Race-day operations
Organize crew points, drop bags, arrival windows, staged items and short action lists into one printable race-day sheet.
Keep instructions short enough to scan when everyone is tired.
Printable operations sheet
Start 06:00
| Stop | Distance | ETA | Access | Items | Actions |
|---|---|---|---|---|---|
| Crew Point 1 | 40.0 km | 12:00 | Crew access | Bottle, familiar food, dry socks | Refill, confirm next section, note any problems |
| Night Drop Bag | 80.0 km | 19:00 | Drop bag only | Headlamp, power, warm layer, familiar food | Change layer if needed, check lighting before leaving |
| Finish | 100.0 km | Day 2 · 00:00 | Finish | Dry clothing, familiar food, transport plan | Check in, warm up, follow post-race transport plan |
A master gear pile does not tell a tired runner or crew member where an item belongs. Build each stop around access rules, likely conditions, the next course segment and a short priority list.
Use the official race guide for crew access, drop-bag deadlines and emergency contacts. Pair this worksheet with the crew instructions template for responsibilities and communication rules that apply across every stop.
Keep it operational: where access is allowed, the estimated arrival, items staged there, the next-section priorities, official contacts and transport contingencies. Avoid long motivational scripts or untested medical instructions.
No. Saving uses browser storage on the current device. It is not an account or cloud backup, so print or otherwise preserve the final plan before race day.
Not necessarily. Organizer rules determine where crew, pacers and drop bags are permitted. Mark race-aid-only locations clearly and confirm the latest rules before travel.
Treat them as coordination windows rather than promises. Course conditions, queues, navigation and the runner's condition can shift arrivals substantially during an ultra.