The Franschhoek brief and who needed the kit
The event team in Franschhoek came to us looking for a practical belt setup for an ultra-distance race with long periods between aid points. The order covered runners, pacing crews and a small support group, so the main need was storage that would stay stable over many hours, with space for soft flasks, gels, salt tabs and a few small essentials.
The route profile meant the belts had to sit close to the body and not bounce on steep climbs or rough gravel. Some participants were local trail runners from the Winelands, while others were travelling in from Cape Town and Stellenbosch for the race weekend. The organiser wanted one supply point, one sizing process, and no last-minute scrambling on race morning.
- Client type: event organiser and race support team
- Area: Franschhoek, Western Cape
- Use case: ultra-distance running and crew support
- Need: higher-capacity hydration and storage belts
Constraints we planned around
Franschhoek in summer can be hot and dry by midday, then cool enough early morning to need an extra layer. The belts had to work for both conditions, with secure pockets that would not flap open when runners stripped off a wind shell or added a packet of snacks. There was also a tight pre-race window, because the event pack-up and briefing schedule left very little room for sorting individual sizes on the day.
We also had to factor in transport and handover timing. With runners travelling from Stellenbosch, Paarl, Somerset West and Cape Town, the organiser needed a clean dispatch plan and a simple split between runner kit and crew kit. Power interruptions are always a consideration in South Africa too, so packing and labelling had to be done in a way that could continue without interruption if load shedding hit during prep hours.
- Tight event timeline and early collection requirements
- Mixed user group with different waist sizes and carry needs
- Hot race conditions, then cooler start times
- Need for clear labelling and simple distribution on site
What we supplied for race day
We supplied a higher-capacity belt mix with secure front pockets, a snug adjustable waist fit, and space for hydration without excessive movement. For the runners, we used belts with enough storage for 2 x soft flasks or one flask plus nutrition and a phone. For support staff, we issued crew belt kits with room for tape, snacks, a small first aid item and a laminated route note.
Each belt was checked for fit range and packed by size group before dispatch. The organiser asked for a practical colour split so race officials could tell runner belts from crew belts at a glance. We kept the layout plain and functional, with no bulky extras that would get in the way on climbs or when runners were carrying poles.
- Higher-capacity waist belts for ultra runners
- Crew belt kits for pacing and roadside support
- Fit range checked before dispatch
- Colour split for easy event control
Sizing, fit and participant briefing
Because ultra runners often have different carry habits, we did a short product fit briefing with the event team. That covered where the belt should sit, how tight it should be before the start, and how to load the pockets so the weight stays balanced. We also flagged a few simple rules for the crew: heavier items go lower and closer to the centre, softer items can sit on the sides, and nothing sharp should be packed against the body.
For the participant sizing, we worked from a list of estimated waist measurements supplied by the organiser and added a small buffer for replacement sizing on race morning. That helped avoid slow queues and meant most people received the correct belt first time. A few runners asked for a tighter setup after the warm-up, so we set aside adjustment stock and sorted those swaps quickly.
- Fit briefing for runners and crew
- Sizing range planned from submitted measurements
- Buffer stock held for race-day adjustments
- Simple packing guidance for stable load carry
Timeline from order to dispatch
The full project ran over three weeks. In week one we confirmed the event numbers, finalised the belt mix and agreed the split between runner and crew packs. In week two we completed sizing, packed the order by group, and prepared dispatch labels for the various collection points. In week three we handled final checks and delivery to the event team ahead of the briefing day.
That schedule gave the organiser enough time to hand out the belts before race morning and still deal with late entrants, which is often where event kit can fall short. It also gave us time to field a few last minute changes without upsetting the rest of the pack. The result was calm collection, fewer questions at registration, and less pressure on the volunteers managing the tables.
Results, follow-up and what we would repeat
The event team reported that the belts stayed comfortable over the long sections and that the storage layout worked well for both feed stations and self-supported stretches. Runners liked having enough room for essentials without the belt digging in on downhills, and the support crew said the kits made it easier to move quickly between points without carrying loose items in hand.
If we did this project again, we would keep the same size-bucket approach and add a slightly larger buffer for replacement stock because ultra events always attract late changes. We would also repeat the split between runner belts and crew belt kits, since that made the distribution process cleaner and quicker. For an event like Franschhoek Ultra Day, simple systems work best, especially when the day starts early and the finish line stretches late into the afternoon.
- Comfort held up over long trail sections
- Storage worked for fuel, phones and small essentials
- Clear kit split made handout faster
- We would keep extra replacement sizes on site again
Key facts
| Event type | Ultra-distance trail and road running event |
|---|---|
| Location | Franschhoek, Western Cape |
| Timeline | 3 weeks from brief to dispatch |
| Runner belt capacity | Space for 1 to 2 soft flasks plus nutrition |
| Crew kit | Belt packs for tape, snacks, notes and small support items |
| Supply scope | Sizing, planning, packing, dispatch and event support |
