What is a Call Sheet? Everything You Need to Know:
In the world of film, television, and video productions, communication is key. Whether you’re working on a small set or a blockbuster film, everyone needs to know where they need to be, when, and what’s happening next. Precision and coordination are crucial for keeping things running smoothly and sticking to the budget.
That’s where the call sheet comes in.
A call sheet is a single-page document that serves as the production’s guide, ensuring everyone stays on the same page.
But what exactly does a call sheet include, and why is it so essential to a production’s success?
In this guide, we’ll cover everything you need to know about call sheets, from their purpose and key elements to how you can create them yourself using tools like Celtx.
What is a Call Sheet?
A call sheet is a one-page document used in film, television and video production. It outlines the schedule and logistical details for each day of shooting – it’s the ultimate itinerary!
Once a call sheet has been created, it’s distributed among the cast and crew, providing essential information such as call times, locations, weather updates, and safety protocols.
The call sheet is usually prepared by the assistant director (AD) or production coordinator and is typically sent out the night before. It keeps everyone informed and organized; there’s nothing worse than arriving on a busy set with countless cast and crew running around with no clue as to what’s going on!
Why Every Production Needs One
Whether you’re on a small indie set or a big-budget movie, call sheets are indispensable resources. Here are just some of the reasons why you need to utilize them for your next project.
Efficient Communication
Call sheets consolidate all the information needed for the day into one document. This not only eliminates confused but also reduced the likelihood of miscommunication.
In short, everyone knows where to be, what to bring, and what’s expected of them!
Time Management
With detailed, full schedules and various call times, call sheets ensure that cast and crew members are punctual and prepared for every single day.
Time is money in the fast-paced world of production, so being on time and ready is essential.
Logistical Coordination
From location details to transportation arrangements, a call sheet ensures that all moving parts of a production are in sync.
Accountability
Call sheets clearly outline key roles and responsibilities, making it super simple to identify who is in charge of what – and to chase them up if they don’t get things done!
Safety
With all those people and equipment present on set, emergency contacts, safety guidelines, and local hospital information are critical. If a problem does occur, having this information to hand ensures everything can be addressed quickly.
Related Reading: Script Breakdown | A How-To Video Tutorial with Templates
Key Elements of a Call Sheet
We’ve talked about the broad strokes of a call sheet but what exactly goes into a well-drafted one? Let’s break down the key elements of a call sheet:
Production Details
This is all the basic information you’ll need, including:
- The name of the project
- The shoot date
- Contact details for key personnel, for example the director, producer and AD)
Daily Schedule
The running times of the day:
- Call times for cast and crew
- Scene details and script pages to be shot
- Estimated wrap time (end of the day)
Cast and Crew Information
It’s crucial for everyone on set to know who’s who:
- Cast members, their roles, and specific call times
- A crew list with departmental responsibilities
Location Details
With some film shoots requiring multiple locations depending on the scenes that are being shot, addresses and location details are extremely important:
- Address and directions to set
- Parking information
- Nearby facilities
Weather Forecast
Being aware of weather conditions for the day is especially crucial when dealing with outdoor shoots.
Health and Safety
Again, with the sheer number of cast, crew and equipment on set, the call sheet needs to take safety extremely seriously. Information such as this needs to be within easy reach to all.
- Emergency contact numbers
- Nearest hospital or urgent care details
- COVID-19 guidelines or other relevant safety protocols.
Additional Notes
Call sheets can also include any special instructions or reminders for all departments. This could be anything from wardrobe, props, or equipment requirements.
Of course, we need to see a call sheet in action to understand how all this information comes together. Check out this call sheet example from an episode of Lost.
Now, let’s zoom in on the key elements of the call sheet, starting with the key members of the crew (top left-hand corner).
In the top-center is the leave time and crew call. This will be the start time for everyone on the crew, with key information on how to get from where the crew are based to the filming location, which is this instance is Diamond Head Studio.
Next, in the top right-hand corner, the date, shoot timeline and weather details put everyone on the same page.
Under that, we have the scenes being filmed. Notice the scene numbers in the first column aren’t directly after one another. This is because they’re all being filmed on the tank stage (underwater!). Film productions will usually film all scenes at one location before moving onto the next to save time and money.
Notice the notes on the call sheet re. the wrap party and leftover boxes. Call sheets are a great place to communicate an important message to the whole cast and crew.
Finally, under the scene list, we have the actors.
This section details the actors, their character, their arrival time, their time for hair and make-up, ending with when they need to be ready and any special instructions.
The majority of the actors for this day’s shooting are on standby. As this is one of the last days of filming, the director may want to do some ‘pick-up’ shots, hence holding the actors in case they’re needed.
