Crew can save a race, but only if they know the job. Your crew should not have to guess what food you want, where the dry socks are, or whether "I am done" means a medical problem or a dark-hour mood. Write the rules before the race.
How to Use This Template
Treat this as a starting document. Edit it for your race format, course, medical history, gear, food, and crew experience. Then print it or keep it somewhere visible at the crew table.
For the broader system, read Crew and Aid Station Strategy for Multiday Ultras.
Core Crew Rules
- Offer one clear choice at a time: sweet, salty, or liquid.
- Keep the runner standing unless a seated task is planned.
- Start a timer for every seated stop.
- Do not introduce new foods, shoes, socks, or tape unless planned.
- Use calm, direct language. No speeches at the aid table.
- If something looks medically wrong, escalate early.
Aid Station Script
| Moment | Crew Prompt | Action |
|---|---|---|
| Approach | "Bottle, food, feet, or layer?" | Identify one task before stopping |
| At table | "Eat this, take this, keep moving." | Hand food and gear without debate |
| Sitting | "Timer is on. What is the task?" | Prevent open-ended resting |
| Leaving | "Next job: one easy lap." | Give a small immediate target |
Race Phase Checklists
Early Race
- Slow the runner down if pace is above plan.
- Keep food boring and familiar.
- Do not allow unnecessary shoe changes.
Night
- Prepare headlamp, backup light, warm layer, gloves, and hat before dark.
- Offer warm or savory food if sweet fuel is failing.
- Watch speech, balance, mood, and confusion.
Final Hours
- Make goals simple: one lap, one aid station, one loop.
- Keep stops short unless medical care is needed.
- Remind the runner what still matters, not what went wrong earlier.
Medical Red Flags
Crew should not diagnose. They should notice and escalate. Seek medical help for chest pain, fainting, severe shortness of breath, confusion, inability to stay warm, repeated vomiting, severe headache, sudden behavior change, or any symptom that feels unsafe or unusual.
Copy This Template
Add this to your gear checklist and print one copy for each crew shift.
Sources
- Multiday Running crew checklist and safety review, last reviewed June 2026.
- International Association of Ultrarunners - ultramarathon event context
Frequently Asked Questions
What should ultramarathon crew instructions include?
Crew instructions should include food preferences, gear locations, stop-time rules, motivational preferences, medical red flags, caffeine timing, sleep rules, and what to do if the runner wants to quit.
How much should crew talk during an ultra?
Usually less than they think. Tired runners need short, calm prompts and simple choices. Long discussions at aid stations often increase stopped time.
What should crew do if a runner wants to quit?
First rule out medical issues. If there is no safety concern, get the runner warm, fed, and moving before making a final decision, especially at night.