Crew support in trail and ultra
Your crew sheet to print, with QR codes: where, when and what to hand off
RAVIT generates your crew sheet from your race plan: the locations where race rules allow them to wait for you, a time window for each one, the GPS point, the travel time from the previous crew stop and what to hand off. An A4 PDF ready to print, with QR codes and a label sheet, and a link that opens without an account.
The four questions a crew team asks
Where is the crew allowed to wait?
Only at the stops the race rules allow: elsewhere, aid can cost a penalty or disqualification. RAVIT checks these stops one by one (2,090 so far). A crew stop placed elsewhere is marked “Banned by the race”, and a race whose rules haven't been checked yet is too: “rule not verified”.
What time should they be there?
In a window, not at one exact time: your plan time, plus or minus RAVIT's measured median error (6.29 % of elapsed time, 10 minutes minimum). Half of real arrivals fall within this range. Times are from your plan: if pace changes, the sheet changes with it.
How to get there, and will they have time?
Each crew stop has its GPS coordinates and a “Head there” QR that opens directions in Google Maps. Driving time from the previous stop is calculated by car, and the sheet says whether the crew can follow the runner or if it's too tight.
What to hand over, and what to put in each bag?
Your plan knows what the runner takes at each stop. Each crew stop separates what the team hands over on-site from what goes in the bag, and the label sheet numbers bags and boxes (Stop 1, Stop 2…) with a sticker per product: when loading the car, everything goes to the right stop.
How the median error is measured: RAVIT's precision measurement method
QR codes on the sheet, a PDF ready to print
The QR codes: updated plan and directions
- The “Updated plan” QR code, at the top of the sheet, opens your public plan: recalculated times if your plan changes after printing.
- A “Head there” QR code in each crew stop frame launches Google Maps directions to its GPS point.
- Your crew scans them with their phone's camera, no app or account needed. In the PDF, these QR codes are also clickable links.
Printing: three A4 pages and stickers
- The sheet downloads as one A4 PDF file, ready to print at home or at a print shop: front, back and label sheet.
- The label sheet prints on an A4 self-adhesive sheet and is cut out: one sticker per bag or box, one label per product. It also downloads separately.
- The same PDF is sent via WhatsApp, SMS or email to whoever prints for the crew.
What the sheet contains
Three A4 pages, from a real RAVIT plan on UTMB. Top QR codes open your updated plan.
Front side: all waypoints
The race profile and each stop with its distance, altitude, estimated time, cut-off time, what's there and whether the crew is allowed. At the bottom, numbers to call if unsure and what to do if the runner stops.
Back side: one box per crew stop
For each crew stop: time window, cut-off and margin, driving time, “Head there” QR, what to hand over and what's in the bag.
The label sheet: stickers and dots
Print on adhesive paper: one label per bag or box, one sticker per product, with the stop name where to hand it over.
Where the information comes from
- Times: your RAVIT plan, calculated on your UTMB Index and real times of runners at your level when the race has them.
- Allowed stops: each race's rules, checked one by one.
- Coordinates: each stop's location, placed on the GPX trace at its distance.
- Travel time: Google, by car, excluding walking from the parking lot.
- Weather: the forecast for the day the sheet is generated.
The official race rules always take precedence: the sheet summarizes them, it does not replace them.
Frequently asked questions
Does my crew need to create an account?
No. The shared link and the sheet's QR codes open your public plan without an account: your updated times, your crew stops and what to prepare. You send it via WhatsApp, SMS or email, and you can revoke the link at any time.
What if I change my plan after printing?
The “Updated plan” QR code, at the top of the sheet, opens the recalculated times. A newly downloaded sheet includes everything.
What about race day?
The “Live drive times” screen tells the crew when to leave each crew stop to arrive before you, with predicted traffic then live traffic. Times remain those from your plan: RAVIT does not track the runner's position.
My race has no known crew rules?
You mark your own crew stops in the plan, and the sheet displays “Race rules not verified”: your crew knows to check the regulations.
What's free?
The locations where crew support is allowed, with their coordinates, are published on race pages, without an account. The full sheet comes with the complete race plan or with the 12-month pass; before that, you see it as an example and on your own plan, partially blurred.