How to Crew and Pace an Ultra Runner
How to Crew and Pace an Ultra Runner: The Complete Guide¶
The first time I helped crew a 100-miler, I showed up with seventeen food options and zero plan. My runner shuffled into the aid station at mile 62, stared at the open cooler like it had personally wronged her, and said, "I just need broth." I did not have broth.
Ultra races are team sports disguised as individual events. The runner gets the buckle, but the crew and pacers make the finish possible. A well-organized support team can save hours off a finish time. A disorganized one can end a race.
This guide is for the people standing in the dark at 3 a.m., headlamp on, cooler open, wondering what their runner needs. You do not need to be an ultra runner yourself — you just need a plan and the willingness to show up. Whether you have never crewed before or you are refining your system after a rough race, here is everything you need to know.
What you will learn:
- How to organize crew logistics before race day
- What to bring and how to set up at aid stations
- The art of pacing — when to push, when to back off, when to shut up
- Night pacing strategies that keep your runner moving
- The mistakes that cost runners hours (and how to avoid them)
Why Crewing and Pacing Matter More Than You Think¶
In a 5K, a bad support experience means nobody handed you a cup of water. In a 100-miler, a bad crew can end a race.
Here is what crew and pacers actually control:
- Time at aid stations. Twelve stops averaging five minutes each is a full hour lost. Efficient crews cut that in half.
- Nutrition compliance. After 60 miles, runners stop wanting to eat. A pacer tracking calories per hour is the difference between finishing strong and bonking at mile 80.
- Mental state. A crew that panics when the runner looks bad makes everything worse. A crew that stays calm and executes the plan keeps the runner moving.
- Problem solving. Blisters, chafing, gear failures, wrong turns — crew and pacers handle these so the runner can focus on putting one foot in front of the other.
The best ultra runners will tell you: they did not finish alone.
The Emotional Side of Crewing¶
Before we get into logistics, a word about what this actually feels like — because nobody warns you.
Crewing an ultra is emotionally intense. You will watch someone you care about suffer. You will see them at their lowest — crying, vomiting, questioning everything. You will feel helpless during the hours between aid stations when you cannot do anything but wait.
But you will also be there when they come around a corner at mile 90 and their eyes light up because you are standing there with exactly what they need. That moment — when your runner looks at you like you are the only solid thing in the world — makes all of it worth it.
A few things that help with the hard parts:
- Trust the process. Low points in ultras are not emergencies. They are expected. Your runner has trained for this.
- Do not project your emotions. If YOU are scared, keep it off your face. Step away, text a friend, process it — but show your runner confidence.
- Know when it is real. Confusion that does not clear, inability to keep any fluids down for hours, signs of hypothermia or hyponatremia (dangerously low sodium from drinking too much water without electrolytes — it can look like confusion or disorientation) — these are medical situations, not low points. Know the difference.
Now, the logistics.
Before Race Day: Crew Preparation¶
Study the Race¶
Read the race website thoroughly. Know these details cold:
- Course map and aid station locations — distances between each, crew-accessible vs. runner-only stations
- Crew access rules — some races restrict crew to specific aid stations, prohibit meeting runners between stations, or limit crew area size
- Pacer rules — when pacers can join (often mile 50 or later), whether muling (carrying the runner's gear) is allowed, pacer check-in requirements
- Cutoff times — every aid station cutoff, not just the finish. Know which ones are tight for your runner's pace.
- Drop bag logistics — deadlines, size limits, which stations accept them
Build a Crew Plan¶
Sit down with your runner at least two weeks before race day and document:
- Pace chart — expected arrival time at every aid station, with A-goal and B-goal columns
- Nutrition plan — what the runner eats at each segment, calorie targets per hour (200-300 calories/hour is a common range for ultras, though individual needs vary — work this out in training, not on race day)
- Gear changes — when to swap shoes, add layers, switch to night gear
- Medical triggers — what warrants a stop (blisters? tape and go), what warrants a longer pause (vomiting for 30+ minutes? reassess), what warrants pulling from the race (your runner should define this in advance)
- Communication plan — how crew members reach each other between aid stations, who drives, who manages gear
Print this plan. Laminate it if you can. You will reference it dozens of times in conditions that destroy phones and paper.
Drop Bag Strategy¶
Many races have aid stations where crew cannot go but the runner can pick up a pre-packed "drop bag." This is your only way to get gear and nutrition to your runner at those points.
