Here’s a simple guide for creating a call sheet for any small location based production such as covering a local event, shooting a short film or a documentary. I find keeping things short and simple is the key; keeping the call sheet to a max of 2 pages if possible.

At the top

Sounds obvious but include the title of the film at the top.

Then below have the shooting date, location name, and call sheet number (if you have more than one). Having the date and location in clear bold print at the top will help when you have a few call sheets to juggle with!

Crew Details

Ensure all crew and cast / talent contact details are on the list, including name and role. You never know who might need to contact who and not all cast and crew may have met by this point.

Location Details

Have the address, telephone number and a map is also a good idea as people driving may not have sat nav and I’ve always found a map on the call sheet to be very important!

Health and Safety Notes

It’s a good idea to consider all elements you may come across on your shoot and include them on the call sheet. Examples of these might be:

1. Environment – busy environment / in a dangerous area, busy road, next to water
2. Weather – waterproof equipment, clothing, sun cream, lots of water, extreme temperatures
3. Equipment – awareness of any special equipment such as lighting rigs, cranes, etc
4. Clothing – any special clothing requirements, footwear, hi-vis jackets, etc.

Schedule

A short, concise schedule for shooting is a great idea. Ensure you include a call time and wrap time so no one is late. Then list what scenes / shots you will need by which time, or if you’re shooting an event list the order of events. For example:

08:00 – Call Time

09:00 – Interview with Joe Bloggs

10:00 – Interview with John Smith

11:00 – Exterior Shots

13:00 – Interview with Company

14:00 – Live music gig

17:00 – Wrap

No need to go into extensive detail, that’s what the shooting schedule is for!

Transport / Travel Schedules

Some crew members may have special transport or travel arrangements sorted, such as:

• Train tickets
• Mini Bus departsure
• Lifts from a crew member
• Plane ticket.

Include departure/arrival times, booking references, and contact info for all those involved.

Equipment

I like to include an equipment summary for smaller shoots so everyone knows what they are using. This also includes whose supplying stock (us or them, don’t want to turn up on the day with no stock!), where equipment can be stored safely and any available power sources.

Facilities

If you’re filming outdoors on location, you may need to list things such as:

• Toilets
• Food and drink
• Parking
• Green room availability

Expenses

Remind crew about what they need to do in order to claim expenses i.e. bring receipts and expense forms to hand in on the day.

Weather Forecast

Especially if you’re shooting outdoors.  You can usually find a weather forecast up to 5 days in advance.