This week, we were able to preview the adjusted route for our event in April. As this is a recovery week and we have individuals (participants, pacers, and crew) who are new to the event, we took our time and stopped at key areas of the route to prepare and share a few pointers to consider for the event.

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This is part of a series of posts regarding how we prepare, plan, and train to complete the 100 miles Ultramarathon Umstead 100: In the Pursuit of 24. For all the ultrarunning series, here is In the Pursuit of 24, last week’s post, and for additional ideas, follow the link. Training for a 100.

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We took some time, especially at the start/finish area of the event, as well as the first 3/4 of a mile route where participants can set their area/tent to use a staging area to tend to what they need during the event. We spent a fair amount of time this week talking about the crew and things to consider if they decide to have a crew at any point in time.

Assessment:

Continuing the discussion from last week, we would like to focus this week on the crew and support group at the base, main aid stations, and any non-pacer supporting the Ultrarunner. The crew in ultrarunning races have several important responsibilities to ensure the well-being and success of the runner. These could be divided into a few main areas,

Logistical Support: This includes setting up and managing aid stations. The crew is responsible for setting up aid stations at designated points along the course, typically accessible by vehicle. However, in some events, it might require preparing to hike some distance, carrying some of the essentials needed to support the runner.

They ensure that the base and aid area are well-stocked with food, water, electrolyte drinks, and other supplies the runner may need.

Organizing supplies: The crew helps with packing and organizing supplies such as spare clothing, shoes, headlamps, batteries, medical supplies, blister care kits, and any specific nutrition or hydration products requested by the runner. They may need to transport supplies, equipment, and themselves to various locations along the course to provide support to the runner. This may involve driving on rugged terrain or navigating through congested areas.

Nutrition and Hydration: Helping with the monitoring of nutrition and hydration: The crew tracks the runners’ intake of food and fluids, encouraging them to eat and drink according to their race plan and nutritional needs. They offer a variety of options to accommodate the runner’s preferences and adjust based on environmental conditions and the runner’s energy levels. As the runners arrive at the aid/base area, the crew is ready to offer a selection of easily digestible foods such as energy gels, bars, fruits, sandwiches, soups, and salty snacks to replenish calories and electrolytes during the race. They may also prepare special homemade items tailored to the runner’s tastes and dietary requirements.

Medical and First Aid: The crew members observe the runner for signs of fatigue, dehydration, heat exhaustion, hypothermia, blisters, or other medical issues, monitoring the health and well-being of the runner. They communicate with the runner to assess how they are feeling physically and mentally, intervening if necessary to address emerging problems. The crew members are trained to administer very basic first aid and medical care, such as treating blisters, applying sunscreen or insect repellent, providing pain relief medications, and managing minor injuries or discomforts. Diabetic: For me, this also includes having the ability to apply an emergency glycogen injection if necessary. They may consult with race medical staff or emergency services if more serious issues arise.

Emotional Support: This is a vast, important task that at times might involve motivation and encouragement but at times might just be stating, holding, and/or supporting the runner. The crew provides continuous encouragement and motivation to uplift the runner’s spirits, boost morale, and keep them focused on their goals, especially during challenging moments in the race. This emotional support and reassurance includes listening attentively to the runner’s concerns, fears, or frustrations and providing empathy and understanding. Continuous communication and coordination with the runner are key elements. Maintaining open and clear communication with the runner, discussing race strategy, progress, and any changes or adjustments needed to the plan. They are ready to provide timely updates on course conditions, weather forecasts, aid stations, and upcoming challenges. But also includes coordinating with other crew members, race director and organizers, medical team, and other crews from other runners coordinating the essentials to ensure efficient aid station operations, minimize overlap or gaps in support, and address any logistical challenges that arise as well as help other that might require or need help.

Planning:

Setting up the best crew for a 100-mile ultrarunning race involves careful planning, coordination, and consideration of various factors to ensure the runner receives optimal support and assistance throughout the grueling event. Here are some steps and areas to consider when setting up your crew for the event.

Selecting Crew Members: You might have a tendency just to pick a few friends or individuals who might not necessarily have experience with running or any kind of sport. It is ok to include a few that might start learning, but make sure you have a healthy mix. Make sure you choose a few individuals who are reliable, supportive, and familiar with the demands of ultrarunning. They should be willing to dedicate the time and effort required to assist the runner before, during, and after the race.

Consider including people with diverse skills and expertise, such as experienced ultrarunners, medical professionals, nutritionists, mechanics (for gear support), and logistics experts. Prioritize crew members who have previous experience crewing or participating in ultramarathons, as they will be more familiar with the unique challenges and requirements of the race.

