What Is a Call Sheet? How to Make One for Your Production

A call sheet is the daily communication document that tells every person on a production exactly when and where they need to be. It’s typically sent the night before a shoot or event day and includes call times, locations, contacts, weather, and any other need-to-know information.

If the run of show is your minute-by-minute plan, the call sheet is the “here’s what you need to know before you arrive” document.

Who creates the call sheet?

In film and TV, the assistant director (AD) or production coordinator creates it. In live events, it’s usually the production manager or stage manager. In corporate events, the event producer or coordinator handles it.

Regardless of the title, the person creating the call sheet needs access to the full schedule, crew list, and venue information.

What goes on a call sheet

Header information

• Production/event name
• Date
• Day number (e.g., “Day 3 of 5”)
• Weather forecast
• Nearest hospital/emergency info

Call times

• General crew call
• Department-specific calls (audio arrives 30 min before lighting, etc.)
• Talent/speaker call times
• Client/VIP arrival times

Location details

• Venue name and full address
• Parking instructions
• Load-in dock access
• Security/check-in process
• Wi-Fi network and password

Contacts

• Production manager (primary contact)
• Department heads
• Venue contact
• Emergency contact

Schedule overview

• High-level day plan (not the full run of show, just key milestones)
• Meal break times
• Expected wrap time

Notes

• Dress code
• Special requirements (safety briefings, credential pickup, etc.)
• Changes from previous days

Paper vs. digital call sheets

Traditional call sheets are PDFs emailed the night before. They work, but have a significant weakness: they’re static. If something changes at 5am (a location change, a delayed start), you have to re-send the PDF and hope everyone sees it.

Digital call sheets — whether built into a production planning tool or shared via a real-time document — solve this by updating in place. When the production manager adjusts a call time, everyone’s version updates automatically.

With a tool like ProductionPlanner.io, your call sheet information lives alongside your schedule, team list, and resources. The crew can check their call time, see the day’s schedule, and find venue details all in one place, from their phone.

Figure: Call times and assignments live alongside the schedule — every crew member sees exactly when and where they’re needed.

Tips for better call sheets

Send it by 6pm the night before. People need time to plan their morning. A call sheet at midnight helps no one.

Lead with the most important info. Call time and location go at the top. People shouldn’t have to scroll to find when they’re needed.

Include a map or pin. Especially for locations people haven’t been to before. A Google Maps link is better than a written address.

Highlight changes. If this is an updated call sheet (version 2 or later), clearly mark what changed from the previous version.

Keep it to one page. A call sheet is a quick-reference document, not a detailed production manual. If it needs more than one page, you’re probably including too much.

Call sheet template

Here’s a simple structure you can adapt:

[PRODUCTION NAME] — CALL SHEET
Date: [Day, Date]
Day [X] of [Y]
Weather: [Forecast]

CREW CALL: [Time]
LOCATION: [Venue, Address]
Parking: [Instructions]

KEY TIMES:
- [Time] — Load-in begins
- [Time] — Sound check
- [Time] — Doors open
- [Time] — Show start
- [Time] — Expected wrap

CONTACTS:
- Production Manager: [Name] [Phone]
- Venue Contact: [Name] [Phone]
- Emergency: [Nearest hospital + phone]

NOTES:
- [Any special instructions]

Wrapping up

A good call sheet respects people’s time by giving them exactly the information they need to show up prepared. Keep it concise, send it early, and make it easy to access. Your crew will start the day informed and confident rather than confused and asking questions.