For each drop bag station, pack:
- Nutrition the runner will actually want at that point in the race (early bags: solid food; late bags: simple calories, broth packets, ginger chews)
- Gear for conditions — if the station falls during night hours, include a headlamp and extra layer even if the plan says they will not need one yet
- Spare socks and anti-chafe balm — these belong in every drop bag
- A note. Seriously. A short message from crew ("You're crushing it. See you at mile 72.") costs nothing and hits different at 3 a.m.
Label every bag clearly with the runner's bib number and the station name. Pack items in the order the runner will need them — socks on top, backup gear at the bottom. Use gallon zip-lock bags to group items by category so they can grab and go without dumping the whole bag.
Crew Vehicle Logistics¶
On mountain courses, driving between aid stations is its own challenge. Roads are shared with hundreds of other crews, parking is limited, and some access points require high-clearance vehicles.
Pre-drive the crew route the day before the race. Time each segment. Add 30 minutes of buffer for race-day traffic and confusion. If an aid station has limited parking, plan to arrive early and send a scout on foot if needed.
A good rule: your runner should never arrive at an aid station before you do. If that means leaving while they are still 10 miles out, leave.
Crew Gear Checklist¶
For the runner (organized in labeled bins or bags):
- Nutrition: race-specific foods, backup options, electrolyte mix, gels, real food (quesadillas, boiled potatoes, broth)
- Hydration: spare bottles, bladder, electrolyte capsules
- Clothing: layers for temperature swings, rain gear, spare socks (multiple pairs), spare shoes
- Gear: trekking poles (critical for night sections on technical terrain), gaiters for dusty or snowy courses
- Lighting: primary headlamp, backup headlamp, spare batteries, handheld flashlight
- Medical: blister kit (moleskin, Leukotape, needle, alcohol wipes), anti-chafe balm, sunscreen, pain relievers, anti-nausea meds (ginger chews, Tums), KT tape
- Comfort: wet wipes, dry towel, camp chair
For the crew (do not forget yourselves):
- Food and water for 24+ hours
- Warm layers and rain gear — you will be outside at 2 a.m.
- Camp chairs and a small table
- Headlamps and a camp lantern to make your station visible
- Phone chargers and battery packs
- Cooler with ice
- A collapsible wagon for hauling gear between the car and aid station
- Entertainment for the wait (book, cards, podcast) — there is a lot of downtime
Aid Station Execution: The 3-Minute System¶
The goal at most aid stations is simple: get the runner what they need and get them out fast. Time in a chair is time on the clock.
One important caveat: not every stop is a three-minute stop. A quick bottle swap at mile 30 is different from the mile-60 gear change where your runner switches shoes, adds night layers, treats blisters, and eats a real meal. Plan your major stops (usually one or two per race) and your quick stops separately. The system below is for the quick stops — the ones where efficiency saves hours.
The System¶
Before the runner arrives:
- Lay out the next segment's nutrition in a grab-and-go bag
- Fill bottles or bladders with the correct hydration mix
- Set out any gear changes (fresh socks, headlamp, layers)
- Have the medical kit open and accessible
When the runner arrives:
- Assess (15 seconds) — How do they look? Moving well? Limping? Eyes glazed? Ask one question: "What do you need?"
- Execute (2 minutes) — Swap bottles, hand over food, address the issue they raised. If they did not raise one, do a quick check: feet, chafing, hydration.
- Send (30 seconds) — Recap the next segment: distance to next aid, elevation profile, any notes. "It's 6 miles to the next station, mostly downhill. Eat two gels on the way. You're 20 minutes ahead of B-goal pace."
What NOT to Do at Aid Stations¶
- Do not ask open-ended questions. "What do you want to eat?" paralyzes a runner at mile 70. Instead: "I have a quesadilla and some broth ready. Which one first?"
- Do not let them sit too long. Set a mental timer. If they have been in the chair more than four minutes and nothing medical is happening, start the exit sequence: stand up yourself, hand them their poles or pack, start walking toward the trail. Make leaving the default action. A runner who is vertical and holding their gear is 90% out the door.
- Do not show worry on your face. Runners look terrible in the back half of a 100-miler. That is normal. Your job is calm confidence, not concern.
- Do not make decisions for them about continuing. Unless they are medically unsafe, the "should I drop?" conversation is theirs. Your role is to present facts: "You have three hours to make the next cutoff. That's very doable at your current pace."
How to Pace an Ultra Runner¶
Pacing is more than keeping someone company on the trail. A good pacer is a navigator, nutritionist, therapist, and timekeeper — all while running 20-50 miles themselves.
