What is a Crew Call?

A crew call (also called a call time) is the scheduled time crew members must arrive at a venue or site to start work, set for each department and shift from load-in through to load-out. Arriving at the call time means ready to work, not walking through the door.

How crew calls work

Crew calls are planned back from the show schedule:

  1. Schedule set: the production manager confirms load-in, sound check and show times during the advance.
  2. Calls planned: each department gets a call time and crew numbers, with riggers usually called first.
  3. Crew booked: local crew are booked through the venue or a crew company, and touring crew are told through the day sheet.
  4. On the day: a crew chief signs people in, assigns tasks and tracks breaks and hours.

Venues booking crew for many events need to see who is working when, which is why many plan crew calls with shifts in Crescat.

Crew call vs load-in

The crew call is when people must arrive. Load-in is the work that starts once they do: unloading trucks and building the show. A load-in can have several crew calls as different departments arrive.

Example crew calls for a concert

  • 08:00 Riggers (4)
  • 09:00 Load-in crew (8 stagehands)
  • 13:00 Lighting focus and sound system check
  • 18:00 Show crew (followspot operators, stage crew)
  • 22:30 Load-out crew (8 stagehands)

Frequently asked questions

What is a minimum call?

A minimum call is the fewest hours a crew member is paid for, even if the job finishes sooner. Many crew companies and union agreements set a minimum, often around four hours, so short calls are still worth attending.

What happens if you're late for a crew call?

Late arrivals hold up everyone else, because many tasks need a full team. Crew chiefs may send late workers home or not book them again, so most crew aim to arrive 15 minutes early.

Who sets the crew call?

The production manager or venue technical manager sets crew calls, based on the show schedule and the workload in each department. The crew company or crew chief then books the right number of people.

Related terms