Assigning Roles and Responsibilities: Clearly define the roles and responsibilities of each crew member based on their skills, experience, and areas of expertise. If you are lucky to have an experienced person in your crew with the right leading skills, assign the captain/lead/coordinator role. This person is going to help coordinate the other main areas and adjust accordingly throughout the event. If they can’t or you do not have someone with such experience, then you can assign specific tasks such as aid station setup, nutrition management, medical support, navigation assistance, and emotional encouragement. Ensure that each crew member understands their responsibilities and is prepared to fulfill them effectively.

Tip: Provide training or guidance as needed to enhance their skills and confidence. This might include running training sessions with them, visiting the event area, or having an official meet-up to discuss the details.

Race Logistics and Planning: Familiarize the crew with the race course, including key checkpoints, aid station locations, terrain challenges, and potential hazards. Develop a detailed race plan that outlines the crew’s itinerary, travel routes, and timeline for meeting the runner at various checkpoints. For us at Umstead100, since this year is an 8x route that includes two out and back segments, as mentioned before, you can take the crew around on a short run for them to understand the different areas and, for us, the main setup area.

Make sure they can coordinate transportation logistics, including vehicle access to aid stations, parking arrangements, key time restrictions, and any permits or permissions required for support vehicles. Plan for contingencies such as road closures, traffic delays, or inclement weather conditions. Contingencies if a crew member can show up for whatever reason. How would you distribute the workload? (Especially if you do not have a crew lead/captain, or is the crew lead/captain that at the last moment can’t be there for the event)

Equipment and Supplies: Compile a comprehensive list of equipment and supplies needed to support the runner throughout the race. This may include food, water, electrolyte drinks, clothing, shoes, headlamps, spare batteries, medical supplies, communication devices, and other essential items.

Tip: Organize and pack supplies in a systematic manner, ensuring easy access and efficient distribution during the race. Consider using labeled bins or bags to categorize items based on their intended use or aid station location. Make sure your crew knows what? and where? things are located.

Communication and Support: Establish effective communication channels among crew members, the runner, and race organizers. Ensure that everyone has access to reliable communication devices such as cell phones, two-way radios, or satellite messengers to stay connected during the race. At our event, we are fortunate that, for the most part, cell reception is available. Develop a communication plan that includes regular check-ins, updates on the runner’s progress, and protocols for handling emergencies or unexpected situations. Your crew lead/captain should know how to communicate and what to communicate. You can also assign a designated point of contact (e.g., crew comms chief) responsible for coordinating communications and making decisions on behalf of the crew.

Tip: You might have a text group that includes your crew and pacers for ease of communication. But also consider having your crew lead to create another text group that only they can have access to. They might have to discuss a current situation, how to address it, and move forward without making you aware. This is especially true if things are not going according to plan or if you have other issues. You want to be shielded from that stress while running or covering any distance.

Flexibility and Adaptability: Remain flexible and adaptable in response to changing circumstances or unforeseen challenges during the race. Be prepared to listen to your crew and crew lead/captain when they adjust the race plan, pacing strategy, or support tactics based on the runner’s condition, external factors, or course conditions. Maintain a positive attitude and supportive atmosphere within the crew, fostering teamwork, camaraderie, and mutual encouragement throughout the race.

One final reminder: be strategic and careful when selecting and organizing your crew members, assigning specific roles and responsibilities, planning logistics and supplies, fostering effective communication, and maintaining flexibility and adaptability so you can set up the best possible support team to help the runner achieve their goals in a 100-mile ultrarunning race.

How is the plan going:

This week was another solid week. The workweek mileage was decent; here are some highlights,

Monday: Some stretches

Tuesday: Easy 4 miles

Wednesday: Early stretches, 5 miles in the afternoon with InsaneRunning group

Thursday: Rest

Friday: Rest

Saturday: Preview Umstead100, 15 miles, at Umstead, running the adjusted course.

Sunday: Great weather. I headed out a little bit later than usual. I intentionally took it at a very easy-effort pace for the first half of the run; then, I started to press the pace just a tad. I ended up negative splitting the run. Something very unusual

This week’s actual numbers:

Week 6	Mon	Tue	Wed	Thur	Fri	Sat	Sun	Total
Plan	Stretches & Rolling	6	5	5	Rest	16	26	58
Actual	Stretches & Rolling	4	Stretches 5	Rest	Rest	15	26	50

Next Week Plan:

Week 5	Mon	Tue	Wed	Thur	Fri	Sat	Sun	Total
Plan	Stretches & Rolling	3	5	Rest	12	20	30	70

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