Before You Pace¶
- Know the course. Download the GPX file (the digital route map) to your watch or phone. Study the elevation profile for your section. Know where the turns are, especially if the course is poorly marked at night.
- Practice together. Ideally, do a long run (20+ miles) with your runner at their expected race pace. If that is beyond your current fitness, run what you can together and focus on learning their habits — do they get quiet when suffering? Do they want conversation or silence? Even a few miles together teaches you things no briefing can.
- Understand the rules. Can you carry their gear (known as "muling")? Can you use trekking poles? Do you need to check in at aid stations?
- Pack your own supplies. Headlamp with fresh batteries, backup light, nutrition for yourself, extra layers, a whistle, your phone with the GPX loaded. You are also covering hard terrain, possibly at night and for many miles.
The Pacer's Job During the Race¶
Navigation comes first. Nothing destroys morale like a wrong turn at mile 85. Even on a marked course, double-check every intersection. At night, flagging is easy to miss.
Manage nutrition actively. Keep a mental (or physical) log of when your runner last ate and drank. Their target is likely 200-300 calories per hour — ask them before the race. The "drip method" works well for nauseous runners: small, steady intake instead of big meals. One pretzel stick every minute for 15 minutes is easier on the stomach than a bar crammed down at an aid station.
Read the runner, not the watch. Your runner's pace plan was written weeks ago by a rested, optimistic version of themselves. At mile 75, the plan might be irrelevant. Watch their form, breathing, and mood. Adjust accordingly.
Talk when they want to talk. Shut up when they do not. Some runners want stories and distraction. Others want silence with the occasional update. Ask early in your pacing section: "Do you want me to chat or just be here?" Then respect the answer.
Use micro-goals. "Let's run to that next switchback, then we'll walk." "One more mile to the aid station." Breaking the remaining distance into small chunks keeps the runner present instead of overwhelmed by what is left.
Pacer Handoffs¶
Many 100-milers use two pacers — one for a middle section, one for the night push to the finish. If your race involves a handoff:
- The outgoing pacer should brief the incoming pacer on the runner's current state: mood, nutrition intake over the last segment, any physical issues, what worked and what did not.
- Do the handoff at an aid station so the crew can also assess. Do not swap pacers on the trail.
- The incoming pacer should already know their section of the course. Do not count on a tired outgoing pacer to teach it to you at mile 75.
Pacing at Night: A Different Challenge¶
Night sections are where ultras are won and lost. Pace drops, hallucinations start, and the temptation to sit down becomes overwhelming. If you are pacing the night section, you are doing the hardest and most important job.
Night Pacing Strategies¶
- Manage your light. Use a headlamp with adjustable brightness. Too bright and it kills your runner's adapted night vision. Too dim and you miss trail markers. A handheld light in addition to a headlamp gives better depth perception on technical terrain.
- Watch for the spiral. The danger zone is when a runner gets cold, stops eating, and slows down — which makes them colder, less hungry, and slower. Break the cycle early. If they are shivering, add a layer immediately. If they have not eaten in 30 minutes, put food in their hand.
- Keep them moving through low points. Between 2 a.m. and 5 a.m., almost every ultra runner hits a wall. This is normal and it passes. Your job is to get them through it. Walk if needed, but keep forward progress. "We don't have to run. But we have to keep walking."
- Mark the sunrise. When dawn arrives, morale skyrockets. Remind them it is coming. "Sky's getting lighter. Thirty more minutes and we'll have daylight."
For a deep dive into surviving the dark hours, read our guide on night running in 100-milers.
Common Mistakes That Cost Runners Hours¶
Crew Mistakes¶
- Not knowing the course. Driving to the wrong aid station or arriving late because you underestimated road travel time. Drive the crew route the day before if possible.
- Over-packing the aid station. Spreading out ten food options overwhelms a fatigued runner. Present two or three choices, max.
- Ignoring your own needs. A cold, hungry, exhausted crew member makes bad decisions. Eat, sleep in shifts, stay warm.
- Forgetting to track what the runner actually ate. If your runner has consumed nothing but ginger ale for the last 20 miles, you need to know that and intervene.
- Panicking at how the runner looks. Mile 80 of a 100-miler is ugly. Shuffling, grimacing, thousand-yard stare — all normal. Stay calm.
Pacer Mistakes¶
- Running your own pace. You are there for them, not yourself. Match their effort, not their planned pace.
- Talking too much. Read the room. A constant stream of encouragement when your runner wants silence is torture, not support.
- Not eating or drinking enough yourself. If you bonk, you are now a liability instead of a help.
