Crew like a pro
Supporting a trail and ultra runner during an ultramarathon is a crucial role that requires careful planning, quick thinking and an understanding of both the runner’s needs and the demands of the ultra race.
Here are our top 10 tips to help you keep your ultra runner moving well.
- Plan a pre-race meeting
- Know the course and race rules
- Be prepared and stay organized
- Stay ahead of nutrition and hydration needs
- Anticipate gear changes for weather and terrain
- Take care of you
- Keep track of time and pace
- Offer encouragement and positive energy
- Adapt and be flexible
- Remain positive until the finish
Let’s dive into each of these in more detail.
1. Plan a pre-race meeting
A pre-race meeting is invaluable. Make it focused and fun! Open and clear communication between you and your runner, starts before race day.
Discuss your runner’s overall goal for the race, key timings, and expectations beforehand. Learn their pacing strategy, fueling needs, and any potential concerns they have, or low points they might need you to be ready for.
Having a clear game plan will keep you aligned with their needs during the race.
Your runner is likely to have a drop bag(s) and crew bag. Go through both bags and familiarize yourself with the contents, so if your runner asks for a particular item you can reach for it quickly.
During the meeting make a list of the gear, food and other essentials your runner wants at various checkpoints and label everything clearly.
Tip: Include a small towel, blanket, tarp, yoga mat or even a foil blanket in the crew bag to lay food and gear on at aid stations, as it can be easy to misplace items.
Crew set up on yoga mat with food, drink, gear, trash bag and aid station notes ready for their runner.
Be aware that when aid stations are busy with runners and crew, plus vehicles, it can be difficult to spot your runner. Try and stay calm, focused and observant as you try and locate each other.
Remember, a clear and simple aid station strategy helps everyone.
For example, it may be your runner says:
“At 50 miles, I’m going to spend 20 mins and take off my shoes and socks, dry my feet, treat any hot spots or blisters, put on a fresh pair of socks, a new pair of shoes, drink an electrolyte drink, fill my water bottles, eat some pasta, get rid of my trash, restock my pack with snacks, and then I’m out of there!”
In addition, find out how your runner likes to be encouraged and what information they want when they arrive at a checkpoint.
Do they want to know:
- What their position is, or if they are ahead or behind their schedule?
- What the next section of the course is like?
- Whether they are eating enough?
- What the weather forecast is for the next 4-6 hours?
2. Know the course and race rules
Familiarize yourself with the ultramarathon course (maps are provided by most race organizers), cut-off times, aid station locations, and crew-accessible points. Review the rules for crew, as some events restrict access to specific locations or limit the type of support allowed.
Check that your runner is clear which aid stations crew assistance is permitted, and of those aid stations, which you will be at. Research where you can park and know the direction your runner will arrive.
Tip: On race day, plan to arrive at aid stations early. Secure a good spot, where you can set up quickly and assist your runner in their transition as calmly and efficiently as possible.
Crews setting up early at trail head aid station, ready for their runners.
3. Be prepared and stay organized
Plan for all eventualities, create a checklist and pack essential items your runner may need including additional hydration and nutrition supplies, extra gear, and medical necessities.
Usual items include:
Nutrition: A variety of sweet, salty and bland food options including gels, snacks, and pre-prepared meals.
Hydration: Electrolytes, water, and specific drink mixes.
Gear: Extra socks, shoes, clothing layers for changing weather conditions, headlamps, and spare batteries.
First aid: Blister kits, anti-chafing products, pain relievers, and sunscreen.
Keep supplies orderly and organized for easy access. Label bags or bins for specific items, “food” “clothing” “first aid” so you can quickly find what your runner needs.
Quick transitions at aid stations can save valuable time.
4. Stay ahead of nutrition and hydration needs
Think ahead to what your runner might need at each aid station. Have fresh gear, their favorite snacks, water and electrolytes ready for when they arrive.
