What is a Call Sheet? A Guide for Event Production
• John Barker
A call sheet is the first document your team sees on the day of a production. It answers the most basic but critical questions: where do I need to be, when do I need to be there, and what’s happening today?
What is a call sheet?
A call sheet is a document distributed to cast and crew ahead of a production day. It’s the logistical companion to the rundown — while the rundown covers what happens during the show, the call sheet covers everything leading up to it.
A typical call sheet includes:
- Date and venue — where and when
- Call times — when each person or department needs to arrive
- Contact information — key phone numbers and emails
- Day’s schedule — high-level overview of the day’s plan
- Parking and access — how to get in and where to park
- Catering — meal times and any dietary considerations
- Weather — for outdoor events
- Safety information — emergency contacts, first aid, evacuation
Call sheet vs. rundown — what’s the difference?
| Call sheet | Rundown | |
|---|---|---|
| When it’s used | Before the production day | During the show |
| What it covers | Logistics, call times, contacts | Show content, timing, cues |
| Who reads it | Everyone involved in the production | The production and technical team |
| When it’s sent | The day before (or earlier) | Shared during pre-production, used live |
They serve different purposes but work together. The call sheet gets everyone to the right place at the right time. The rundown takes over from there.
What to include in your call sheet
The essentials
Production name and date — sounds obvious, but when a crew member is working on multiple shows, clarity matters.
Venue details — full address, parking instructions, load-in location, and any access codes or security procedures. Include a note about what door to use — large venues often have multiple entrances and it saves a lot of confused phone calls.
Call times — list every department and their required arrival time. Not everyone needs to arrive at the same time:
- Load-in crew might arrive at 6am
- Technical crew at 8am
- Talent at 10am
- Doors open at 6pm
Key contacts — production manager, venue contact, emergency numbers. Keep this short — only the people someone might actually need to call.
The helpful extras
Day schedule — a brief overview of the day’s milestones: load-in, rehearsal, lunch, doors, show, load-out. This gives everyone context for how their call time fits into the bigger picture.
Catering — when meals are served and where. If there are dietary accommodations, note them.
Dress code — especially important for crew who will be visible to the audience. “All black, no logos” is a common production standard.
Wi-Fi details — network name and password. Simple, but frequently forgotten.
When to send it
Send your call sheet the day before the production at a minimum. For larger events, send a preliminary version a week out with a final update the evening before.
The key is giving people enough time to plan their morning — especially if call times are early or the venue is unfamiliar.
Common mistakes
- Sending it too late — a call sheet at 11pm the night before a 5am call is stressful for everyone
- Wrong or missing address — double-check the venue address, especially for venues with multiple buildings
- No parking info — crew arriving with a van full of equipment need to know exactly where to go
- Too much information — a call sheet should be one page. If it’s longer, you’re including information that belongs in the rundown
- Not updating it — if the schedule changes, send an updated call sheet and clearly mark what changed
Digital call sheets
Traditionally, call sheets were emailed as PDFs or printed and handed out. That still works, but digital tools make it easier to update and distribute them — especially when last-minute changes happen (and they always do).
The advantage of digital call sheets is the same as digital rundowns: everyone always has the latest version, and updates happen in real time.
Making it work with your rundown
The smoothest production days happen when your call sheet and rundown work together seamlessly. The call sheet gets everyone to the venue, briefed, and ready. The rundown takes it from there.
When both documents are clear, current, and accessible, your team spends less time asking questions and more time doing their jobs.
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