Somebody has to organize the team, and this year it is you. A distance relay is a lot of small decisions spread over a few months, then one long day and night where everything has to happen on time. This is the order that works.
These guides are written mainly around an overnight relay with 12 runners, two vans and 36 legs. Most of the advice holds for any relay; where yours is smaller, shorter or has one van, adjust the numbers to fit.
What a captain does
The captain builds the team, decides who runs which legs and keeps the practical details in one place, so everyone shows up knowing where to be and when. On race day the captain, or someone they pick, usually times the team.
You do not have to be the fastest runner or the most experienced. You have to be the one who answers questions and keeps the plan current.
1. Pick the race and check how entry works
Start with the race’s own page and guide. Check the format (how many runners, how many legs, how many vans), the date and how teams are accepted.
Some of the biggest relays fill in hours or choose teams by lottery, and some keep a waitlist. Look at the organizer’s registration page early, because it decides how long you have to build a team. Find a race and see its format.
Creating a team in Handoff does not register you with the race. You register on the race’s own site, and keep the team plan here. Details
2. Build the team
Most road relays use 12 runners. Plan for a spare or two if you can, since someone usually has an injury or a work conflict by race week.
- Create the team from the race page. How?
- Invite runners with the team’s code or link, or add them yourself, including runners who do not have an account. How?
- Short a runner? Post a request and let runners who want a team find you. Finding runners
Ask each runner for a recent race time. A 10K time is enough to project every leg, and runners without one can work one out from a different distance with the pace calculator.
3. Assign the legs
This is the part that takes thought. Legs differ in length and difficulty, some run in the dark, and every runner runs several. The guide to assigning legs covers how to balance them.
In Handoff, open your team’s Legs tab, pick a runner and tap the legs they run. You can also let runners claim open legs and freeze claims once the plan is settled. How?
4. Sort out logistics
Decide who is in which van (your van follows the legs you run), who is driving, where the team meets before the start and where everyone stays. Put it in one place and start a team chat that includes everyone.
In Handoff, open the team menu and choose Edit logistics. There is room for vehicles, the race-day meet-up, lodging and a link to your team chat. Where?
For what to bring, see the van packing list. For sharing what the team spends, see how to split costs fairly.
5. Check the projected times
Once legs and paces are in, look at when each runner is expected to run and when the team finishes. Handoff projects them from each runner’s pace and shows which legs fall at night. Adjust any leg that looks off, and check the race’s own rules for hold and cutoff times at the exchanges. How are times projected?
6. The week before
- Confirm every runner knows their legs, their van and the meet-up.
- Check the forecast. Handoff shows it on the leg plan for races within 10 days, and marks legs that start in hot weather.
- Decide who will time the team. One or more phones can time the team, and we recommend a timer in each van.
- Install the race-day app and sign in the night before, while you have signal. How do I get the app?
Planning on the web is free. The Race Pass, one payment per team per race, turns on live timing in the app. What does it include?
Plan your team on Handoff
Build the roster, assign legs and see projected times for your race. Planning is free.