When you start working on a film project, it won't be long before talent and crew details are exchanged. You'll want to store this information in a film crew list template so it'll be easy to search and share this information with your team.
Production contact lists tend to be pretty simple (name, role, email, phone), but what about all the other details you’ll need to commonly keep track of for cast and crew (i.e. day rates, paperwork status, agent contact info, wardrobe sizes, etc.)? How about vendors, props, or rentals?
We’re going to take it a step further. Whether you’re looking for a simple production contact list template, or a more in-depth booking sheet to track the finer details — we’ve got you covered. Our booking sheet comes with the following sheets:
- Film Crew List Template (including list of film crew positions)
- Cast List Template
- Vendors List
We’ll go over each of these sections, and why they’re so important, below.
Before We Begin, Download the Film Crew List Template
Before we begin, download our Film Crew List Template and Booking Sheet. Just click the button below, make sure you are logged into gmail then click the make a copy button to save to your drive.
1. Managing details with the film Crew List template sheet
The Crew tab is where you track all your potential and booked crew members. In our booking sheet, we’ve included a list of film crew positions most commonly used on productions, broken up by departments. The columns indicate useful details to collect for each entry.
Feel free to modify as needed. Here are some additional columns you could add:
- Credited names
- Special requests
- Emergency contacts
Pro Tip: Add Favorite Crew to Your Template
If you find yourself working with the same talent or crew on a recurring basis, add them under the Potential Hires row, and then save the booking sheet as new template. Then, starting a new project will be as quick as making a copy of the template, and re-naming it as your new project name.
2. Managing the Cast List
Moving on from the film crew list, the Cast List tab holds all the information related to actors, models or hosts. Again, feel free to add additional columns that fit your production needs. Here are some column ideas for talent:
- Agent information
- Wardrobe measurements
- Preferred credited name
- Preferred airport
- IMDB links
- Number of rehearsal days
Pro Tip: Collect Details All at Once if You Can
As a ‘do it now’ business, it’s always best to get as much info as you can while you have cast or crew member’s attention (i.e. on the phone / in-person). It can sometimes be tough to get in touch again, and it’s preferable for them to be asked for details all at once versus being pinged over and over again.
3. Vendor details in one place
If you work on multiple projects with different production companies or on COD accounts, sifting through paperwork for details can quickly become a time sink. Here are some additional vendor columns you may want to add to your booking sheet:
- Rental details
- After hours details
- Emergency contact
- Number of days equipment is needed
- Map-links (for quick copy-pasting into emails / text messages)
Pro Tip: Distributing Information with Your Team
Did you know that you can cut-and-paste directly from Google Sheets into the body of your email? It retains all the formatting, and looks great! You’ll find yourself wanting to do this when emailing details for vendor pickups for runners, sizing for talent, location scouts, and many other use cases.
4. Identify key props for scenes and how to source it
This sheet identifies key props in scenes. We included a dropdown to identify where the props can be sourced from (i.e. borrow, purchase, rent, or create). A good time to populate this sheet is when you begin marking the script and creating the script breakdown.
Additionally, you can share this sheet with your prop master or production designer to populate it further. You can also share it with a 1st AD to input the props into their call sheet template or call sheet software like StudioBinder.
5. Listing expendables and crafty in one place
Expendables are items that the production unit should consider bringing to set or basecamp. They range from tables, chairs, trash cans, coolers to crafty snacks. To give you a head start, we have included some of the most common expendables and quantities in this one template . Feel free to modify it as needed.
This sheet (particularly the ‘crafty’ section) can be printed to become a shopping list for runners.
6. List out rentals by department and where/how to acquire them
Much like the Props and Expendables sheets, the Rentals sheet outlines the gear that should be rented for each department. Sometimes it may be more cost-effective to purchase or borrow equipment rather than rent it so we included a dropdown to identify how the item will be sourced. Some columns you may want to add:
- Pickup and drop-off dates
- Who will pick it up
7. Be careful what you share with whom
Every project is unique, but distributing private information such as home addresses, payment details, social security, Tax IDs, and other information should only be done on a need-to-know basis. This information can be leaked easily if it falls into the wrong hands. Always make sure that you have approval to distribute personal details from the Producer, LP, PM before doing so .
8. Save time by using Google Drive or a CRM like StudioBinder
The booking sheet contains sub-tabs to track film crew, talent and vendor details, and can be modified to fit your needs. We’re fans of “Google Sheets” because it’s easy to share a link and collaborate with a team.
We also think that free film management software like StudioBinder makes it easier to not only manage cast and crew contacts, but also transition into creating and sending call sheets to them. Full, disclosure, StudioBinder is the company that brought you this article and booking sheet template, but we really do have a create solution to streamline the the production workflow.
Next Up: Going from Contact Lists to your Call Sheet Template
Productions can expand quickly so it’s important to keep visibility with a good contact management system. These details become especially important as you start populating your call sheet.
Want to learn more about how a call sheet is created, approved, and confirmed?
Want to dive deeper into the details of what goes on a call sheet?
Have any other questions, comments or suggestions? Let us know in the comments below.
Latest posts by Darya Danesh (see all)
- The Only Shot List Template You Need — with Free Download - July 29, 2016
- Top 10 Storyboard Software of 2016 (with free Storyboard Templates) - July 17, 2016
- 8 Websites to Find & Hire a Storyboard Artist - June 11, 2016