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
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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
example_crew_supply_checklist_-_ultrasports_llc.pdf
File Size: 65 kb
File Type: pdf
Download File
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Part 3: RACE DAY CREWING 101:

YOU ARE THERE TO HELP THE RUNNER ACHIEVE THEIR GOAL
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Crew will leapfrog the runner, driving ahead to the next allowable support location. (A list of locations will be provided in the printed "Race Guide".)  As runner approaches, crew should cross the road to meet the runner.  Minimize runner crossing to the vehicle; runner has enough miles to travel as is, and each stop kills time.  Keep moving whenever possible while crewing, even if at a slow walk.  Bottles can be exchanged, ice bandanas changed, electrolytes swallowed while making forward progress.
Tip: Use garden tool caddy when meeting runner to hold food and drink options, fresh bandana, etc., with space to quickly dump old bottle, bandana, trash, etc.

Details:
  • Race day schedule, time limits and support
  • Starting line check-in time.
  • Review overall time allowed to complete race AND interim cut-off limits.
  • Time station and aid station locations
  • On-course medical support availability
  • Don’t forget the racer bib (with pins or race number belt) and separate timing chip, if any!!
  • Night Rules:  Reflective material and blinking LED lights--for runner, for crew or pacers, hours required.
  • Vehicle lights or flashers--review rule about when they must be on or off.


IMPORTANT  CATEGORIES
FLUIDS & ELECTROLYTES
What will the runner carry—water only? Sports drink?
Fresh bottle ready at every stop.
Electrolytes: keep runner on pre-determined intake schedule; keep written record.
Salt/electrolyte tablets; re-hydration packets and bottle to mix & serve.
Tailwind or other sports drink if runner prefers.
Alternative drinks: Coke—fizzy or flat? With or without ice? Ginger Ale, Gatorade, iced tea, other.
May have to “cut” drinks, fruit juices, etc.

NUTRITION
Generally present small portions of food; do not overwhelm the runner with quantity.
Half an “Ensure”
Gel
Baggie with chips, ¼ or ½ sandwich, piece of fruit or other item; keep it simple and easy.
Do not provide too many food options when meeting runner: a tired mind has a hard time making a choice.
But…have backups.
Solids may be less palatable; be prepared to adjust.
Nighttime options: Soup, Ramen, Mashed potatoes.

MEDICAL
Keep handy Race Medical Team contact information (included in "Race Guide"). Call 911 in emergency.                                                                           
Minimize runner sunburn; monitor exposed arms, neck, ears, legs, back of hands.
Provide sunblock and lip protection.
Pain relief when requested; no more than every 4 hours.
Prescription meds as scheduled.
Foot care: Be prepared to handle hot spots, blisters, troubled toenails.                                                                                                                             
Assist with sore muscles (massage), strains and sprains                                                                                                                                                   
Watch for bonking, exhaustion and hallucination at night: suggest caffeine, "5-Hour Energy" or similar boost or a short nap

MONITOR FOR THESE CONDITIONS AND RISKS
Heat exhaustion; do not get to heat stroke!
Weight gain--generally too much fluid; watch for hyponatremia—drinking too much water, causing electrolyte imbalance;
    not consuming enough sport drinks and/or salt/electrolyte supplements
Watch for hypernatremia/dehydration—not enough fluid intake; electrolyte imbalance.
    Extreme thirst
    Headache
    Weakness
    Dizziness
    Heat sensations on head/neck
    Abdominal cramps and diarrhea
    Chills and/or goose bumps
    Nausea and/or vomiting

RUNNER CLOTHING
If it’s working, don’t change it.
Be watchful: at night, don’t let runner get cold.
Be prepared for switch to night gear before 7:30pm (required hour--see rules): reflective garment and clearly visible blinking lights; headlamp, handheld or other light source optional, but recommended.

RUNNER BREAKS
Allow runner to rest, rehydrate and get fueled, as needed.
Not too many--the clock is running!  Be mindful of the runner’s race plan.
Provide a chair or space to stretch out in vehicle, if nap needed, but “Beware the chair!”
Keep them motivated and focused on the finish.

RUNNER WITHDRAWING FROM RACE
Decision to withdraw should be made by the runner or medical personnel, but always allow lots of time for recovery from a “low” point.  Give it very careful consideration; no rushed decision to drop.
If the runner does withdraw, notify race timer.

VITAL—HANDLING CREW PROBLEMS and AVOIDING BLOW-UPS
Careful crew selection--compatibility.
Crew captain has last word.
Keep focused on the goal of supporting the runner to the finish line
You are there for your runner
Work as a team
Stay positive
Be flexible
Be willing to help in any (and every) way
Know when not to say anything!
NEVER take your problems to the runner; any crew problems should be addressed by the crew
Don’t take it personally! The runner will inevitably be stressed, exhilarated and exhausted, all at the same time. With that pressure, some runners may be short-tempered, impatient, even rude. While such behavior is never appropriate, it does sometimes happen. Consider it as a momentary failing during the heat of battle, and try not to let it upset you.

VITAL--TAKING CARE OF YOURSELF
Take care of yourself; stay hydrated and eat and rest
Admit when/if you need a break
Allow other crew person take an unscheduled break if needed. Again, be a team and remain flexible.
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SUMMARY & CLOSING COMMENTS
Know all race rules for pacing and crewing
Runner--select your pacers and crew carefully
Crew and pacer--be ready…for anything!
Handle blow ups with grace, and do everything possible to keep the runner from knowing about it.


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