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Have you ever witnessed a disorganized shoot where the actors were late and the set was not ready? The culprit was one missing document - the call sheet.
While it may be your job as a producer to make one, knowing how to make one can make all the difference between a great shoot and a stressed-out day. Knowing how to make a call sheet allows you to understand better what's expected from each crew member daily.
If your production falls behind schedule, the call sheet may have something to do with it. Something as minor as not giving correct parking instructions – a key detail on any production call sheet – can quickly derail a project.
We will break down every detail of production call sheets, including what they are, what's on them, where to get them, and even some common mistakes to avoid.
So, let's get started!
A call sheet is a daily production document that clearly outlines what both cast and crew need to know for that day of shooting.
Typically, it's written up by the 1st AD or someone in the AD department if it's a larger production and sent out each night with information for the following day's shoot. The production coordinator or office PA will create a call sheet for smaller shoots or even photoshoots. It depends on the production.
Wrapbook knows you have a million other things to think about, so having access to one of the most essential production documents seemed like a no-brainer. You can customize this free call sheet template however you see fit for any production.
Now let's get into it.
As any call sheet template will quickly show you, it's an information-intensive document. So, while not exactly the most glamorous part of a production, knowing how to make a call sheet is fundamental to ensuring each day goes off without a hitch.
We'll get into the different types of call sheets like movie call sheets, TV call sheets, photoshoot call sheets, and more in just a bit, but the following details the significant items you will always have on them regardless of the type of production.
We're using a call sheet example that we've created to guide us through the process. You can download it now to follow along.
People are working on different projects all of the time. Ensure the name of your project is at the top. It seems obvious, but it's so apparent people might forget.
Most call sheet templates will have a spot for the production title front and center just to ensure everyone knows exactly what project they should be showing up for.
The details of where contact information falls on the sheet may vary from one call sheet template to the next. Generally, the contact information for the key figures participating in a shoot can appear next to their logo (if applicable) or separated from the rest of the cast and crew.
You will know the key people to reach out to as they will be in a different section from the list of cast and crew contacts and call times.
Who would those key figures be? Depends on the production. However, a call sheet for a film might have the executive producer(s) but the on-set producer(s), line producer, director, and 1st AD.
You might see a producer's name with a production coordinator or manager for photoshoots. You'll likely see a couple of contacts under the agency (if applicable) and client logo.
What is a call sheet? Well, the name itself alludes to the most important part of it – calling the people involved to set!
Typically, film call sheet templates offer at least two spots for the crew call time – a general crew call and individual call times, if different (usually the case for cast).
A coordinator will generally ask the crew to show up at least an hour before actual filming, as it takes more time than you think to ready those cameras, lighting equipment, and sound equipment. The crew call can vary, though, from department to department. Hence, why it is dubbed a "general crew call."
For example, on the above call sheet, the general crew call is at the top, with specific crew call times below. We'll get to that in the next section.
Every cast member required to be on set for a particular day of production appears on that day's call sheet. In this call sheet film example, that list falls in the center of the document.
In addition to the cast members' names, there will be their character names, call times, call times to set, and where they should report upon arriving to set. It's common for a call sheet to have a cast report for hair and makeup at their call time.
While the crew relies on call sheets to know exactly when to show up for any given production, call sheets for actors are equally important for the same reason.
Certain crew members must arrive earlier or later than the general crew call.
That will be designated next to their names. For instance, if the general crew call is at 7:30 am, the director may not have to show up until 8:00 am, while the production assistants may be there promptly at the general crew call, and a few key lighting crew members might have a call that's even earlier to allow time for their complicated setup.
To a large degree, the question of what a call sheet is can be answered simply by saying, "It's a schedule." A schedule of every single scene for filming that day. On this call sheet film example, that schedule is listed just above the section for the cast information.
A brief description of each scene, along with the coordinating scene number from the film script, the individual cast members needed for each scene, a notation of whether that scene is for day or night (D/N), and the scene's length according to the script.
Last but not least, we have all those other crucial details on a call sheet template that the cast and crew need to know each day. Like…
DOOD reports often stand on their own, but within the schedule on the call sheet, you might see something that says SWF or Start-Work-Finish, which indicates the actor is only there for one day of the shoot.
The location for the day is at the top of the call sheet. Sometimes, the location might also be listed in the call sheet's schedule section, especially if there are company moves.
The last thing you want is for people to arrive late because they have nowhere to park. The parking info is right at the top of this call sheet example.
So, there will be an indication somewhere on the call sheet, likely at the top, of what time the company move will be. It will vary depending on the call sheet. It may also appear in the schedule on the call sheet.
A multi-million feature film to a one-day web series will likely require different call sheets. Most of the time, the differences lie in the details needed from each production type.
For example, a photoshoot call sheet will likely have a less involved shooting schedule than a project with many scenes. However, a photoshoot call sheet may require more mindfulness around your client.
Is their logo and name the biggest on the call sheet? Because it should be. And so, while the general idea of a call sheet is to get people to set, particular considerations come with each type.
Most of the content above covered making a call sheet for film. But it's essential to keep in mind that if the scope of your project is large, you might want some help from a call sheet generator or software. We'll get to those resources in just a minute.
Another option is just to ask someone. You don't have to reinvent the wheel when making a call sheet for a film. Just reach out to a colleague; they will likely have a movie call sheet on hand that they'd be willing to share.
The main components will remain the same for most TV show call sheets. However, how to make a call sheet for TV differs ever so slightly from that of a movie call sheet.
