Published: May 27, 2024 | Last Updated: May 27, 2025
What is a call sheet? Definition & Meaning
A call sheet is a daily document that tells the cast and crew when to arrive, where to go, what scenes are being shot, and what they’ll need for the day. It includes shoot times, contact info, weather, parking, safety notes, and is usually sent out the evening before.
If you’re on a shoot, the call sheet is your guide to the day. It spells out when to show up, where to go, who’s working, and what scenes are on deck. Every hour on set costs money , the call sheet keeps the team on time and the production under control.
What’s On a Call Sheet?
Call sheets are based on the shooting schedule and script breakdown. The layout can vary, but these are the essentials:
- Call times for cast, crew, and departments
- Shooting locations with access info and parking details
- Scenes to be shot , with page counts and script details
- Weather forecast, daylight hours, and sunrise/sunset
- Cast status and abbreviations like SW, WF, PU
- Safety info, wardrobe notes, and key contacts
- Gear requirements, makeup times, and lunch plans
Big productions sometimes use specialized software to create call sheets. Indie teams often just send PDFs or Google Sheets. The delivery doesn’t matter as much as the accuracy. Everyone needs to know the plan, and one missing detail can ripple into a lost hour.
Who Builds It?
On a standard narrative set, the 1st Assistant Director builds the call sheet. They coordinate with the UPM, script supervisor, and department heads, then send it out the night before. On smaller projects, the producer may handle it. Some start filling it out days in advance, to work through gaps in the schedule or equipment list.
Call sheets usually go out between 6–9 PM the night before, once locations, weather, cast availability, and gear are confirmed. Crew are expected to read it that night and arrive ready to go.
Glossary: Common Call Sheet Abbreviations
Call sheets often use shorthand to save space and time. Here are the ones you’ll run into most:
- SW: Start Work , actor’s first shoot day
- W: Work , actor is working, but it’s not their first or last day
- WF: Work Finish , actor’s final shoot day
- SWF: Start Work Finish , actor works only that day
- O/C: On Call , available but not required to be on set
- N/C: No Call , not working that day
- PU: Pick-Up , time talent will be transported to set
- H/M/W: Hair, Makeup, Wardrobe
- HMU: Hair and Makeup; MUA: Makeup Artist; WD: Wardrobe
- BG: Background performers (extras)
- 1/8, 2/8, etc.: Scene length in eighths of a page
- D/N: Day/Night , when the scene takes place
- I/E or INT./EXT.: Interior/Exterior
- RTS: Ready To Serve , when lunch will be ready
You’ll also see general scene info like “INT. OFFICE – NIGHT,” which tells the crew it’s an interior night shoot , often shot during the day using lighting techniques like day-for-night. These details help grip, lighting, and camera departments prep ahead.
Scale and Format Depend on the Shoot
Not every project needs a full studio-style call sheet. A three-person documentary team might just list location, schedule, and contacts. Bigger sets need columns for pickups, second units, and meal delivery. Commercial and branded shoots might even include the client’s name and contact info if they’re involved on set.
Gear, Wardrobe, and Lunch , Don’t Skip Them
Small details can wreck a day. If you’re shooting talent, include a wardrobe note like: “No logos or tight patterns , bring two options.” If you need specialty gear or backup drives, list them.
And always include a lunch plan. Are you catering? Reimbursing receipts? Are there vegan or gluten-free options?
Access, Parking, and Real-World Clarity
If your crew is arriving in the dark, don’t just drop a street address , explain where the entrance is. Note if they need a code, if they’re using a freight elevator, or if they’re entering through an alley.
Additionally, parking instructions are crucial, especially when vans or grip trucks require extra clearance in tight garages.
Padding the Schedule
Be realistic. If you’re setting up lights and rolling in 30 minutes, you’re probably already behind. Budget time for load-in, makeup, technical checks, and reset time between scenes. Smart producers build call sheets with extra padding to avoid panic.
Summing Up
The call sheet is the heartbeat of your shoot day. It tells everyone where to be, what to bring, and how the day flows. It helps production stay on time, on budget, and out of confusion. Whether you’re making a one-day short or shooting a full season, a clear, well-structured call sheet makes sure no one walks onto set asking, “What’s happening today?”
Read Next: Ready to plan or run your shoot day?
Visit the Project Planning sub-section for scheduling, crew coordination, and pre-shoot logistics , or explore the full Pre-Production category for more resources.
Or head to On-Set Workflow to learn how to keep your set running smoothly , and explore more in the Production section.
