Call sheets can seem daunting if you've never really created one before, or have only made a few for a small number of cast members. It might feel like you're decoding The DaVinci Code or untangling Memento, but here I will help to break down how to fill out a call sheet and understand its importance.
The Importance of a Call Sheet
A call sheet is a critical document for any type of production, whether it’s a commercial, a short film, or a documentary. It allows all the cast and crew to know when they need to show up, what they’ll be working on that day, and key information like sunrise, sunset, lunch breaks, and the best place to park. This is not only great for organizing a large group of freelancers, but also ensures that everyone on set has each other's contact information in case something unexpected happens.
Call Sheet Tip: Make Copy Highlightable
My first tip for writing call sheets is to make sure they are highlightable and that you can copy directly from the call sheet. This allows you to easily transfer information from the call sheet to your phone if something is happening on set.
Essential Elements of a Call Sheet
Now that we understand why call sheets are so important, let's break down what to include in a call sheet.
Production Information:
Production Name, Client Name, Shoot Date, and General Call Time: This information should be in large letters at the top so that everyone knows these key details. Note that call times may vary for different individuals. For example, some actors may not need to show up at the same time as the rest of the crew. Sound technicians typically need less setup time than other crew members.
Breakfast and Lunch Times: If you have an early call time, I recommend providing breakfast and allowing people to arrive 30 minutes to an hour earlier so they can eat and get acquainted. Breakfast time, lunch time, and the craft services contact information should be clearly stated, typically at the top of the page.
Weather Forecast and Sunrise/Sunset Times: Include this information on the top of the page as well.
Key Production Contacts:
Key Players Information: Include the contact information for the producers, director, and assistant director (AD). Typically, the AD will be responsible for filling out and sending the call sheets.
Emergency Information: It’s crucial to include the nearest hospital’s address and phone number, just in case of any emergencies on set.
Pro Tip:
Always Have a first aid kit on set. I keep one in my car, and it has saved me more times than I can count. Remember we work with heavy pieces of equipment, and so it’s always good to be prepared.
Q&A Section
Before moving on to the cast and crew call times, I like to include a Q&A section. This can cover questions like:
● Who is the best person to contact?
● What time is wrap?
● Who does the talent need to speak to for talent releases?
● Any specific location details like "use the toilet on the first floor" or “don’t go through the side entrance.”
Cast and Crew Call Times
Next, fill out the call time information for the cast and crew. This is where you list each person's name, role, phone number, email address, and any notes. It’s often helpful to organize this by department, with each department’s names clustered together. For example, the camera department would have the director of photography listed first, followed by the camera
operator, first AC, second AC, and possibly a utility person. I'll go down the line listing out every other person per department, whether that's art department, wardrobe, etc. This is the dedicated space to let every single person know what their individual call time is. If possible, it’s good to add a section highlighting a rough schedule of the day with the times you want to shoot each scene and at what time keys details of production are taking place. This way everyone on set has a rough idea of what needs to be done at each time. Just another way to help promote on set synergy.
Let’s Wrap
Every project is different and may require varying levels of detail in the call sheet, but the good news is that many sites including celtx.com and nofilmschool.com have templates for you to use. If you’re still nervous about filling out your call sheet, just remember the most important thing is letting everyone know when and where they need to arrive for your production. The goal is to stay organized, work together, and create incredible works of art.
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