Tip: Have an extra set of bottles or soft flasks? Keep these filled so your runner can quickly switch them out with their empty ones. And if your runner uses a bladder, have large (liter or gallon) bottles of water ready to fill it up. This saves a lot of time at busy aid stations.
Monitor your runner’s intake of fluids, electrolytes, and calories, as dehydration or an imbalance of salts can quickly end a race.
Encourage your runner to drink regularly and consume food, even when they may not feel like it, and offer a variety of options in case of taste fatigue.
Soft flasks filled and ready to switch out with runner. Plus, options for nutrition and electrolytes if runner is experiencing taste fatigue.
5. Anticipate gear changes for weather and terrain
Weather, temperature and terrain can change drastically over the course of an ultramarathon. Anticipating your runner’s gear needs in response to these changes is essential for their comfort and performance.
Study the course and weather forecast in advance, noting any sections with significant elevation changes, exposed ridges, or likely temperature shifts. And then continue to track the weather during the race.
Prepare and lay out ready at aid stations, a variety of gear options, depending on conditions. This could be a waterproof jackets, gloves, or extra layers for cold weather, and breathable shirts, caps or ice bandanas for heat. Fresh socks and shoes can be a lifesaver if the course involves wet or muddy terrain.
Crew set up on foil blanket with jet boil, water, clothing, blanket, chair, food and drinks ready for their runner.
Keep track of your runner’s progress and expected arrival at key aid stations, so you can proactively suggest gear changes based on current conditions and terrain ahead.
Effective communication is key when crewing an ultramarathon. Ask your runner about their comfort level at each stop and watch for signs of overheating, cold stress, or discomfort, even if they don’t voice it themselves.
6. Take care of you
Being part of an ultramarathon crew is a rewarding but demanding job. While your focus is on supporting your runner, remember that you need to take care of yourself too.
Here’s a checklist to stay prepared and comfortable throughout the event:
- Food and drinks: Bring a flask, plenty of snacks, meals, and drinks to keep your energy up. Staying hydrated and fed ensures you can be sharp and helpful.
- Clothing layers: Be ready for any weather. Pack blankets, a sleeping bag, beanies, gloves, waterproofs, and multiple layers to stay warm and dry.
- Gear and electronics: Don’t underestimate the weather! A headlamp for dark hours, with spare batteries; a power bank to keep your phone topped up; and an umbrella to shield from unexpected rain or sun are all critical when you need them.
- Trash bags: Handy for keeping your area tidy, managing waste, or even as makeshift waterproofing.
- Comfort items: Chairs, extra socks, and even hand warmers can make long hours, particularly at night, more manageable.
Plan, pack smart, and don’t forget to check in on yourself (and any other crew members) regularly.
You can’t help your runner if you’re running on empty!
7. Keep track of time and pace
Help keep your runner on track with time and pace. Note the time they arrive at the aid station, let them know how long they had planned to stop, then keep check on the time as they refuel, hydrate, adjust or change gear.
Give them a time check when there is 1-2 minutes to go, so you are actively encouraging them to stay as close to their timings as possible.
And if your runner decides to take a nap, set an alarm! This helps everyone, as depending on the time of day, as crew, you will be feeling a level of fatigue too.
Runner asleep at aid station, mid race of 100 mile ultramarathon.
In addition, make sure you always have the cut-off times to hand to help them stay on schedule without creating unnecessary panic.
If their race is not going to plan, and they lose track of time as fatigue sets in, you can adjust their planned stop time and advise them on how long they should stay.
We cannot stress enough that honesty and clarity are extremely important at times like these in a race. Help your runner stay mindful of upcoming cut-offs and encourage them to adjust pace if necessary to stay within those limits.
– DR KAZ WILLIAMS, METTLE FOUNDER AND HEAD COACH
8. Offer encouragement and positive energy
Be prepared to provide steady encouragement and emotional support, even when your runner seems worn down or discouraged.
Know what motivates them so you can offer the right words, based on their needs and energy levels, throughout the race.