Here’s another fantastic example of a call sheet from the twenty-second Bond movie Quantum of Solace. Notice how the layout is slightly different to include stunt and stand in artists.
Another James Bond call sheet example is from 2002’s Die Another Day. Again, this is a slightly different layout, but the required information is the same.
For more on call sheets and their back story, check out our dedicated blog, The History of Call Sheets.
How to Create a Call Sheet
With so much information to consider and include, creating a call sheet may seem daunting. However, if you break it down into manageable chunks, you can easily simplify the process.
1. Gather Information
Start by collecting all the relevant details about the day’s shoot. Consider the schedule, locations, and contact information that will be required by your cast and crew.
2. Choose a Template
Using a pre-made template can save time, ensure consistency and save on a whole load of stress! Many tools, like Celtx, offer customizable call sheets that are ready for you.
3. Organize the Schedule
Break down your shoot day into specific call times for cast and crew. Make sure to include designated breaks and estimated wrap times.
4. Include Key Details
Be thorough when adding information about the shoot location, weather, and safety protocols.
5. Review and Distribute
Before you send the call sheet out to your cast and crew, take some time to double-check it for accuracy. Once you’re happy, use email or a production management app to distribute it.
Celtx Call Sheet Templates
“Wait! Did you mention call sheet templates?” we hear you ask. Why, yes, we did!
Celtx simplifies the process of creating professional-grade call sheets, ensuring you don’t miss any critical details.
Our call sheets are a complete game changer, as they’re fully customizable and can be tailored to your production’s needs.
Not only that, if you use Celtx to write your screenplay, you can seamlessly integrate it with our call sheet template. Fully intuitive, the call sheet automatically pulls relevant scene details, saving you time and reducing errors.
Continuing with the integration theme, once you’ve completed your call sheet, you can send it out directly from Celtx as well as easily distribute any updates and changes!
Plus, with many productions working remotely with cast and crew all over the world, Celtx’s cloud-based platform means your call sheets are accessible anytime, anywhere and from any device. Neat, huh?
To check out Celtx’s free call sheet template, head on over here and grab your free call sheet download.
Learn from Sundance: Mastering Pre-Production: Setting Your Film Up for Success
How Celtx Simplifies Call Sheet Creation
So, let’s look at Celtx call sheets in action! Here is a quick tutorial on how to use Celtx to create your own in a matter of seconds. For this example, I’m going to use my screenplay, The Beach, to show you how easy it is.
First, on your Celtx dashboard, click on the script you want to schedule.
Then, in the left-hand menu, select Schedule.
Your schedule should now appear on screen, which has been automatically populated from the screenplay itself.
Next, select View from the top menu bar. A drop-down menu should then appear. From there, click Call sheets and Reports.
There should now be a white space in the center of your screen. To create a new call sheet, click New Call Sheet. A call sheet will then be created, starting on day one of your shoot.
From here, you can customize your call sheet to suit your needs.
Once you’re done, click Create.
Then you’ll have something like this, where you can populate all the information you need.
This is a very basic version of a call sheet, but you can be as detailed as you like – that’s the joy of a template! You can build on it as much as you like.
Best Practices for Call Sheet Management
If you’ll be overseeing creating call sheets for your next production, here are out top tips for creating and managing them.
Distribute Early
Send out the call sheet for the following day at least 12-24 hours before. You need to make sure everyone has ample time to prepare.
Double Check all the Details
Verify all information, including contact numbers, addresses, and schedules to avoid confusion or delays.
Be Clear and Concise
Ensure the call sheet is easy to read and understand. Use clear headings and logical formatting to present information. This is especially the case if you’re creating a call sheet from scratch and not using a pre-designed template.
Adapt for Changes
No day is the same on a movie set, and productions can often encounter unexpected changes that you’ll need to quickly adapt to. Be prepared to issue updated call sheets when needed and communicate these promptly to your cast and crew.
Incorporate Feedback
Peer feedback is extremely important in any creative industry no matter your position. Regularly solicit feedback from your cast and crew on the call sheets to ensure they meet everyone’s needs.
Conclusion
Call sheets are the backbone of any film, television, or video production. By providing a clear, organized guide for each shooting day, they ensure smooth communication, efficient time management, and overall logistical harmony.
Whether you’re working on a small indie film or a major studio project, call sheets keep everyone aligned and prepared.
With tools like Celtx, creating professional call sheets has never been easier. Ready to streamline your production? Start by creating your very own Celtx account and see what we have to offer!
Ready to keep learning? Try these articles next:
- Film Budgeting: Tips for Every Production Scale
- Celtx: Your Ultimate Tool for Creating an Efficient Shot List
- How to Block a Film Scene
