Last week, we began the process of assembling your A-Team. This week, we focus on transforming that group of willing friends and family into a high-performance support crew. An effective crew is not a group of passive spectators; they are an active, integrated part of your race execution. They are the engineers of your pit stop, the guardians of your well-being, and the steady hand that will guide you when you can no longer guide yourself.

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This is part of a series of posts regarding how we prepare, plan, and train to complete the 100-mile Ultramarathon Umstead 100. Our series for this event: Collecting Laps: one lap at a time to 100. For all the ultrarunning series, here, follow the link. Training for a 100. Alternatively, you can also follow our Podcast so you don’t miss the weekly summary post.

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With the second and final peak week on the horizon, now is the time to define the roles, responsibilities, and systems your crew will use. This detailed preparation frees you, the runner, from the mental load of logistics and allows you to focus on one thing: relentless forward motion.

Assessment:

A great crew operates like a well-drilled team, with each member understanding their specific function. Your assessment this week is to understand these key roles so you can assign them to your crew members based on their skills and strengths.

• The Emotional Anchor & Communicator: This is the person who looks you in the eye and gauges your mental state. They provide encouragement, listen to your concerns, and offer a calm, positive presence. They also coordinate with your pacers and other race officials as needed.

• The Logistics Chief: This person manages the overall operation. They are responsible for getting the crew and supplies to the aid station, setting up your “base camp,” and tracking your progress to anticipate your arrival. They are the problem-solvers.

• The Head Chef & Nutritionist: This crew member manages your entire fueling and hydration plan. They track what you’ve consumed, have your A-list foods and drinks ready, and can prepare hot options like soup or coffee. They are constantly encouraging you to eat and drink according to the plan.

• The Team Medic: This person is in charge of your physical well-being. They are observing you for any signs of distress—like disorientation or the early stages of hypothermia. They are your primary resource for blister care, taping, and basic first aid.

Planning:

With the roles defined, your planning task is to build your crew’s Operating System. This is the framework that will ensure smooth, efficient, and stress-free support on race day.

• Hold a “Pre-Mortem” Meeting: A few weeks before the race, get your entire crew together (in person or on a video call) to walk through the Master Plan. Discuss potential failure points and make contingency plans. This ensures everyone is on the same page and prepared for the challenges ahead.

• Assign a Crew Chief: This is the single most important step. Designate one person as the leader. They will be the ultimate decision-maker for the crew, which prevents chaos and confusion when you arrive tired and overwhelmed.

• Define Roles & Responsibilities: Based on the assessment above, assign specific jobs to each crew member. Someone might be in charge of all bottle-refilling, while another is solely focused on getting food into your hands.

• Create the Master Plan: Build a shared document (like a Google Doc) that contains all critical race information: your race goals, a detailed timeline, a comprehensive gear and supply checklist, your fueling plan, and contact information for everyone.

• Establish Communication Protocols: A great pro-tip is to have two group chats. One includes everyone (you, your crew, your pacers) for general updates. The second is a “Crew Command” chat that excludes you, the runner. This gives your crew a private channel to solve problems (e.g., “We’re running low on ice, can someone go get more?”) without adding to your mental stress. Or discuss any issues you might be having without adding additional stress.

Diabetes Learning Notes:

For the Type 1 athlete, the crew’s role is elevated to its highest possible level. They are not just managing your logistics; they are the guardians of your diabetes safety plan. Their precision, knowledge, and calm demeanor are absolutely critical.

Your T1D Crew Audit must assess your team’s comfort level with your specific diabetes protocols. Is there at least one person on the crew who is not intimidated by your pump or CGM and understands the fundamental difference between a high and a low?

Your T1D Crew Protocol is about education, empowerment, and creating a foolproof system.

• Designate a “T1D Lead”: This person on your crew is responsible for all diabetes-related tasks. They manage your “T1D Redundancy Kit,” they are the one you talk to about your blood sugar numbers, and they are in charge of preparing any special foods with known carb counts.
• Review the “T1D Cheat Sheet”: The one-page document you created in Week 7 should be required reading for the entire crew and reviewed during your pre-mortem meeting.
• Conduct an Emergency Drill: The most valuable thing you can do is physically walk your T1D Lead and Crew Chief through how to use your emergency glucagon or Baqsimi. Take it out of the package. Show them how it works. This hands-on drill demystifies the process and builds confidence that they can act effectively in a worst-case scenario.
• Use a “Numbers Board”: A small, portable whiteboard at your crew station is an incredibly effective tool. When you arrive, your T1D Lead writes down your current BG and trend arrow. This makes the data immediately visible to everyone and serves as a focal point for discussion (“Okay, you’re 140 with a diagonal up arrow. Let’s stick to water for now and grab a gel without bolusing.”). This simple tool drastically reduces the chance of miscommunication when you are exhausted.

This week’s actual numbers:

Week 6	Mon	Tue	Wed	Thur	Fri	Sat	Sun	Total
Plan	Stretches & Rolling	6	5	5	Rest	up to 16	up to 26	58
Actual	Stretches	2	7	Stretches	Rest	28	12	49

Next Week Plan:

Week 5	Mon	Tue	Wed	Thur	Fri	Sat	Sun	Total
Plan	Stretches & Rolling	6	5	Rest	10	31	31	83

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