Call sheet basics: what to include and when to send it
By Crews Now · Updated October 21, 2026 · 4 min read
A call sheet is the one-page plan for a shoot day. It tells every cast and crew member where to be, when, and who to contact. A clear call sheet prevents most of the problems that cost time on set.
What to include
- Production name, shoot date and day number (for example, Day 2 of 3).
- General crew call time, plus individual call times where they differ.
- Location address, parking, load-in instructions and the nearest hospital.
- Schedule of scenes or setups, with estimated times.
- Key contacts: producer, director and production manager, with phone numbers.
- Crew and talent list with roles and call times.
- Weather, sunrise and sunset times for outdoor shoots.
- Meals and any special instructions such as wardrobe, security or site safety rules.
When to send it
Send the call sheet the day before the shoot, usually in the afternoon or early evening once the schedule is locked. Ask everyone to confirm they received it. If anything changes, send an updated version and make the change obvious.
Common mistakes
- Leaving out parking or building access details, which delays the start.
- Missing phone numbers for the person running the set.
- Sending it too late for crew to plan their travel.
- Several versions in circulation without a clear "latest" label.
Make call sheets faster
Crews Now Studio helps you plan a production and create call sheets for your crew. When you need people for the day, browse crew by role and city.