- Making decisions without information. "Let's skip this aid station" sounds efficient until your runner runs out of water two miles later.
- Getting lost. This is preventable. Download the course, bring a backup device, and pay attention at every junction.
Race Day Communication Template¶
Before the race, agree on a simple shorthand your crew can use. Here is a starting template:
| Signal | Meaning | Crew Action |
|---|---|---|
| "I'm good" | Feeling okay, keep to plan | Standard aid station protocol |
| "Stomach" | Nausea or GI issues | Switch to bland foods, ginger, small sips |
| "Feet" | Blister or hot spot | Blister kit, possible sock/shoe change |
| "Cold" | Getting chilled | Add layers immediately, warm broth |
| "Brain's gone" | Mental low point | Encouragement, micro-goals, do not let them sit |
| Runner goes silent | Could be fine or could be bad | Check in gently: "Scale of 1-10, where are you?" |
Building Your Crew's Pace Chart¶
The best crew plans are built on real training data, not optimistic guesses. Your runner's expected pace at mile 75 should come from what they have actually done in training, not what they hope to do on race day.
Ask your runner for a pace chart broken down by aid station. If they use a platform like NavRun that connects to their Strava data, they can generate a pacing plan based on their actual training history — long run paces, elevation performance, recent fitness trends — and share it with you. That document becomes your field guide for the day. It tells you when your runner is on plan, when they are ahead, and when something might be going wrong.
Whatever tool they use, the crew needs a printed copy of the pace chart with expected arrival times at every station. Tape it to the inside of the cooler lid. You will look at it more than anything else.
Frequently Asked Questions¶
Q: What does race morning look like for the crew?¶
Arrive early — at least 90 minutes before the start. Help your runner with last-minute gear checks, hold extra layers, take a photo. After the start, you will likely have several hours before they reach the first crew-accessible aid station. Use that time to organize gear, pre-drive to the next station, eat breakfast, and mentally prepare. The race starts fast for the runner. It starts slow for you.
Q: I have never run an ultra. Can I still be a good pacer?¶
Yes — if you can comfortably run the distance at your runner's expected pace. Pacing a 100-miler from mile 75 to 100 might mean running 25 miles at 12-15 min/mile pace. That is manageable for most experienced runners. The challenge is not the running. It is the sleep deprivation, terrain, and emotional management.
Q: How many people should be on a crew?¶
Two is ideal for most ultras. One person cannot do it alone for 24+ hours — you need sleep shifts. More than three creates coordination problems and crowds the aid station. Two people who know the plan and trust each other will outperform a team of five who are winging it.
Q: What if my runner wants to drop?¶
Listen first. Ask if they have a medical reason or if they are in a low point. Most "I want to quit" moments at mile 60-80 pass within an hour. Present the facts: time to cutoff, distance remaining, how they have handled lows in training. But ultimately, it is their decision. Never force someone to continue, and never let someone continue if they are medically compromised.
Q: Should the pacer carry the runner's gear?¶
Check the race rules first — some races ban "muling" (pacer carrying runner gear). If allowed, carrying their pack, poles, or extra layers can be a huge help in the later miles when every ounce matters.
Q: What is the biggest mistake first-time crews make?¶
Underestimating logistics. The drive between aid stations can take longer than expected on mountain roads. Arrive early to every station. Getting there after your runner creates stress for everyone.
Q: How do I handle my runner's nutrition when they refuse to eat?¶
Switch to liquids first — broth, flat cola, diluted sports drink. If they can tolerate liquid calories, you are buying time. Try the drip method: tiny amounts frequently instead of a full meal. One pretzel every minute is more manageable than a sandwich. If nothing stays down for more than an hour, that becomes a medical conversation.
Key Takeaways¶
- Study the race. Know every aid station, cutoff, crew access point, and road route before race day.
- Build a plan with your runner. Pace chart, nutrition plan, gear changes, medical triggers — document it all.
- Be efficient at aid stations. Three minutes in and out. Lay everything out before the runner arrives.
- Pacers: navigate first, encourage second. A wrong turn at mile 85 costs more than any pep talk can fix.
- Take care of yourself. You cannot crew a 30-hour race on no sleep and no food.
- Stay calm. Ultras look brutal. Low points pass. Your job is steady confidence.
The runner earns the finish line. But you helped them get there. That matters.
Start Running Smarter¶
Whether you are the ultra runner building a crew brief or someone who just wants to keep track of their own miles, NavRun connects to Strava and makes your training data useful — pace charts, training trends, and race-day strategies you can actually hand to your team.
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