Essential Components of a Successful Call Sheet
Ever found yourself squinting at a call sheet, scratching your head and wondering "What exactly should be on this thing?" Trust me, you're not alone. Even after all these years, I recently faced this challenge. Typically, when I need to create a comprehensive call sheet with numerous moving parts, I delegate this task to a production manager. However, this time, I assumed the role myself, prompting me to consider not only what needs to be on this document but more importantly, why it needs to be there. It's not like there's a one size fits all template stamped with the industry's seal of approval.
Over the years, I've encountered a variety of call sheets. Some are as detailed as a novel, brimming with every conceivable piece of information. Others are so sparse they barely cover the basics. It often boils down to the project's scale. A multi-million-dollar production spanning numerous locations and involving a multitude of suppliers? You're going to need the "War and Peace" of call sheets. But for most projects the essentials suffice: names, contact information (mobile, email, or both), schedules, locations, directions, and invoicing particulars.
So, what's non-negotiable on a call sheet? Let's break it down:
Project Name: This isn't just for formality. It's the identifier everyone will use and it's what will appear on invoices when suppliers, crew, managers, and talent submit their bills.
Contacts and Crew Details: Provide a comprehensive list of all individuals involved in the production including clients, agency personnel, production team members, and crew. Clearly specify each person's role and responsibilities to facilitate efficient communication and workflow. Often, crew members are collaborating for the first time and while the gaffer might not need to know the client's VP of Marketing, having a detailed contact list can prevent on-set confusion and those awkward "Who's that again?" moments.
Date and Time: Clearly state the shoot date and call times for everyone. Crews typically agree to 8, 10, or 12 hour days. Ensuring everyone arrives at the correct time helps avoid unexpected overtime discussions.
Location Details: Provide precise addresses. Include clickable links to the locations so individuals can use GPS navigation to arrive at the exact spot. Additionally, include a map screenshot with the location and parking areas marked. Note any parking fees and applicable timings.
Daily Schedule: Provide a detailed step by step breakdown of the day's activities, including setup times, meal breaks and the specific scenes to be filmed. This schedule serves as a roadmap, ensuring the production stays organised and on track. Incorporating storyboard references into the schedule can be beneficial, allowing producers, clients, and agency personnel to verify that each planned shot has been successfully captured.
Equipment and Props: List what's needed. Nothing halts a shoot faster than realising something is missing. While most crew members are aware of their requirements, listing equipment and props prevents confusion and helps producers ensure everything is accounted for. If something is missing, having it listed makes follow up conversations more straightforward.
Special Instructions: Note any specific wardrobe requirements, safety protocols, dietary requirements or other unique directives.
Emergency Information: Provide details for the nearest hospital and emergency contacts. Hopefully this information will never be needed but it's crucial to have just in case.
Invoicing Details: Include everything from the job number to the contact person for invoice submissions along with instructions for companies or sole traders.
The level of detail in a call sheet may vary depending on the project's scale but ensuring these key elements are included keeps everyone aligned. A well structured call sheet serves as the single source of truth on production day, keeping the team organised and on track.
