SUPPORT CREW: WHAT’S THE JOB?
A "crew" is one or more people, working as a team, who are the runner’s primary source of support and encouragement throughout the race.
- The crew leap-frogs the runner in a dedicated support vehicle, meeting the runner every few miles at allowable locations along the route.
- Crew is expediter, caregiver, nursemaid, and cheerleader.
- Keeps the runner on schedule with hydration, nutrition, and electrolytes.
- Manages exposure to the elements--especially sunblock and use of ice in hot weather conditions
- Organizes and manages all food, gear, clothing, and equipment, including crew’s own items.
- May or may not include pacing the runner when allowed.
PART 1: SELECTING A CREW
- Crew members should be healthy and relatively fit
- Do not have to be runners, although the experience is very helpful
- Friends or family who will be able to remain objective and calm when the runner is struggling
- Work your address book; contact local running clubs and running stores; solicit through the race's Facebook page. Example: KEYS100 has a specific Facebook "CREW" page
- Team player: no heroes need apply. Compatibility is a must; drama is definitely not
- People who focus on the runner, yet take care of themselves during the race
- Keep the runner on goal and motivated
- Organized, capable and flexible; can handle high stress, high demand situations--and sleep deprivation
- Comfortable in potentially extreme environments
- Previous crew experience or familiarity with the race and race venue are bonuses
IDEAL CREW SIZE
100-mile race:
- Two to three people is ideal exclusive of pacing
- One person will find it difficult to manage the volume of tasks involved and the speed required at each meet-up. Driving and parking, then refilling bottles, adding ice to bandanas, finding and presenting food and drink options, clean-up and prep for the next stop, quickly retrieving changes of socks or other clothing or night gear, setting-up a chair, dealing with blistered feet, sunblock, massage, etc., all while motivating and moving the runner along, AND taking care of yourself so you’re in shape to help at hour 20 or 25 as you were at the start.
- For runners who want pacing support, add one person.
50-mile race:
- The same recommendation applies for 50-mile runners as for 100-milers. Efficiency and speed recommend two people at a minimum to support the runner.
- Add one or two if pacing
50-kilometer race:
- A crew of one can manage the shorter duration of a 50K, but a crew of two is still advised. Again, speed and efficiency are important so that time isn't wasted at every meet-up. One person will struggle to do it all.
- Add one or two for pacing
PACING THE RUNNER
What are the rules: e.g., at what point in the race is a pacer allowed?
Must the pacer stay behind the runner?
Is “muling” allowed—i.e., can the pacer carry supplies for the runner? (Not at KEYS100)
Runner preferences:
Does the runner want a pacer and, if so, when?
Does the runner prefer conversation? Jokes and stories? Quiet?
In extreme heat or other difficult condition, limit number of miles pacing; stay healthy and fresh.
PREPARING THE CREW
Hold at least one pre-race meeting or online call.
- Runner reviews all expectations and race-day goals; clarity and alignment are vital around the race plan: expected finish time, pace and splits and best case & worse case scenarios.
- Runner reviews logistics, including transportation to the race, hotels before and after, the race vehicle, gear borrowed and to be bought, food and other shopping. Who pays for what?
- Know the official race calendar, the runner’s schedule and any pre-race prep or post-race R&R plans
- Must know all race rules, for which runner and crew are all accountable.
- Be clear about any ongoing information runner will want during race, such as splits or whereabouts of competition
- How will runner communicate what they want at the next meet-up: Decide at prior stop? Use walkie-talkie directly or through pacer and call ahead?
Be Clear About Runner Requirements During Race:
- Food preferences and consumption schedule
- Fluid/electrolytes preferences and schedule—e.g., fresh bottle every stop?
- Cooling (ice bandana, cold-soaked towel, spray bottle)
- Medical (blisters, pain meds, prescriptions, sun protection, etc.)
- Clothes, including night dress
- Other gear (sunglasses, hat or visor, arm sleeves, reflective vest, lights, phone)
- Pacing preferences
- Logging data—time, type and quantity of calories, fluids and electrolytes intake. Frequency of urination and toilet breaks
- Crew registration and/or release forms required
- Preparing the crew vehicle—by whom and when? Decorating.
PART 2: CREW VEHICLE, SUPPLIES & EQUIPMENT
For longer race distances, especially 100 miles or longer, the ideal crew vehicle is a minivan. It has space to organize race gear so that important items are readily accessible, additional room to store runner and crew luggage that will not be used during the race, adequate seating for everyone and space to stretch-out should the runner or crew need a nap. Certainly, SUVs and smaller cars can work, and some minimalist runners prefer them. With parking very tight in many of the allowable support locations on the course, smaller can be an advantage.
- If renting a vehicle, primary crew driver should be so designated or added as additional driver.
- Place runner bib number on all four sides of vehicle; adding name is optional
- Add required “Caution” sign to rear. Sign is provided at race check-in. Bring blue painter's tape to affix.
- Do not crew “from” the vehicle; park where allowed and exit the vehicle to meet the runner.
- Depending upon vehicle, to avoid lock-out never take key from ignition OR driver wears key on neck lanyard at all times.
Runner’s Gear: Organizing It All. What Must Be Kept Most Accessible?
(Don't forget to allocate storage space for runner post-race items and everyone's luggage)
Start with everything properly organized and clean--and keep it that way.
- Plastic stack of drawers, labelled, for easy access.
- Separate large coolers for “clean” and “dirty” (and back-up supply) ice.
- 5-Gallon Drink cooler for easier filling of water bottles.
- Hang trash bag and paper towels conveniently.
- Garden-type tool caddy to use when meeting runner.
- Create work space--possibly top of large cooler
Download the recommended Ultra Crew Supply Checklist below