Don't forget to have all pertinent information relating to the production title when filling out a TV show call sheet. So, besides the title itself, you'll need to add the season and episode number.
Outside of that, the information for TV call sheets is much the same, with sections for schedule, cast list, crew call, etc.
Do not underestimate the need for a call sheet when filming a music video. Even if you're going bare bones with a single location and skeleton crew, they need to know what's happening.
Everything stays the same, including production title, call times, etc. But just like photoshoots or commercial productions, ensure your client (the band, the label, etc.) has a bigger logo or font above your production company's name.
While photoshoot call sheets may not have a section for the different scenes, they will have a section for different setups and even the company moves. Even if you're shooting in a single location for the entire day, you might call upon various talents at different times or have the same talent made up in different ways.
You may also have a ton of other considerations depending on the shoot. As mentioned above, the client's name or logo should be the biggest on the call sheet---at the end of the day, you're aiming to please. Start right and make it about them. At least on paper ;)
What if it's a car commercial? You have your photographer there with a DP, shooting stills and video. The drivers need to be on the call sheet, and the prep personnel prepping the cars might also be on the call sheet.
On top of this, the logistics will reflect on the call sheet for the person (likely a PA) who will pick up the client and bring them to the set. That PA's call time might differ, and their location might be the client's hotel.
How to make a call sheet is as much about what not to do as it is what you should do.
Try to avoid some of these common pitfalls when crafting a call sheet.
Oof. Imagine misspelling the name of your star. Or worse, listing the wrong crew call time. You can now imagine how devastating even the most minor error on your production call sheet can be. Hence, proofread!
As we mentioned, days can quickly blend into weeks that blend into months on set. That makes it very easy to forget to change the location or weather if it's been the same for several days, but you must!
Otherwise, you'll probably soon find out that the one time you didn't double-check was exactly the time you needed to. And trust me - people will tell you.
Maybe your call sheet went out with the wrong crew call or an old location listed. Sending out a revised one might be necessary in such a case, but be prepared for people to call, text, email, and skywrite you about it.
People easily get confused. They know the process is one photoshoot, movie or TV show call sheet a day. So when you give them more than that, mayhem can ensue. How to avoid it?
Use tips #1 and #2. And hold off until later in the day to send out your call sheet so that any unforeseen changes, like a legitimate new crew call or other updated detail, can be added before emailing it to everyone.
We're not talking about just saving your call sheet to your desktop. We mean grabbing a USB drive to save it or sending it to yourself via email to ensure that you still have a copy somewhere if your computer suffers some horrible fate.
When using a specific call sheet software or Wrapbook, you can safely store your call sheet to avoid this. Because, let's be real, one wants this to happen, but it can, so you should be prepared for it.
Pro tip: You should never have to pay for a call sheet template. There are several call sheet software options out there, but you can also make your own if you're in a pitch.
There are a million options for finding a program that fits your call sheet needs. Intuitive software allows you to plug in the info specific to your production easily.
If your comfort zone resides with interfaces you already know, we got you. Making a call sheet in Excel is beyond simple because there's a call sheet template ready to go for you! Our template is also available as a Google doc.
Oh, did we mention that Wrapbook can also help with your call sheet needs? A couple of things here.
If you're already using Wrapbook for your payroll needs, export your cast and crew contact info from Wrapbook into an Excel sheet. You can create your call sheet from there or drop it into our template.
You can also save any call sheet to our platform and send it out to cast and crew with the click of a button. Easy peasy.
Whether you're in charge of making a call sheet or not, knowing what's supposed to be on it matters to the success of your shoot.
What we've laid out is meant to make an otherwise tedious process a little more streamlined so that you can focus on producing. So, if you haven't already, download our call sheet template. And if you're already a Wrapbook user, learn how to export your cast and crews' info out of the software and into either the call sheet of your choice or even into other software, like Endcrawl, to help you create your ending credits.
In the film-making world, a call sheet is not just another list. It is the go-to document to ensure you have a flawless shoot. Using a call shoot is setting yourself up for success from the get-go.
Productions of all sizes need a call sheet. Inididivuasally communicating important information to everyone can lead to time-wasting and make the entire set more stressful.
You should prepare a call sheet days in advance. Send out a message to all heads of departments, laying out your plans to avoid making last-minute changes.
A production crew member is in charge of creating the call sheet. They could be a production assistant or production coordinator, whose job is creating and sending out the call sheet.
Yes. You can find millions that allow you to design and plug in all the information needed for a call, even without prior experience. Wrapbook offers such a service.
Yes. You can include additional notes at the bottom of the call sheet. The section can consist of details such as a member of the team's birthday or there might be delays due to snow.
A call sheet should be as factual and accurate as possible without any distractions. Only include necessary images, such as maps, in the call sheet.
Ideally, you want to send the call sheet in a locked PDF file. It can help to prevent accidental editing, which can change or erase crucial information.
At Wrapbook, we pride ourselves on providing outstanding free resources to producers and their crews, but this post is for informational purposes only as of the date above. The content on our website is not intended to provide and should not be relied on for legal, accounting, or tax advice. You should consult with your own legal, accounting, or tax advisors to determine how this general information may apply to your specific circumstances.
The Wrapbook Team consists of individuals who are thrilled about building modern software tools for creators. We’re a team of compassionate and curious people dedicated to solving complex problems with sophisticated solutions. You can find us across the U.S. and Canada.
