Production planning
What goes on a video shoot call sheet? A client-friendly guide
By Parlexa Productions · · 2 min read
A call sheet is the shared operating plan for a production day. It tells the cast, crew and client where to be, when to arrive, who to contact and what the day is expected to contain. Reading it early prevents avoidable delays at the location.
Check the production identity and contacts
The call sheet should name the project, production date and relevant production contacts. Crew and contributor details need to be handled appropriately; circulate the document only to people who require it and avoid publishing personal information.
Know who handles general production questions, location access and urgent decisions. The client should nominate an on-site contact with authority to confirm products, names and brand details.
Understand call times
A general crew call is not necessarily the arrival time for every person. Performers, hair and makeup, wardrobe, clients and specialist teams may have individual calls based on preparation and scene order.
Arriving at call time means being ready to begin the required preparation, not starting the journey to the location. Tell production early about access needs, travel constraints or a delayed arrival.
Review location and access details
Confirm the full address, map reference, parking or drop-off instructions, security procedure and correct entrance. Large campuses and studios may have several gates, and navigation apps can lead to the wrong one.
Read notes about lifts, stairs, restricted areas, identification, clothing and site rules. If filming at your workplace, ensure reception and security know which people and vehicles to expect.
Use the schedule as a working plan
The schedule describes scene order, estimated timing, moves, meals and the planned finish. It may change when performance, weather or operational conditions require it, but it keeps priorities visible.
Clients can help by having products, approvers and relevant staff ready for their scheduled blocks. Unplanned meetings with key contributors can hold an entire crew while the usable location time continues to shrink.
Prepare from the notes
- Save production and location contacts.
- Confirm personal call time and travel plan.
- Bring approved wardrobe, products and backups.
- Read weather, safety and access instructions.
- Know which decisions you may need to approve.
- Raise dietary, access or scheduling needs early.
Treat the call sheet as the current source of truth, while recognising that production may issue an updated version. Check the date or version before forwarding it to colleagues.