extra patrols added in terminal, concourses, checkpoints, garage, and
bag claim
• Special response team designated for team
arrivals, friends/family arrivals, and dignitary
escorts.
• Coordinated with AFD and Ground
Transportation on alternative traffic planning
• AFD stationed personnel inside terminal and
at key relievers at key times
• Extensive training and reinforcement on
National Incident Management System
(NIMS) guidelines for considerable Super
Bowl scenarios
28SB Preparedness – Ground Transportation
RENTAL CARS
• 11,315 cars rented for week leading to Super Bowl (1/30-2/5)
• Monday 2/6 returns up 30% from previous Monday
• 2,000 cars returned between 3 a.m.-1p.m. after Super Bowl
LIMOS, SHUTTLES & MOTOR COACHES
• Limo/Shuttle/Coach activity up 419% vs. typical week (7,554 trips vs. 1,454)
Taxi Operation
• Taxi Cab activity up 124% vs. typical week (5,992 trips vs. 2,675)
• 400 taxis available vs. normal 180
29SB Preparedness – Ground Transportation
Mapping expanded GTC areas for SB week
30SB Preparedness – Ground Transportation
WELCOME TENTS
• Enclosed meet and greet tents were stationed on the north and south end
of Ground Transportation Center
• In addition to safety being of utmost importance to the IAA, the city and
state implemented new guidelines for tents and other structures after the
Indiana State Fair stage collapse in August 2011. IAA saw those as a
minimum.
• Parking, Fire, Engineering, Safety, and several outside business partners
coordinated to address concerns.
• Concerns:
– Size, snow, and wind load—selected a provider that could meet all requirements
– Lighting—IAA maintenance and outside contractor
– Number of exits—mandated by Airport Fire Department
– Heat—provider gave recommendations. Utilized industrial heaters for construction sites
– Concrete barricades used as ballast to hold tents in place and maintain propane tanks
used for heaters
31SB Preparedness – Landside
IT DEPARTMENT’S PREPAREDNESS
• Critical IT vendors were asked to provide staff
on-site during peak time periods, and other
vendors were asked to extend normal support
agreements to include on-call support
• Spare equipment was procured and a redundant
internet connection was implemented
• Additional band width brought online for free Wi-Fi
• Installed 6 free Wi-Fi kiosks throughout terminal
• Verizon & AT&T each had the 4G upgrade
installations completed prior to Super Bowl
• Assisted Ground Transportation (Carey Limo)
to expand Sprint coverage surrounding GTC
32SB Preparedness – Landside
The IAA partnered with the NFL and the Super Bowl Host Committee to provide a
consistent and appropriate Super Bowl décor presentation at the airport to promote
the event.
33SB Preparedness – Landside
34SB Preparedness – Landside
SUPER BOWL CONCESSIONAIRES
• All concessionaires enacted extended hours (highest traffic days) to accommodate the
anticipated high traffic flows.
• IAA collaborated with special concessionaire partners (food & news-stand) to operate 24-
hours during peak travel Sunday-Monday following Super Bowl.
• Additional tables were brought in to support the large crowds that would be in the
concourses.
• ~$1,000,000 in Super Bowl merchandise sales at airport.
• Concession sales up 101% for the week.
• Generated about $500,000 in gross advertising revenues.
AIRLINE TICKET COUNTERS
• Airlines expanded ticket counter Feb. 6 to
accommodate post-game departures.
• IAA planned Disney-style egress lines for heavy
passenger traffic at ticket counters.
35SB Preparedness – Landside
• IAA leased old terminal’s parking lot to Host Committee so they could provide Super Bowl ‘Park
and Ride’ service from airport (west side of city) to downtown (listed on their Website)
• Cars park at old terminal’s long term lot. Downtown drop-off near NFL Experience.
• Advanced reservations = $2/person (kids under 2 free). No reservation = $10/car if space avail.
36SB Preparedness – Communications
• Updated SB Website with airport / aviation info
• IND Website pushes back to SB site for all SB related info
• Social media (YouTube, Facebook, Twitter)
• Super Service Training—100% completion
• Super Travel Tips—5 4 3 2 1
• Welcome desks, volunteers, and travel information.
• Keeping staff informed and motivated through event
37SB Preparedness – Communications
EARNED MEDIA
SB ad value = $2,445,341.38 (2011 plus 2012)
Top headlines include:
– Team arrivals (global media event)
– How does an airport prepare for a Super Bowl?
(USA Today)
– Airport helping city make strong first impressions
(IBJ)
– Indianapolis airport to set single-day record after
Super Bowl (Indianapolis Star)
– Super Bowl Fever Takes Off At Indianapolis Airport
(Yahoo News via WRTV)
– The real winner of Super Bowl XLVI was IND
(Airport-industry blog)
38SB Preparedness – Lessons Learned
OTHER OBSERVATIONS DURING SB PLANNING
• Understand functional capacities throughout airport
(parking, fueling, existing activity, etc.)
• Ex: Runway capacity (operations/hour) vs.
expected commercial and GA demand
• What impact other factors, like weather, will have
on those capacities.
• Find your choke points. Can they be increased or do
they need managed?
• Ex: If aircraft parking hits maximum, is there a plan
with other airports for diversions?
• Use advice/guidance of NFL’s SB contacts—they
know by experience.
• Secure the resources you’ll need for maximum
capacity operations, or contingency, early.
• Ex: Vacation blackouts; longer shifts, etc.
39SB Preparedness – Lessons Learned
OTHER OBSERVATIONS DURING SB PLANNING
• Door alarms—ticket counter bag door alarms went off when
ticket counters opened in the middle of the night.
• Airline computer system going down
• Some parking issues
• All mitigated quickly due to EOC being operational.
• Much greater return of corporate jets than anticipated. Many
corporate jets left right after the game, but returned at 6-7
a.m.
• FBOs unprepared—had already sent extra staff home.
Would keep people through the day.
• Temporary control tower only had one frequency. Would
have separate frequencies for arrivals and departures.
• Large charter flight changed departure time from 7 a.m. to 7
p.m. without notifying passengers.
• Ensure that airlines/charters communicate
• Although plans made for additional snow removal
personnel, would have needed more people to clear all
areas where aircraft were parked.
40SB Preparedness – Wrap Up
• IAA hosted the airports for the next two Super Bowls (New Orleans & New York /
New Jersey) for a review of preparedness efforts, experiences, and insights
• Following Super Bowl, IAA hosted two ‘debrief’ meetings with committees and
stakeholders to collect any statistical data regarding SB activity and to collect feedback
on experiences gained to assist with future large event planning
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