Best Practices For Distributing Call Sheets: The Definitive Guide

You may have seen some of the fancy-looking call sheets from major Hollywood productions floating around online, and wondered what the heck they are.

A call sheet is the document that is sent out to all crew members at the end of each day, letting them know what time they will be needed on set the following day.

It’s an essential tool for film production that ensures everyone is working efficiently and effectively.

The call sheet also includes logistical information such as contact numbers and addresses, shooting schedule, scene details, daily call time/wrap time, and more.

A film call sheet is an on-set list of scenes, camera angles, and actors’ lines that is used by the director and camera crew.

It differs from a script in that it includes all of the action that will be filmed for a particular scene, even if parts are cut from the final movie.
 

A call sheet will typically contain the following information:

• Day(s) and date(s) of the shoot.
• Project title.
• Shooting location address, name, and contact number.
• Map to location of the shoot (if needed).
• Scheduled call times for cast/crew members (also known as “call times”).
• Crew list with contact numbers for every member of the department heads.
• List of meals breaks and wrap time (and where these will take place).
• Parking information (if applicable).

What Is A Film Call Sheet?

Tasks listed on a film call sheet include:

Opening Slate

In a production slate, the date, time, and location of the shoot are written by hand or typed onto a small rectangular piece of cardboard. Slates are then photographed as part of the first shot on every day’s shooting schedule.

The opening slate in a film call sheet notes when filming begins.

Scene

A description of what will be filmed in the particular scene.

Scene Numbers

Along with each scene, there is a number indicating where it falls in sequence with other scenes.

That way, crew members can easily find out what comes before or after their assigned tasks.

Script Supervisor

The person responsible for making sure that all dialogue stays true to the script throughout filming.

The script supervisor also notes special instructions for individual takes and takes note on everything that occurs during filming so that continuity can be maintained across multiple takes and different filming locations.

Overall, a film call sheet is a document that lists all the relevant information regarding each scene and shot of a particular production.

Call sheets are generally provided to crew members, cast, and extras prior to the start of principal photography.

The call sheet specifies where and when to report for shooting as well as any information about the roles they will play in the production.

Additionally, it can include information such as how many takes are expected for each shot, special instructions or notes, and any special requirements for cast or crew members.

Taken together, these pieces of information help each actor prepare mentally and physically for filming.

The call sheet is usually created by the 1st AD (1st Assistant Director) and is one of the first documents that is distributed on set before shooting begins.

Since it is an important document there are some very specific elements that must be included.

It should be printed on pink paper in order to distinguish it from other documents that may be printed on white or yellow paper. While each company sets its own standards, most have similar content.

It is best practice to limit any information about the scenes themselves (ex: script pages) so that non-cast/crew members do not have access to this information during the shoot.

The Components Of A Call Sheet In Filmmaking

Call sheets are the schedules that define the film production. They list every single scene and location, along with information such as shooting time, extras, and equipment needed.

Get it right and you can more easily manage a successful shoot. Get it wrong and, well, we’ve all seen movies like Waterworld or The Postman.

Taken from the world of television, call sheets have become an essential part of any professional movie production. You no longer have to rely on your memory or hope that the production coordinator has followed up with everyone on their end.

Call sheets are still just a tool to help you manage a project but there are certain things that need to be present for it to be useful. No matter what kind of call sheet you use, there are some elements that will never change:

Scene and shot list: Anyone planning to work on this production needs to know exactly what needs to be done and where they’re expected to be at certain times – if only so they can tell anyone else who asks why they couldn’t make it.

Locations and addresses: It’s no use having a map with the locations marked if everyone involved doesn’t know how to get there. Address details should also include contact numbers in case of changes at the last minute.

Starting With A Call Sheet Template In Filmmaking

Creating a call sheet template takes a little bit of time, but it can be well worth it. A call sheet describes what’s going to happen and what everyone’s role is on the production, including cast and crew members. Having a call sheet ensures that everyone will have the same information before they arrive on set.

TIP: Create an Excel spreadsheet with all of your relevant information in separate columns. You may want to start off with three or four columns (one for call time, one for wrap time and two for location addresses), but you can add more as you and your project expands.

The next step is to update your spreadsheet whenever you find out new information about shooting times or locations. For example, if the location address has changed, change the address in your spreadsheet. You want everything contained in your call sheet to be accurate so that no one is left wondering where they need to be or when they need to arrive at the location.

