How to Make a Call Sheet for Film & TV (Free Example)

call sheet for film

How to make a call sheet for film

The daily call sheet is a filmmaking term for the schedule implemented by the assistant director (AD), using details from the shooting schedule and shot list associated with each scene that will be filmed that day. The callsheet is send to the cast and crew of the film production to let them know about where and when the filming is going to take place.

Planning your shoot means anticipating your needs before you get to set. The call sheet isn't just a tool to tell your cast and crew what time to be where, but also to prepare for the unexpected. Weather conditions and nearby hospitals are a must on the call sheet, and parking rules and regulations are another, less dire, but appreciated practice.

There is a lot to remember when building a call sheet, so StudioBinder has taken the liberty to make your life easier with its call sheet template. If you forget what goes on the sheet, don't worry. Everything you need is laid out for you. Your only job is to plug in your specific information.

Take a look at StudioBinder's free call sheet builder below.

Making a call sheet correctly is very important. This is how your cast and crew know where they’re going, what they're doing, and when they’re doing it. Let’s walk through the steps.

1. Add production info

The top of a call sheet has the most general information about the production. These are things like the project title, the production company involved, and the contact information for high-level personnel like producers and assistant directors.

With StudioBinder, you can even add your production company’s logo and a project icon to give your call sheet a more professional look.

2. Include shoot day info

This top section should also include information about the specific shoot days. You’ll want to add factors like:

• Shoot Date
• DOOD (day out of days)
• Call times
• Weather forecast
• Schedule (crew call, cast call, shooting call, meal times)
• General notes/special announcements (any considerations the cast and crew should be aware of)

StudioBinder will fill some of this in automatically based on your location and date, and the weather will update based on any forecast changes.

3. Enter location details

You’ll want to let your team know more about what to expect from a shoot location. This means your call sheet will typically include:

• Location name

• Address

• Parking details

• Additional notes (location contact, etc.)

• Nearest hospital (must have a 24-hour emergency room)

Like with the dates, StudioBinder can automatically complete a lot of this information for you. You can add more locations manually, or select from locations you’ve entered previously.

4. Set the shooting schedule

Next, you’ll want to outline the day's shooting schedule. This means addressing what is being shot when and where. Other information to include:

• Scene numbers
• Scene descriptions
• Cast
• Location
• Page counts
• INT. or EXT.
• Start times
• Time allotted for the scene

This can take a long time if you’re doing it manually. But with StudioBinder, you guessed it, information will be populated automatically if you've completed your shooting schedule in advance.

Of course, you can manually arrange elements if necessary by dragging and dropping, or hide/reveal columns as needed.

5. Add an advance schedule

If you want to go above and beyond, you can also include a schedule for the following day. This is optional, but usually appreciated by the cast and crew, who will see what to expect ahead of time.

StudioBinder will also do this automatically if you want it – no additional work required.

6. Add the cast

Up next: your cast information. This includes their full names along with their character names, cast ID numbers, status (whether they’re starting that day, wrapping up, or in the middle of multiple days), pick-up times if they require transportation, a hair and makeup call time, and a call time to be on set.

It’s a lot of information, and luckily StudioBinder will help you out, filling in data from the shooting schedule. It can be adjusted as needed.

WHAT DOES STATUS MEAN ON A CALL SHEET?

The status column indicates the length of the talent’s job on a multi-day project. The column is populated with a combination of the letters S, W, H, F, which stands for Start, Work, Hold, Finish.

• “SW” stands for “Starts Work,” it is the talent’s first day on the job
• “W” stands for “Works,” your talent is in the midst of their job
• “WF” stands for “Work Finish,” it is your talent’s last day on the job
• “SWF” stands for “Start-Work-Finish,” talent works for just that one day
• “H” stands for “Hold,”your talent is not being used that day

WHAT DOES PICKUP AND ON SET MEAN ON A CALL SHEET?

Pickup indicates what time talent will be picked up for transport to set. This is most often used when talent is shooting away from home, and will be shuttled from their hotel lodging.

On local projects, talent may drive themselves to set. In this case, you can leave the pickup column blank or enter O/T which stands for “Own Transport.”

The “On Set” call time column indicates what time the talent must be finished with makeup / wardrobe, and report to set for performance.

7. Include background and extras

Some scenes will require background actors and extras, and that should be noted in the call sheet. Background actors used to populate locations are referred to as “atmosphere.” Extras are often more involved, like a waiter in a restaurant scene. Some information to include: 

• Description of atmosphere/extras

• How many are needed

• Call times for pickup, costuming, hair and makeup, and on set

Extras that have been tagged in StudioBinder’s script breakdown software can be selected and added without needing to manually enter them.

8. Provide department notes

Every shoot day is different, so make sure you include any specific notes that certain departments should be aware of. This can be props, stunts, sound, set dressing – anything of note.

This information can also be transferred over from your script breakdown in StudioBinder. This can save a huge amount of time, and ensures nothing is forgotten when the shoot day comes.

9. Add your crew

You can’t make a movie without a film crew, and so a call sheet needs to include their information as well. That means names, role or department, and specific call times. Typically, you’ll want to organize this grid by department.

If your crew has already been assigned in your StudioBinder Project Contacts, they’ll auto-populate in your call sheet. You can adjust individual status and call times as needed.

10. Distribute the call sheet

What good is a call sheet if it isn’t sent out? No good at all. Usually, you’ll send out your call sheet as a PDF via email the night before the shoot day. You can also print the call sheets out and distribute them by hand on set the day before.

StudioBinder makes the distribution process easy. You can email or text the sheet, choosing recipients, adding personalized call times and messages.

You can also send production announcements if anything changes after you’ve sent it out.

You can also preview the call sheet in all its forms (desktop, mobile, email, text) to make sure it looks right.

11. Confirm the call sheets were received

In an ideal world, your recipients would send some sort of confirmation that they have received your call sheet. This could be a text, a phone call, an email, or verbal confirmation.

But this can clog an AD’s inbox and potentially create a lot of unnecessary confusion. StudioBinder allows you to track call sheet status per recipient. You’ll see view counts, and also be notified if an email bounces.