Runner with crew during a low point in his race.
Here are 6 simple gestures to lift a runner’s spirits at an aid station.
1. A genuine smile and eye contact
Sometimes, a warm smile and moment of eye contact, can make all the difference to a struggling runner.
It reminds them they’re not alone and that you, their crew, are fully invested in their success. A smile can be contagious and bring a moment of light to a tough day.
2. Personal encouragement
Instead of general phrases like:
“You’re doing great!”
Use specific and personal words of encouragement to show you’re truly paying attention to your runner’s journey.
“Remember how hard you’ve trained for this.”
“You’ve made it through the toughest section.”
“You’re climbing strong.”
3. Comfort item
Have something ready that feels like a small treat or comfort:
- A cold, damp towel on a hot day.
- Their favorite snack.
- Fresh socks.
- A clean shirt.
A simple, unexpected luxury can provide a mental reset during challenging times.
4. Physical connection, if welcomed!
A quick fist bump, arm around the shoulders, or even a hug, can convey reassurance and grounding, as you pass them a drink, unwrap a bar or help them put their running vest back on.
Always gauge what your runner prefers, as physical touch isn’t for everyone.
5. Positive visualization
Describe a clear picture of the progress they have made, and what lies ahead in a positive light:
“You’ve already crushed 50K – that’s incredible!”
“Keep focusing on one aid station at a time.”
A grounded but optimistic outlook can help refocus their mindset.
6. Lighthearted humor
Humor can break the tension and shift their mindset. Share a funny story, crack a light joke, or make a playful comment.
Keep it genuine and lighthearted. Forcing a laugh is better than letting them wallow in a negative mindset.
9. Adapt and be flexible
Even with meticulous planning, ultramarathons rarely go exactly as expected and plans can shift quickly.
Your runner might struggle with nausea, gear malfunctions, or unanticipated weather conditions. Stay calm, think on your feet, and adjust your approach as needed to keep them on track.
When something unexpected happens, be ready to adapt. This reminder is for you and your runner. You may get stuck in traffic and miss them at an aid station, or your runner is 2 hrs behind their predicted time because of blisters and will need to stop longer than planned to attend to their feet.
Stay adaptable and communicate regularly with your runner at each checkpoint to see if they need adjustments to the plan.
Tip: If you’re part of a team, designate a Crew Chief and establish clear roles and responsibilities for each crew member. Use group texts to stay in touch, especially if you’re covering different aid stations.
Be patient and calm and remember that flexibility can be the key to successfully helping your runner to the finish line.
Crew car after a full night of supporting their runner.
10. Remain positive until the finish
The ultramarathon journey is long and unpredictable. Your attitude and positive energy plays a huge role in your runner’s mindset.
Celebrate their progress, be ready to problem-solve when things go wrong, and share the joy of crossing that finish line. Your unwavering positivity can carry them through the toughest moments.
Remember to soak up the experience and enjoy the event. Cheer for other runners, support runners without crew as best as you can, and connect with other crew members.
Final thoughts
Crewing an ultramarathon is a challenging and deeply rewarding experience.
Runners and crew celebrating at Tahoe 200 finish line.
With preparation, flexibility, and encouragement, you can help your runner have a successful race and your runner will be endlessly grateful for your efforts.
Whether it’s their first ultra or their tenth, crew can make all the difference.
With these simple yet powerful actions, you can help your runner stay strong, focused, and on track to achieve their goal – proving that a dialed-in, supportive crew is a true game-changer in an ultramarathon.
Thank you for reading.
About Dr Kaz Williams
Hi, I’m Kaz, Mettle founder, Performance Psychologist, Coach and Speaker, supporting trail and ultra runners, like you, reach your goals. Based in Chamonix, with strong US trail running connections, our mission is simple: to take your fitness, training and mental game to a new level of running success.
Ready to discover what you’re capable of?
Yes? Great! Book your free call with us today, and let’s start going after your running dreams.
We can’t wait to help you reach your goals!