What is a Call Sheet?

A call sheet is a one-day document telling every crew member when and where to report, what they are working on, and who to contact, issued before each working day. The term comes from film and TV, but live events and productions use the same idea to make sure the right people arrive at the right time. A clear call sheet saves dozens of phone calls on a busy day.

How a call sheet works

A call sheet is prepared and used in five steps:

  1. Plan the day: the production team works out what needs doing, from the production schedule.
  2. Set call times: each crew or person gets a crew call, the time they must report.
  3. Add the details: location, parking, contacts, safety notes and catering times.
  4. Send it: the call sheet goes out the evening before, or earlier.
  5. Update: if times change, a revised sheet is sent and clearly marked.

Call times come straight from the crew rota, which is why venues and festivals plan them with shifts in Crescat.

Call sheet vs day sheet

A call sheet is mainly about crew: who reports when and where. A day sheet is the full schedule of a show day for a touring party, including travel, sound check, doors and set times. On many tours, the day sheet does both jobs.

What a call sheet usually includes

  • Date, venue or site and address
  • Call times for each crew or person
  • Key times: doors, show, curfew and load-out
  • Parking, access and where to report
  • Production and safety contacts
  • Meal times and catering
  • Weather and safety notes for outdoor work

Frequently asked questions

Who sends the call sheet?

Usually the production manager, production coordinator or crew chief. On TV and film shoots, an assistant director usually sends it.

What does "call" mean in a call sheet?

The time someone must be in place and ready to work, not the time they should arrive at the car park. Arriving a little early is expected, so there is time to sign in and get any safety briefing.

Do small events need a call sheet?

Even a short email with times, address and contacts helps. It avoids confusion and gives crew one place to check.

Related terms