How Crewline works

What they own: Owns the overall vision, budget and success of the event from planning through wrap-up.

Planning: In the months before, they set the budget and timeline, secure permits, insurance and sponsors, and hire or appoint each department lead.

On event day: On event day they oversee every department from headquarters, make final calls on schedule changes and act as the main contact for sponsors, officials and local authorities.

What qualifies them: Look for a record of directing events of similar size, strong budgeting and leadership skills, and experience with permits and insurance.

What they own: Owns the competition itself: the rules, the start lists and the fairness of the race.

Planning: Before the race they write the rules and race bible, set categories and waves, secure sanctioning and brief the timing, course and medical teams.

On event day: On event day they run the start line, manage waves and categories, rule on protests and coordinate closely with timing, course and medical teams.

What qualifies them: Look for previous race-directing experience, deep knowledge of the sport’s rules and sanctioning-body certification such as USA Cycling or USA Triathlon.

What they own: Owns the physical site: layout, facilities, power, parking and the relationship with the venue owner.

Planning: Ahead of the event they negotiate the venue contract, draw the site plan and book tents, restrooms, power, fencing and parking.

On event day: On event day they keep the start/finish area, restrooms, tents and utilities working, and solve site problems as they come up.

What qualifies them: Look for facilities or site-operations experience, comfort reading site plans and a working knowledge of venue contracts and safety codes.

What they own: Owns the experience of VIPs, sponsors, athletes and crew, including food, lounges and accommodations.

Planning: Beforehand they book caterers and lodging, plan menus and guest lists, and design the VIP, sponsor and crew areas.

On event day: On event day they run hospitality areas, coordinate catering, check in guests and make sure crew and volunteers are fed and looked after.

What qualifies them: Look for hospitality, catering or guest-services experience and, ideally, food-handler certification.

What they own: Owns participant sign-up, waivers, bib assignment and packet pickup.

Planning: Before the event they set up the registration platform, pricing and waivers, order bibs and plan the packet-pickup layout and staffing.

On event day: On event day they run the registration and check-in tent, handle day-of entries and transfers, and resolve problems with participant records.

What qualifies them: Look for experience with registration platforms, accurate data handling and a calm, customer-facing manner under pressure.

What they own: Owns getting the course built, marked and safe exactly as designed.

Planning: Ahead of race day they walk or ride the course, order signage and barriers, plan marshal positions and schedule the marking crew.

On event day: On event day they sweep and check the course before the start, place marshals and signage, and fix markings or hazards while the race runs.

What qualifies them: Look for course-marking experience, familiarity with traffic-control plans and strong knowledge of the local terrain.

What they own: Owns logistics: equipment, deliveries, staffing schedules and the event-day run of show.

Planning: Beforehand they build the run of show, order and schedule equipment and deliveries, and plan set-up, tear-down and radio channels.

On event day: On event day they keep the timeline on track, move people and gear where they are needed and coordinate set-up and tear-down.

What qualifies them: Look for event-operations or logistics experience, strong scheduling and radio-communication skills, and a habit of contingency planning.

What they own: Owns recruiting, training, scheduling and supporting the volunteer team.

Planning: In the weeks before, they recruit volunteers, build shift schedules, write role briefings and arrange shirts, meals and thank-yous.

On event day: On event day they run volunteer check-in, brief each group, fill gaps when people do not show and keep volunteers supplied and thanked.

What qualifies them: Look for experience managing volunteers, good organization and communication, and comfort with scheduling tools.

What they own: Owns the aid stations along the course: supplies, layout and staffing.

Planning: Beforehand they choose station locations, order food, water and supplies, and assign captains and volunteers to each stop.

On event day: On event day they stock and run aid stations, keep food and water flowing, track participants passing through and report problems to race control.

What qualifies them: Look for aid-station or hospitality experience, food-safety awareness and basic first-aid or CPR certification.

What they own: Owns the medical plan for participants, crew and spectators.

Planning: Before the event they write the medical and emergency action plan, staff medical positions, order supplies and coordinate with local EMS and hospitals.

On event day: On event day they staff the medical tent and aid points, respond to incidents on course and coordinate with local EMS and hospitals.

What qualifies them: Look for a current EMT, paramedic, nurse or Wilderness First Responder certification and experience covering endurance events.

What they own: Owns keeping participants’ bikes safe and running.

Planning: Ahead of the event they stock parts and tools, plan the tech tent and neutral-support coverage, and coordinate vehicle or moto support.