Once you’ve created your call sheet, keep it with you on set at all times so that you can make revisions as necessary. This will help ensure everything run smoothly during filming and prevent any issues from arising in post-production. 

Call Sheets Organizing Your Folders In Filmmaking

Folders are part of the film production process that most people don’t pay much attention to until they need to find what they’re looking for. You know that you have to organize your call sheets by date, but how do you do it?

Tame the chaos of your call sheets with this simple organization system. Organize your call sheets by date and take them one step further by putting them in a three-ring binder with dividers for each month. This is a great system as it allows you to flip through each month quickly if you need to.

You can also keep all of your crew resumes in the binder, or use them as a way to send crew members their information when they arrive on set. If you have multiple people shooting, use different colored highlighters at the top of each call sheet so you know which ones belong to the DP and which ones belong to the camera PA.

   

This will help avoid confusion between cameras and lenses when handing off footage or grabbing video files off the server in post-production. This system is an inexpensive way to keep everything organized. You don’t have to spend money on expensive plastic sleeves or binders with pockets; all you need is a folder.

Backing Up Call Sheets In Filmmaking

I’m getting ready to shoot a new project and recently realized I lost my call sheet. I was devastated until I realized that I’ve saved every call sheet from every project I’ve worked on for the last five years.

 __I’d like to share how I store my call sheets, in case anyone finds it helpful.

__I have a stack of folders that are labeled by year and month, so January 2012 is at the top of the pile right now. Inside each folder, there’s a labeled divider with “call sheets” written on it. Behind that is one large manila envelope (ideally acid-free) with all of my call sheets pasted onto it.

__There are two basic types of materials needed for a call sheet: contact information for crew members and locations/dates/times for everything else. I keep both in the same place so it’s easy to find any sort of info when prepping for production.

_The contact info is usually in an Excel spreadsheet or Word doc, while everything else is just a printout of emails, letters, or whatever other info needs to be there. 

__If you’re working with an assistant director or 1st AC, they can prepare your call sheet once they have all the info required.

Proofreading Your Call Sheet In Filmmaking

The Call Sheet is the heart of a film production. It tells you what is going to get done, when, and by whom. Your ability to make decisions depends on your ability to read and understand the Call Sheet.

The higher your reading skill and comprehension is,  the better you will be able to make decisions. Telling people about the Call Sheet is one of my favorite things to do because it’s so easy to understand why it’s so important.

You can actually see the impact of a bad call sheet on a shoot that I am sure you have been on. Here’s an example:

You arrive on the location late in the afternoon and ask where everyone is. You are told that they are all in town getting their hair cut . . . or nails done . . . or some other completely unnecessary thing that could wait until after work.

It doesn’t matter what the excuse was, when everyone arrives late, everyone is always “just finishing up something.” The truth is that they were probably just goofing off and didn’t want to admit it.

Since you were already running late, you had no choice but to start shooting with half of your crew missing. You ended up spending several hours more than expected working at night because half of your crew showed up in the

Getting Call Sheet Approved In Filmmaking

Getting Call Sheet Approved In Filmmaking

Getting Call Sheet Approved in filmmaking is very important and it is required for every production. It helps you to manage your cast and crew effectively during the shoot. A Call Sheet helps you make sure that everyone shows up at the right time, right place, and ready to work.

If a person doesn’t show up on the day of the shoot, then you can call him or her before the shooting begins so that they can be present.

Scouting is a crucial part of filmmaking that helps you to get the location of your shoot. You need to scout a lot before getting call sheet approved by the producer and if you don’t give your producer a good reason for not approving it then he may have to drop out the project.

Once your call sheet is approved by the producers, then it’s sent to all the major departments for making necessary preparations for the shooting. The producer sends this call sheet to all departments like the sound department, camera department, art department etc.

No matter how experienced a director you are, you still need to get a call sheet approved as it helps you to keep track of everything on set and make sure everything is running smooth and on schedule so that final product will be perfect.

Distributing The Call Sheet In Filmmaking

When I was on the production team of a feature film, one of the things I had to do was to makecall sheets. This is a document that tells each cast and crew member what they are supposed to be doing on any given day. It also tells them where they need to be and at what time.

It is very important and gets very complicated, because of course we have a lot of people in a lot of places who all have to be there at the right time.

So if you have one actor who needs a cab at seven in the morning, another actor who needs a car at ten in the morning, another actor who needs a car at three in the afternoon, then you know that’s going to involve some kind of scheduling on your part.

