Rehearsal Call Sheet Template

1. Fill out header

It’s no secret that the date and time of your team’s rehearsal is the most important aspect of any rehearsal call sheet template, so when you begin a new project, this will be the first feature you’ll input before your template is ready to go.

Now you’re filling out all the basic, need-to-know information in the header of your rehearsal call sheet template. For theater productions specifically, you’ll want to write in the stage manager’s contact info and the theater production company if applicable.

For a film or tv rehearsal call sheet, make sure you have the executive producer and assistant director contacts on display, as well as the network or studio. Once you enter the rehearsal day, the day’s weather forecast will automatically be added as well.

2. Add rehearsal location

Whether it’s a performance stage or a soundstage, you’ll want to make sure your team’s meeting location info is displayed near the top of your rehearsal call sheet template. If you’re running through dance routines or stunt performances, it’s important to also make sure a nearby hospital with a 24-hour emergency room is featured. 

You may already have your basecamp locations saved in StudioBinder. In that case, just click Import Location to transfer those directly and save yourself a bit of time.

3. Add rehearsal schedule

You’ll likely receive a rehearsal report with a general time structure from the director or choreographer, so now it’s time to structure it all into a clean schedule on your rehearsal call sheet. 

For our call sheet example, we’re just keeping the important columns we need displayed for a practice day. We got the cast, stage, script pages, and estimated rehearsal time all in there. But we haven’t decided which pages we’ll use for the lighting rehearsal yet so we’ll leave that section blank for now.

4. Add cast and crew

Now let’s get the whole cast and crew team lined up on your rehearsal call sheet template. For the actors, talk with their assistants about pickup times and how long they’ll need between their official call time. Dress rehearsals will obviously require more preparation than table reads, so coordinate these windows wisely.

Your stage crew list may be relatively small depending on how elaborate your rehearsal is. Our rehearsal call sheet has our lighting designer, sound engineer, and props master listed because we’re close to our first big live stage performance and we want to make sure everything’s functioning properly. 

If timing changes for any individual in your cast or crew, you can simply click their set time and readjust it.

5. Add instructions

A rehearsal day comes with lots of experimentation, and with a great amount of experimentation comes a great amount of instructional notes. These notes may highlight safety equipment, multiple versions of props, or even dressing room logistics. 

It may sound obvious, but for a high profile tv rehearsal call sheet, notes like “phone recordings not allowed” are often more necessary than you’d think. 

For our rehearsal call sheet template, we’re keeping it simple by just listing the department and the notes they want posted.

6. Include private messages

Now that you’ve finished filling out all the important aspects of your rehearsal call sheet template, you’re ready to send it out. But before you do, you may want to attach specific messages with certain individuals’ copies. 

These notes can range anywhere from simple thank yous for including the rehearsal time in their busy agenda, to important production notifications like “please bring these important stage management documents.”

7. Send and track call sheets

Once you’ve included all your individual notes, you’ll be able to look over the final version of your rehearsal call sheet template one last time before sending it out to everyone.

When you confirm the formatting looks good, just click Send Call Sheet and your full rehearsal report has now been delivered! From here, you’ll be able to view who in your production contact list has received and opened your document. 

If an email was mistyped or simply doesn’t exist, the status will read as ‘bounced’ and you’ll be able to reenter the correct email address.

You’re finished!

And there you have it, your rehearsal call sheet template has been built and sent out to your production team! These types of film and stage management documents tend to get more nuanced the more niche they become, so be sure to check out all of the free call sheet template examples StudioBinder has to offer.