On event day: On event day they run the tech tent or neutral support, do safety checks before the start and make roadside or pit repairs during the race.

What qualifies them: Look for shop or race-support experience and mechanic certification such as from Park Tool School, UBI or Barnett.

What they own: Owns accurate race timing and official results.

Planning: Before the race they set up the timing software and categories, assign chips to bibs and plan mat, start and finish placements.

On event day: On event day they set up chip mats and start and finish equipment, monitor timing throughout the race and publish official results.

What qualifies them: Look for experience with timing systems and results software and a record of delivering clean, on-time results.

What they own: Owns capturing the event in photos for participants, sponsors and marketing.

Planning: Beforehand they agree on a shot list and delivery plan, scout key course locations and confirm credentials and access.

On event day: On event day they shoot from key spots on course, the start/finish and podium, and deliver selects quickly for social media and press.

What qualifies them: Look for a portfolio of sports or event photography, professional gear and fast editing and delivery.

What they own: Owns the event’s online voice, promotion and live coverage.

Planning: In the lead-up they build the content calendar, promote registration and sponsors, and plan live-coverage moments with the photo team.

On event day: On event day they post live updates, stories and results, answer participant questions and share sponsor content.

What qualifies them: Look for experience running event or brand accounts, strong short-form video and writing skills, and familiarity with analytics tools.

What they own: Owns the event’s merchandise operation, from inventory to sales.

Planning: Beforehand they choose and order products, set pricing and stock levels, and set up the booth, signage and point-of-sale system.

On event day: On event day they set up and staff the merch booth, track stock and handle payments and end-of-day reconciliation.

What qualifies them: Look for retail, cash-handling or point-of-sale experience.

What they own: Owns designing a course that is challenging, safe and right for the event’s audience.

Planning: Before the event they scout and map the route, assess risks, secure land-use permits and hand off marking plans to the course crew.

On event day: On event day they confirm the course rides as intended, advise course crews on changes and adjust for weather or conditions.

What qualifies them: Look for a portfolio of past courses, mapping and GPS skills, and knowledge of land-use permits and risk assessment.

What they own: Owns designing singletrack and off-road courses that are technical, flowing and sustainable.

Planning: Ahead of race day they scout trails, design A/B lines and features, coordinate trail work with land managers and plan wet-weather options.

On event day: On event day they check features and trail conditions, mark A/B lines and advise on changes if trails are wet or damaged.

What qualifies them: Look for trail-building or MTB race-design experience, knowledge of IMBA guidelines and strong technical riding ability.

What they own: Owns designing gravel routes that balance distance, surface and remoteness.

Planning: Beforehand they scout and build GPS routes, secure landowner permissions, place aid points and plan reroutes for closures.

On event day: On event day they confirm road conditions, place route markings and aid points, and advise on reroutes for washouts or closures.

What qualifies them: Look for gravel-event route experience, GPS route-building skills and knowledge of rural roads and landowner permissions.

What they own: Owns designing road race and criterium courses that are safe, fast and permittable.

Planning: Before the event they design the route, file road-closure and traffic-control plans, and coordinate with police and municipalities.

On event day: On event day they confirm closures and barriers, check corners and hazards, and work with police and marshals on traffic control.

What qualifies them: Look for road-race course experience, traffic-control planning knowledge and working relationships with municipalities.

What they own: Owns designing compact, spectator-friendly cyclocross courses with barriers, run-ups and pits.

Planning: Ahead of race day they map the layout, plan barriers, run-ups and pit placement, and order stakes and tape.

On event day: On event day they tape and stake the course, adjust lines as conditions change and keep pit areas set up correctly.

What qualifies them: Look for cyclocross course-building experience, knowledge of UCI or USA Cycling course rules and an eye for spectator flow.

What they own: Owns moving participants, crew and gear between parking, venues and start lines.

Planning: Beforehand they plan routes and schedules, book vehicles and drivers, and confirm loading zones and bike or baggage handling.

On event day: On event day they run shuttle routes on schedule, load bikes and baggage safely and adjust for delays or extra demand.

What qualifies them: Look for a commercial driver’s license where required, a clean driving record, proper vehicle insurance and passenger-transport experience.

What they own: Owns the planning timeline, deliverables and coordination across every team before the event.

Planning: Throughout planning they run the master timeline, hold regular check-ins with each lead and track budgets, risks and deadlines.

On event day: On event day they track tasks against the run of show, flag issues to the right lead and capture notes for the post-event review.

What qualifies them: Look for event or project-management experience, comfort with planning tools and, ideally, PMP or similar certification.