The Job of Crew
Crew can organize familiar supplies, help communicate with race staff, and reduce logistical confusion. They are not there to control food, fluid, pace, sleep, or the decision to continue. Write down both the support you want and the boundaries you expect them to respect.
If you are unsure whether you need support, read Do you need a crew for an ultramarathon?.
Crew Table Setup
Build the table around race phases, not product categories. A tired runner does not need a beautiful spread. They need a system.
| Zone | Possible contents | Purpose |
|---|---|---|
| Familiar supplies | Tested bottles, food, layers, and runner-requested items | Make optional choices easy to find |
| Night | Headlamp, backup light, warm layer, gloves | Support visibility and changing conditions |
| Feet | Tested socks, footwear, skin protection, and foot-care supplies | Respond to fit, debris, moisture, or hot spots |
| Rest and safety | Chair, dry layer, emergency details, event medical location | Make rest and trained assessment accessible |
Crew Instructions
Write instructions before race day. Keep them short enough that someone can follow them at 3 AM.
- "Ask what help I want; do not assume I want to minimize every stop."
- "Offer only familiar food and fluid, and accept no for an answer."
- "If I choose to stop, help me do so. Do not require another lap or a waiting period."
- "If my speech, cognition, balance, breathing, or behavior changes, stop and call race medical staff."
- "Do not give medication or supplements unless they are part of my clinician-reviewed plan and event rules permit them."
Use the gear checklist generator to turn these instructions into a packing list.
Aid Station Rules
A simple plan can reduce searching, but it should never block rest or assessment. When you are thinking clearly, decide whether you want supplies, a change of clothing, foot care, quiet, rest, race medical staff, or help stopping.
- Check the event's rules for personal crew, outside assistance, and aid-station access.
- Label familiar supplies and keep emergency information easy to find.
- Ask before refilling, offering food, changing gear, touching feet, or starting a timer.
- Rest as needed; stop-time targets are optional and can be abandoned.
- Escalate concerning symptoms rather than trying to solve them with food, fluid, caffeine, or movement.
If You Are Solo
Solo runners can use the same organization without adopting rigid stop rules. Pre-pack and label familiar supplies, note where race aid and medical support are located, and tell an emergency contact how the event communicates withdrawals or transfers.
If you are racing a backyard ultra, adapt this into a between-loop checklist: bottle, food, feet, layer, bathroom, start corral. See the backyard ultra race strategy for format-specific routines.
Sources
- International Association of Ultrarunners — championship and event context. The organizer's current rules remain authoritative.
- Hew-Butler, T. et al. (2015) — exercise-associated hyponatremia consensus statement. Crew cannot diagnose look-alike conditions from symptoms alone.
- Editorial planning framework, reviewed July 20, 2026. It is not a medical protocol or a substitute for event rules.
Frequently Asked Questions
Do you need a crew for a 24-hour race?
Many looped 24-hour events support uncrewed runners, but rules and aid vary. A crew can organize familiar supplies, record the runner's choices, and contact race staff when something changes. Check the event's crew access and support rules before deciding.
What should crew do first?
The first job is to support the runner's stated choices within the event rules. Ask what help is wanted, organize familiar gear, and escalate warning signs to trained race medical staff. Continuing is never the crew's decision.
How do you avoid wasting time at aid stations?
Organize and label supplies, and let the runner name the next task before arrival when they are able. Efficiency is optional: rest, sitting, medical assessment, and a decision to stop should never be treated as wasted time.