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How to Build a Crew Call Sheet for a Photo or Video Shoot

The call sheet is the single most important document on a shoot day. It tells every crew member where to be, when to be there, what to bring, and who to call if something goes wrong. A good call sheet eliminates confusion before it starts. A missing or incomplete one creates problems that ripple through the entire day.

Here's how to build one properly.

What Is a Call Sheet?

A call sheet is a one-page (or two-page) document distributed to cast and crew before a shoot. It contains every logistical detail they need to show up prepared: location, parking, call times, schedule, and key contacts.

On a professional production, call sheets go out the night before the shoot. On smaller productions, many photographers skip them entirely and just send a group text. That works until it doesn't. Until someone shows up at the wrong address, or calls you while you're in the middle of a setup because they can't find parking.

A call sheet takes 20 minutes to build. It saves hours of day-of confusion.

What to Include

1. Production Information

• Production name and date
• Client name
• Producer or director name and mobile number
• Assistant director (if applicable)

2. Location Details

• Full street address (not just the neighborhood)
• Nearest cross street
• Parking instructions: where to park, where not to park, whether it's metered
• Any access codes or gate instructions
• Name and number of the location contact

3. Call Times

List every crew member with their individual call time. Not everyone arrives at the same time. The gaffer arrives before the talent, the stylist before the photographer. Stagger call times so the location isn't overwhelmed at once.

• 7:00 AM: Gaffer, Key Grip
• 7:30 AM: Photographer, 1st AC
• 8:00 AM: Hair and Makeup
• 9:00 AM: Talent

4. Schedule Overview

A high-level overview of the day, not a full shot list, but enough for crew to understand the flow:

• 7:00 AM: Crew call, setup
• 9:00 AM: First setup, talent on set
• 11:00 AM: Location change, second setup
• 1:00 PM: Lunch
• 2:00 PM: Afternoon setup
• 5:00 PM: Wrap

5. Crew List with Contact Numbers

Every crew member's name, role, and mobile number. This serves two purposes: crew can reach each other directly without going through you, and you have everyone's number in one place if you need to make a last-minute change.

6. Nearest Hospital or Urgent Care

Include this on every call sheet. You hope you never need it. The one time you do, you'll be glad it's there.

7. Weather

For outdoor shoots, include the forecast and any contingency plan. Even for indoor shoots, note if extreme weather could affect travel or parking.

8. What to Bring or Wear

If there's a dress code, parking pass requirement, or specific equipment each crew member is responsible for, note it here. Don't assume everyone remembers what you discussed two weeks ago.

Format and Distribution

Keep the call sheet clean and readable. This is a functional document, not a design piece. Use a simple table or list format. Bold the most important information: location address, crew call times, and key contact numbers.

Distribute it as a PDF so the formatting doesn't break across devices. Send it via email the night before the shoot, not the morning of. Include it in your project management system so it's accessible to everyone without hunting through email threads.

Common Call Sheet Mistakes

• Forgetting parking instructions: the number one source of day-of confusion on location shoots
• Using "TBD" for call times: if you don't know the schedule yet, the call sheet isn't ready to go out
• Not including the location contact's number: you are not always reachable and crew needs a backup
• Sending it the morning of: give people 12 hours minimum to adjust their plans

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A well-run shoot starts the night before, with a call sheet in every crew member's inbox.

Free Call Sheet Template

Use this template as a starting point for your next shoot. Fill in your production details, call times, and crew contacts, then export as PDF and send the night before.

Crexels.io helps photographers, videographers, and creative studios manage crew, track shoot logistics, and keep every project organized from pre-production through delivery. Start free, no credit card required.

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