The Indiana State Fair spans over two weeks, draws thousands of attendees each day, and requires tight coordination to keep everything running smoothly. This year, Eclipse Staffing & Security delivered comprehensive gate security, ID checkpoint staffing, and janitorial services, proving our capacity to execute high-volume operations with consistency and accountability.
Coordinating Three Departments, Seven Shifts, and 190 Staff Per Day
Operations were split across three key service areas: janitorial, ID verification, and general security. Supporting those efforts, a rotating schedule of seven shifts per day kept the entire venue covered with 190 personnel on-site daily. Field supervisors managed each department, ensuring efficient transitions between shifts and reinforcing expectations across zones.
Team leads worked closely with coordinators to distribute coverage throughout the grounds. By mapping team rotations to traffic flow patterns and peak hours, our team kept operations responsive to crowd dynamics and minimized pressure on any one shift or zone.
A Full Week of Pre-Event Planning and Field Readiness
Preparation didn’t start on opening day. In the week leading up to the fair, Eclipse’s leadership team set the stage with a comprehensive pre-event rollout. This included three on-site training sessions hosted by the client and a series of internal walkthroughs led by our management team.
Every participating staff member had hands-on orientation and guidance before stepping into their post. These walkthroughs gave department heads the chance to visualize their teams’ paths, clarify expectations, and fine-tune logistics down to the last detail — so once crowds arrived, there was no guesswork.
Two Command Trailers, One Seamless Operation
With up to 17 hours of activity per day, Eclipse established two on-site command trailers, one each for janitorial and security operations. These mobile hubs served as anchor points for coordination, communication, and supply distribution. Supervisors began each day at 5:00 AM, managing deployment, tracking inventory, and supporting the team until operations wrapped up around midnight.
The command trailers also helped enforce shift structure. No individual worked more than 10 hours per day, preserving performance levels while minimizing fatigue, a strategic decision that helped maintain quality throughout the event’s 17-day run.
Role Clarity and Real-Time Accountability
To ensure consistency across hundreds of team members, Eclipse used custom deployment tools, including dot maps, roadmaps, and written assignment boards placed directly inside the trailer walls. Briefings were held before every shift, reinforcing daily expectations while giving team leads the space to adjust assignments as needed.
All equipment was signed out with ID collection to protect inventory and maintain control. Radios were distributed only through controlled handoffs, supporting communication between supervisors and roving staff throughout the day.
Responding to Real-Time Challenges
Large-scale events like the Indiana State Fair naturally involve moving targets, and adaptability is key to sustaining quality throughout. Early in the schedule, an additional shift was introduced on opening weekend, requiring a quick reassessment of staffing levels. Thanks to strong communication and a highly engaged operations team, coverage was smoothly redistributed without impacting service or momentum.
On the janitorial side, evolving supply needs prompted a shift in how materials were stored and accessed. We responded by enhancing inventory strategy, relocating key supplies, and adjusting distribution protocols to ensure every department remained equipped at all times. These adjustments reflect a commitment to staying one step ahead and maintaining operational continuity regardless of the day’s demands.
A Stronger Team, A Scalable Model
The 2025 Indiana State Fair demonstrated Eclipse’s ability to manage high-volume operations with precision and flexibility. From staffing and oversight to logistics and leadership, our team delivered consistent results across a complex, multi-week schedule.
This success reflects a model built for scale, powered by proven systems, experienced managers, and a hands-on approach to preparation and execution. For organizations managing large venues or extended events, Eclipse Staffing & Security brings more than manpower — we bring structure, accountability, and a commitment to getting it right.
Contact us today and discover how Eclipse can support your next large-scale event.