Theatre Call Sheet Template

1. Fill out header

First, let's start by establishing the date and time front and center on your theatre call sheet template. This will be your general call time which your cast and crew will see, which you can adjust at any time.

Now begin listing out key call times throughout the day in the mini schedule, from crew call to estimated wrap time, on the top right of your header. 

This includes the title of the stage play, the address, the theatre production company, and the stage manager/assistant stage manager’s names and contact information.

2. Add set locations

Now let’s get the stage location identified on your theatre call sheet template. It’s always good to establish the address of the theatre or practice location, as well as the nearest parking structure and hospital (you wouldn’t want those ballet stunts performed without medical professionals nearby!) 

If you already have locations saved in StudioBinder, you can click Import Location just beneath your locations grid to transfer them directly. This way you won’t have to retype them for every new stage call sheet.

3. Create a performance schedule

Whether you’re creating a call sheet for the big day, or just for a big rehearsal day, a well-organized schedule is the most important part of any theatre call sheet template. 

For our own call sheet example, we’re balancing actors on our main stage, as well as some rehearsal choreography in between. To make sure it’s all clear, we’re keeping our cast, location, script pages, and estimated time columns all enabled so nothing gets lost in the shuffle.

After you've built out your prelim schedule, you can begin planning out custom Banners for meal breaks or any intermissions during your stage play.

4. Add cast and crew

Now you’re ready to make sure all the stars of the show (frontstage and backstage) are acknowledged and assigned on your theatre call sheet template.

It’s good to remember that some actors will require pickup times separate from their call time, so coordinate with their assistants for the best time windows.

Stage crew scheduling tends to be more straightforward. We’re situating the main production crew running the show (director/stage manager) first, followed by our music directing talent and technical stage engineers. 

If timing shifts for any individual in your cast or crew, just click their set time and readjust!

5. Add instructional notes

When it comes to stage production, some of the smallest details need to be communicated to everyone so the entire machine can run efficiently in real time. Lighting, sound, costumes, an important note for one of these departments may be important for all of them. This is why establishing Department Notes on your theatre call sheet template is helpful. 

We have instructions that extend from the dressing rooms to the backstage production offices, so we’ll organize them in a ‘special instructions’ section of our call sheet example to make sure nothing gets missed.

6. Attach private messages

You’ve officially finished building your theatre call sheet template and now you’re ready to send it off to all the stage actors and crew. But before you send, you’ll have the option to attach a personalized note along with anyone’s copy. 

Just select the necessary call sheet recipients from your recipients list, select one or several people, then write your note in the notes field attached to their name.

7. Send and track call sheets

After you finish writing all your personalized notes to your performers and crew, review your theatre call sheet template layout one last time before clicking Send Call Sheet.

Now that your document has officially been sent to everyone, you’ll be able to monitor who received the email and who has yet to look at it.

If the status is marked as ‘bounced,’ this means the email was entered in wrong, giving you the opportunity to track down the correct email for that person.

Done!

Now that you’re finished building and sending your own theatre call sheet template, it’s time for the curtain call so we (your adoring audience) can applaud you for all your hard work! And remember, if you can always return to StudioBinder for more free call sheet templates.