How to make a call sheet

Start with the shooting schedule and the people assigned to that day. Then add the practical information someone needs to arrive prepared. A call sheet is most useful when a crew member can find their call time, address, and essential instructions quickly.

1. Identify the production and shoot day

Include the project title, production company, date, shoot-day number, and revision. Label drafts clearly. Make the general crew call prominent, but do not assume it is every person’s arrival time.

2. Confirm locations and arrival instructions

List the shooting address, parking, and basecamp separately. Add access instructions, a location contact, and any planned company move. Check the map pin as well as the written address.

3. Add the day’s shooting schedule

Summarize scenes in shooting order with descriptions, locations, and relevant cast. Include meals and company moves. The detailed camera plan belongs in the shot list; the call sheet should remain easy for every department to scan.

4. Set crew and cast calls

Group crew by department. For cast, include character names and the applicable transport, hair and makeup, wardrobe, rehearsal, and on-set times. Work backward from when each person is needed on set, allowing preparation time.

5. Add safety and department information

Include verified emergency-room details, the production contact, weather-related instructions, and relevant safety reminders. An automatically suggested facility is a starting point: production should verify that it provides the required emergency service and is suitable for the location.

6. Review the document before sharing

• Correct date, revision, and shoot-day number.
• Each person’s call time confirmed.
• Addresses, parking, access, and map links checked.
• Schedule, meals, and moves agree with the production plan.
• Emergency details verified.
• Phone readability and printed page breaks checked.
• Recipients reviewed and the final version clearly identified.

Example: three different call times

This example illustrates why a general crew call alone is not enough. Use the actual preparation needs and agreements for your production.

Build it from the schedule you already have

With Pre-Pro HERO Call Sheets, a connected Shot Flow project carries the schedule and people into the call-sheet workflow. You still review individual calls and day-specific details before exporting.

Still building the camera plan? Read how to make a shot list.