SUPPORT CREW: WHAT’S THE JOB?
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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.
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Selecting A Crew—and Crew Chief
- Crewing can be an emotional as well as physical test
- 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. [More on pacing later.*]
- 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
- 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
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?
- 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
- Mandatory check-in and/or pre-race meeting—in person or online?
- Crew registration and/or release forms required
- Preparing the crew vehicle—by whom and when? Decorating.
- 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.
CREW VEHICLE
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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.
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organization & equipment
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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.
See suggested gear list--WHAT TO PACK supplement 
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RACE DAY CREWING 101:
You Are There to Help the Runner Achieve Their Goal
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.
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.
*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.
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.
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.
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.
*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.
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.
SUPPLEMENT: WHAT TO PACK
Partial List of Items to Consider
Cash and credit card for fuel, ice & supplies, meals and snacks for runner and crew.
Pen & paper/ logbook; extra pens.
Race plan with best case/worst case scenario spreadsheet from runner.
Two-way radios (walkie-talkie) between crew and runner/pacer.
Blue painter’s tape to affix “Caution” sign and race number to vehicle,
OR magnetic signs OR window crayons, etc.
Duct tape, knife or multi-tool.
“Jet Boil” or similar, with propane cannister, and pot for boiling water.
Supplemental interior light when stopped.
Identifying lights for exterior of vehicle at night.
(Vans all look the same in the dark)
Scale to periodically weigh runner to detect over-or-under hydration.
Water sprayer.
CLOTHES & PERSONAL GEAR
Shoes and socks.
Underwear/sports bras.
Shorts and pants.
Tops--long and short sleeved; arm sleeves.
Rain gear.
Hat & visor options, buff, bandana.
Glasses.
Sunglasses.
Sun screen.
Lip balm.
“Trail Toes” or other lubricant--for more than just feet.
Hand-held bottles, hydration belt or pack.
Phone, cable and charging device; other music listening device.
Carrying device—belt, pack, arm-holster.
Watch and cable.
Night clothes.
Fresh clothes and shoes.
Possibly warmer items.
Fresh hat, buff, bandana.
SAFETY AND RELATED ITEMS
Reflective vest, tape or similar.
Flashing lights.
Head lamps, hand-held light or similar lighting.
Extra batteries; back-up.
Satellite phone.
Headphones, batteries.
Repair/sewing kit.
Blister kit.
SUPPLIES AND DISPOSABLES
Trash bags.
Zip lock bags, various sizes.
Plastic drawer stack, bins, milk crates, mesh bags or other organizational gear.
Paper towels.
Clean white cotton towels and washcloths.
Paper/hot cups.
Paper plates or bowls.
Forks, knives, spoons.
Kitchen knife, cutting board.
Your own TP supply.
Hand sanitizer.
Disposable gloves.
Wipes.
Liquid soap.
Ice scoop.
Beverage containers, especially large round drink cooler.
HYDRATION AND NUTRITION--FOR RUNNER & CREW
Water: one-gallon jugs and some individual bottles.
Ice: quantity and proper handling.
Selected beverages: Coke, ginger ale, iced tea, Gatorade, Ensure, etc.
Food choices: variety and quantity.
Perishables
Solid foods
Liquid meal replacements
Electrolyte product:
Drink or drink mix, like Liquid IV, Tailwind, etc.
Capsules, like Endurolytes, Salt Stick, S-Caps or other.
Crew choices: crew needs to eat, as well!
Cash and credit card for fuel, ice & supplies, meals and snacks for runner and crew.
Pen & paper/ logbook; extra pens.
Race plan with best case/worst case scenario spreadsheet from runner.
Two-way radios (walkie-talkie) between crew and runner/pacer.
Blue painter’s tape to affix “Caution” sign and race number to vehicle,
OR magnetic signs OR window crayons, etc.
Duct tape, knife or multi-tool.
“Jet Boil” or similar, with propane cannister, and pot for boiling water.
Supplemental interior light when stopped.
Identifying lights for exterior of vehicle at night.
(Vans all look the same in the dark)
Scale to periodically weigh runner to detect over-or-under hydration.
Water sprayer.
CLOTHES & PERSONAL GEAR
Shoes and socks.
Underwear/sports bras.
Shorts and pants.
Tops--long and short sleeved; arm sleeves.
Rain gear.
Hat & visor options, buff, bandana.
Glasses.
Sunglasses.
Sun screen.
Lip balm.
“Trail Toes” or other lubricant--for more than just feet.
Hand-held bottles, hydration belt or pack.
Phone, cable and charging device; other music listening device.
Carrying device—belt, pack, arm-holster.
Watch and cable.
Night clothes.
Fresh clothes and shoes.
Possibly warmer items.
Fresh hat, buff, bandana.
SAFETY AND RELATED ITEMS
Reflective vest, tape or similar.
Flashing lights.
Head lamps, hand-held light or similar lighting.
Extra batteries; back-up.
Satellite phone.
Headphones, batteries.
Repair/sewing kit.
Blister kit.
SUPPLIES AND DISPOSABLES
Trash bags.
Zip lock bags, various sizes.
Plastic drawer stack, bins, milk crates, mesh bags or other organizational gear.
Paper towels.
Clean white cotton towels and washcloths.
Paper/hot cups.
Paper plates or bowls.
Forks, knives, spoons.
Kitchen knife, cutting board.
Your own TP supply.
Hand sanitizer.
Disposable gloves.
Wipes.
Liquid soap.
Ice scoop.
Beverage containers, especially large round drink cooler.
HYDRATION AND NUTRITION--FOR RUNNER & CREW
Water: one-gallon jugs and some individual bottles.
Ice: quantity and proper handling.
Selected beverages: Coke, ginger ale, iced tea, Gatorade, Ensure, etc.
Food choices: variety and quantity.
Perishables
Solid foods
Liquid meal replacements
Electrolyte product:
Drink or drink mix, like Liquid IV, Tailwind, etc.
Capsules, like Endurolytes, Salt Stick, S-Caps or other.
Crew choices: crew needs to eat, as well!