The thing about a call sheet is that it has to be distributed as early as possible so everybody can prepare themselves. What I would do was go through different parts of Los Angeles where all these actors live, knock on their doors and hand them out personally.

It never failed that they would want me to come in for some coffee or something like that. Sometimes it got too complicated and I had to say no, but there were times when they were really excited to see me.

Breaking Down The Call Sheet In Filmmaking

The call sheet is an essential tool for filmmakers. It’s the blueprint of your film and the reference point for all cast and crew members. Taken from the initial planning stage, it is updated daily with any changes throughout the production process.

Call sheets are sent to cast and crew with instructions about what to bring, where to be, when to be there, who they will be working with, and so on. The heart of the call sheet is its breakdown page, which is a grid that shows the various elements of the shoot in detail. The columns are headed by the department names (such as Camera Dept., Stunt Dept., Wardrobe Dept.) and each department has its own row.

This can be either a single person’s name or a group of people (for example, a producer could list multiple line producers). Each individual or group has its own column. The first one is always “1st A.” This stands for “first assistant” and refers to whoever is responsible for that department on set.

The next columns are usually “2nd A,” then “3rd A,” etc., each one representing a different assistant for that department — although this doesn’t have to be the case; sometimes it may refer to another named person or team involved in the production.

Preparing The Call Sheet In Filmmaking

Preparing The Call Sheet In Filmmaking

A call sheet is a list of personnel needed for the shoot and other relevant details. It is sent out to all the relevant personnel before the shoot. Many companies use email nowadays to send emails to all the relevant people.

Tasks To Be Completed by Crew Members

The crew members are given a lot of tasks to complete before the shoot, such as getting the wardrobe ready, makeup done, etc. This makes it easier for everyone, since they don’t have to worry about what they need to do. They can just focus on doing their job.

The DOP (Director of Photography) should also be given enough time to set up the camera and test out different shots or angles during rehearsals. This is so that he/she will have an idea of how he/she will capture the scene during the actual shoot day.

The Call Sheet should be given at least 2 days in advance. This gives everyone time to prepare for the shoot and get their wardrobe ready. Most of the time, you would find that actors are provided with a wardrobe team who will help them choose outfits and make sure they have everything they need for their roles.

The Call Sheet should include: Date, Time, Location, Director’s Name

Readying The Call Sheet In Filmmaking

There’s a lot of confusion out there about what the call sheet is, why you need it and how to put one together. The Call Sheet is a crucial part of any production, but often, filmmakers overlook its importance in early stages when they’re on a tight budget.

Trying to save money by figuring everything out as you go can result in missing an actor or ending up spending hours sitting around waiting for them to get ready instead of being productive.

Here are some things to keep in mind when putting together your own call sheet:

A call sheet isn’t a shooting script – It’s easy to confuse the two because they’re similar in appearance and function. A call sheet simply lists everyone who is scheduled to be on set that day and their corresponding scenes. This allows you to know if you’re going to have time for re-takes or pick-ups after wrap.

A call sheet should include: *-The date *-Your production title (if there’s a long name, consider shortening it to something easily readable) *-Location address *-Scene number and description *-Cast list with actor names and character names Note: If you have more than one unit working simultaneously, make sure each cast list is clearly marked so that no one gets confused.

Confirmation For The Call Sheet In Filmmaking

In filmmaking and video production, a call sheet is a schedule of the day’s shooting and equipment requirements. The call sheet is usually given to the crew of a shoot so that they may prepare in advance.

The call sheet lists all the scenes to be filmed, along with relevant information such as set, wardrobe, props, and cast, as well as any special notes or preparations for the day. It also includes transportation information and such logistical details as catering and sometimes accommodation and travel arrangements for cast and crew.

Tasks to be performed by specific members of the crew are listed on the call sheet, often including assistant directors (ADs), key grips, best boys, and other department heads.[1] Call sheets can also include weather reports. A sample call sheet is included in this article below.

When you get a call sheet, it means that the film is going to start shooting soon. Here are some of the basic questions that you will ask about the call sheet:

What is my character’s name?

What is my character’s back-story?

Who are the people around me?

How do I look? (hair, makeup, wardrobe)

Where am I supposed to be? (on set, in a location)

When do I need to be there?

   

Do I have any special lines to say?

How should I act or react in this situation?

What should I do if something goes wrong?**

Can I have a copy of the call sheet for future reference?