Write an Ultra Race Crew Handoff Plan for Your Vest
A crew handoff goes more smoothly when the runner and crew agree on the exact items being exchanged. Write one card for each permitted support point. The card should say what arrives in the vest, what leaves with it and what the runner must check before returning to the course.
This is a suggested equipment workflow. The current event guide controls crew access, outside assistance, pack exchanges and what must stay with the runner. A familiar practice from another race is not permission at this one.
Put the station and task on one card
Start with the support-point name as printed in the race guide. Add access instructions for the crew, the agreed meeting place and the permitted tasks. Keep medical and emergency instructions from the organizer separate and easy to find; an equipment handoff card is not a treatment plan.
Then list the items by action. For example: collect used wrappers, refill the agreed containers, add the next food packet, return the required layer to its assigned pocket. Use your actual equipment names instead of a vague instruction such as “sort the pack.”
Agree on the food-pocket arrangement
Show the crew your normal pocket layout before race day. Explain where the current food goes, where the later supplies go and where wrappers belong. running vest fuel-pocket guide gives a pocket organization routine that you can rehearse together.
Avoid changing the entire arrangement at a station because another layout looks tidier. The runner needs to recognize the contents immediately after leaving. If an exchange is necessary, say what changed and point to the new position while the runner is stopped.
Describe the water task precisely
Write whether the crew will refill a flask, help with a reservoir or supply an approved replacement container. Name the exact equipment. Do not assume two similar connectors or caps are interchangeable.
For a reservoir refill, use the steps in reservoir refill routine to practice opening the pack, containing loose items, filling, closing and reinstalling. Assign someone to keep the cap or closure with its container. Before leaving, the runner should confirm that the hose follows its usual route and that drinking works normally.
Rehearse the handoff without a race clock
- Arrive with the vest loaded as it will be at that station.
- Say what needs attention and hand over only the agreed items.
- Carry out the permitted refill or exchange tasks.
- Return mandatory equipment to its assigned places.
- Let the runner check closures, pocket contents and drinking access.
If the crew has to search through several unmarked bags, simplify the station packet. If the runner cannot tell what was added, improve the spoken handoff. A practice session can reveal these problems without anyone needing to rush.
Add an exception line
Include a clear instruction for an unavailable item or a missed meeting: stop, consult the event staff where appropriate, and reassess the next section. Do not write a rule that sends the runner onward regardless of equipment or condition.
A LECAMO ROOT8 or ROOT18 still needs the same complete-load check after an exchange. More advertised storage does not confirm that every replacement item will fit. Finish your card with the runner's own departure checks, then give the crew the current version before the event.