Logistics

 
 

This is the second post in a series developed in collaboration with Faultline Ultra to support those crewing 100-km and 100-mile runners.

A successful crew not only supports the runner, but takes away the mental load so all the runner has to do is focus on … well running.
Good logistics and planning is what allows a crew to run smoothly — and it starts well before race day.

Build a Crew Sheet

The crew sheet is a really helpful document to make prior to the race The runner should be the one to make the crew sheet and populate it with their estimated timings and needs. A strong crew sheet can significantly reduce the amount of questions you need to ask the runner at each point, and the number of questions they need to ask you. We’ve made you a template for the 100km and 100 mile races and populated all the aid stations for the race, so download it here and use it as a base.

A crew sheet should include:

  • Aid station names

  • Distances between them

  • Estimated arrival times (based on your runner’s pace)

  • Key tasks at each stop

  • Minimum nutrition and fluids runner needs to leave the stop with

The Crew Meeting

At the start of the meeting decide if you are going to set up any location sharing and set this up. Make sure everyone knows the runners bib number, and has an idea of what they are going to be wearing. All these things make it much easier to find each other in busy hub locations.

The crew sheet can then form the basis of the crew meeting to be held prior to the race (ideally the day before). This meeting is not only a chance to talk through all the information, discuss and plans, but it should also be seen as the hand over of responsibility from the runner to the crew. From this point on the runner needs to not have to think about gear and logistics, they need to relax and mentally prepare. Any adaptations from here out are the responsibility of the crew. Even if you are a one person crew, passing on the information and responsibility from runner to crew is still really important.

Talk through each step as outlined on the crew sheet, make sure everyone knows what to expect and when. The crew should keep this document handy throughout the race as well as the Athlete Info available on the website. Agree and make notes on exactly which aid-stations and/or hubs the crew will be at, so there are no surprises for the runner.

If you are lucky enough to have more than one crew member discuss roles and responsibilities throughout the day and in the aid-station. Establish one person as the ‘crew-chief’ who will be the lead and go-to on any plan adjustments that need to take place throughout the day. They should also take the role of the main communicator with the runner. If you are lucky enough to have someone on your crew who has run the distance before, or done any other long distance endurance events they would be the best person to take the role of crew chief.

“Clarity before the race creates calm during the race.”

The crew needs to fluctuate for the ebbs and flows of the day. You will spend many hours feeling like you have nothing to do and no-where to be, and then the runner arrives and its all systems go for just a few short minutes. But these minutes are the most important part of your day so having a plan for how you will approach the flow of the aid station can really help make sure nothing gets missed. Trying to do things in a similar order each time can help a lot. List these jobs and the order on your crew sheet. When the runner arrives in the aid-station take note of what time it is, once they are gone compare this time to their expected time. You’ll be able to use this to help predict their times into future locations. For example if they arrive in this aid station 1 hour later than planned it means they are moving a bit slower than expected and you should adapt the ETA to the next crew point not only to take that hour into consideration, but also as an indication that they are moving at a different pace than expected so adapt accordingly (especially if they are moving faster than planned).

Know the Course

It’s not just about where your runner goes — it’s about how you move too. This detail is especially relevant for crews who might be coming in from out of town. The route that the runner takes across the majestic trails of the capital will be very different to your driving routes; lay these out in advance and know exactly how long it will take you to move between each key point. When laying out your route pay attention to things that might be on the way.

Plan:

  • Driving routes between aid stations

  • Travel times (don’t forget to build in a buffer)

  • Road conditions (especially rural / gravel)

  • Access limitations

Also consider:

  • Parking availability

  • Not all aid stations are crew points so make sure you have double checked the Athlete Info document

  • Know where toilets are at each location for yourself, but also so you can point them out to your runner if you need, you don’t want them wasting time and energy looking for things.

At some points you may need to walk a bit from a parking place to set up your crew spot, be ready for this and make sure you have time to do so

Plan for the Basics

These are the things that catch crews out:

Fuel

  • Start with a full tank

  • Know where petrol stations are

Food & Supplies

  • Identify supermarkets or cafés along the route, and what time they open/close

  • For late night crewing your options may be limited so be ready to pivot as needed

  • Have backup options

Expect Plans to Change

Even the best plans will shift.

Your runner might be:

  • faster than expected

  • slower than expected

  • dealing with issues that haven’t come up for them before

Build flexibility:

  • Don’t cut travel times too fine

  • Always aim to arrive early so you have time to slow down, set up, and get prepared

  • Have backup options

  • Take notes as you go writing things down to communicate with other crew members or to keep plans updated as more information comes in.

The Goal of Good Logistics

Good logistics isn’t about perfection.

It’s about creating a system where:

  • you’re not rushed

  • you’re not guessing

  • you’re always ready

Because when the logistics are handled well, your runner never has to think about them.

The best crews don’t just react to the race — they stay one step ahead of it.

Ultra-running really is a team sport so be right there at the finish line with your runner (and your camera) so you can celebrate the achievements together and help them feel proud of what they have done.

Running these distances takes you somewhere most people don’t ever go, so if possible don’t stop supporting your runner at the finish line. Think about how you will make sure they get home safe (friends don’t let friends drive home post ultras). If their house has steps you may need to help them get in. Check on them the next day and offer coffee and food drop offs, and always, always, make sure someone gets a video of them trying to walk down stairs the next day.