Support Crew
Support Crews are a vital component to the success of Oxfam TRAILWALKER. A good Support Crew can make a huge difference on the trail. As the back-up unit they have a key role - to provide their tired, hungry (and possibly grumpy!) team with good food, additional clothing and motivation. Many previous participants have said that they would not have completed the distance if it had not been for their Support Crew – that’s how crucial their contribution is.
Support Crew Tips
To make sure everything runs smoothly during the event, here are some things to sort out pre-event:
Who will be the Support Crew?
You will need at least two people in each crew – one to drive and one to navigate. Ideally there will be more than one crew working in shifts over the weekend. Remember, you will get tired too and need adequate rest to drive safely and support your team properly. Remember that only one vehicle pass will be issued to each team and without the pass, vehicles will not be allowed into checkpoints. You will need to organise to transfer the vehicle pass between crews outside of checkpoints.
Have a game plan
Create a strategy for the event weekend with your team. Based on their training times determine when they are likely to arrive at each checkpoint. Determine at which checkpoints you will provide meals and exactly what those meals will consist of. Determine at which checkpoints your team will be sleeping (if at all). Prepare a schedule of requirements specific to each team member for each checkpoint. Pre-package food bundles for your team to eat on the trail. Consider preparing four plastic tubs, each labelled with the team member’s name, to store their changes of clothes and personal equipment. Organise your accommodation or sort out where you’re going to rest before, during and after the event.
Dollars and sense
Agree on a budget in advance to work out who will cover the costs of fuel, food, drink and any accommodation or vehicle hire.
Practise makes perfect
Use the team’s training walks to experiment with different foods and their preparation. Include a dry run supporting your team at a checkpoint location during a team training walk. Make a decision on the best approach and stick with it on the day.
Do some reconnaissance
Prior to the event study the maps in this book. In addition to this booklet please use a Melways street directory. Use your team’s training walks to gain familiarity with the area and to work out the location of checkpoints, local shops, petrol stations etc. It will make a difference on event weekend.
Mobile phones
Ensure you have mobile phones with you at all times, preferably on two different networks. Not only is it useful for your team to contact you (and vice versa) it may be vital for the events staff to contact you in an emergency. Remember to include car chargers in your kit for the weekend.
Plenty of warm clothes!
Checkpoints can be very cold at night. Please wear warm clothes. You should also bring a torch and be prepared for a wait.
Food and drink
Provisions provided at the checkpoints are the absolute basics and are intended to supplement the provisions supplied by the Support Crew. Food provisions at the checkpoints are for walking teams only. Hot drinks at the checkpoints are also available to Support Crews for a gold coin donation, but please give priority to walkers.
Up-to-the-minute event info
Check the blackboard at the checkpoint before your team arrives to check for up-to-the-minute weather, trail notices and other interesting facts you can tell the team!
Support Crew guidelines
We have tried to keep these guidelines to a minimum but to ensure the smooth running of the event please observe the following:
Vehicle passes
All Support Crews will be issued with ONE Vehicle Pass. Due to the nature of the terrain along the route, all checkpoints have limited parking. To gain access to checkpoints your vehicle pass must be clearly displayed in the vehicle windscreen. If you have more than one crew you will need to organise to transfer the vehicle pass between crews outside of checkpoints.
Some checkpoints can be very crowded
Please be patient at checkpoints. You should arrive at a checkpoint just in time to set up and meet your team, and should leave directly afterwards. We advise a timetable showing your team's estimated time of arrival at each checkpoint. Parking is limited at ALL checkpoints. If you arrive at the checkpoints too early, you could be taking up valuable space needed by another Support Crew whose team is currently at the checkpoint. You must take extra care in/around the checkpoints, as there will be a number of vehicles and pedestrians moving about in a limited area.
Team members withdrawing from the event
If a member of your walking team wants to withdraw during the event, you must ensure they first report to the nearest checkpoint. Remaining team members cannot continue until the withdrawal of the team member has been reported. If for any reason a member of the walking team has to leave the event urgently, they must call the Event Emergency Number printed on their bib (and on the back cover of this booklet) as soon as possible.
Checkpoint closing times
If your team has not departed a checkpoint by the nominated closing time, they will be withdrawn from the event and advised not to proceed. If they choose to continue against this advice, it will be at their own risk. Closing times are calculated on the basis that arrival at a particular checkpoint by a certain time will ensure sufficient time is left to complete the event within the specified 48 hours.
The event rules
Please follow the Rules. Any Support Crew or participant found to be contravening any checkpoint landowner regulation or any event rule may lead to the team’s disqualification from the event. Please follow directions from event staff and respect local residents. You can read the Event rules in the participant Info Book. The most significant rule for Support Crews, as breaches could compromise the future of the event, is that teams are strictly forbidden to meet their Support Crew at any location along the trail except the checkpoints. This rule also applies to no support crew access checkpoints (CP1) or where Support Crew parking is in a separate location to the checkpoint (CP3).
Don’t be a litter bug
Please do not drop litter. Respect the environment and please help us to be green by separating your waste into the litter and recycling bins located at all checkpoints.
Smoking is strongly discouraged within checkpoints. If you smoke, please do so outside of the checkpoint boundaries and dispose of your butts thoughtfully.
Don’t drink and drive
We discourage drinking alcohol while supporting your walking team predominantly because you're driving but also because it may inhibit your effectiveness as Support Crew (not to mention making the walking team jealous and annoyed!)
Remember to have fun, drive safely and respect the communities you pass through. And THANK YOU for being the backbone to your team’s success!
