What Is a Call Sheet?
The Call Sheet is the daily operational document distributed to all crew members. It tells everyone what they need to do, when, and who to contact. A new call sheet is created for each day of each market.
When to Create It
- Finalize and distribute 24 hours before each day
- For multi-market tours, create separate tabs: "Call Sheet-ATL-Day1", "Call Sheet-ATL-Day2", etc.
Structure
Header Section
- Program name and client logo
- Day X of Y (e.g., "DAY 1 of 5")
- Crew Breakfast / Crew Lunch times
- Sunrise / Sunset times (for outdoor activations)
- Weather: High/Low temperature
- Catering delivery details
Team Assignments
List each team member with their specific tasks for the day, organized by role:
- Technical Producer: Overall production oversight, AV team management
- Producer: Overall production, fabrication oversight
- Associate Producer 1: Staffing & field ops
- Associate Producer 2: Permitting & venue
- Junior: Admin, docs, tracking, comms support
Each person's tasks should include deadlines and priority levels (HIGH, MED).
Key Contacts
- Contact name, role, and phone number
- Include: IN team, client contacts, venue contacts, vendor leads
Daily Schedule
- Time-blocked schedule for the day
- Include crew meal times
- Catering delivery details and dietary restriction contact
Safety Notes
- Wind rule: 30mph+ = take things down
- Emergency procedures
- Nearest hospital/urgent care
Distribution
- Share via Google Chat and email to all crew
- Print copies for onsite reference
- Update if any changes occur day-of and redistribute