How to Write an Event Call Sheet (With a Simple Template)

A call sheet is a one-page summary that tells everyone where to be, when, and who to call. A clear one prevents most day-of confusion.

By Stage Hands UK · Practical guide

What a call sheet is for

It gives crew, suppliers and venue staff the same information. It is short, practical and easy to find on a phone.

What to include

• Event: name, date and venue address.
• Contacts: production manager, crew chief and venue contact with phone numbers.
• Times: crew call, load-in, rehearsal, doors, show, finish and get-out.
• Access: where to park, which door to use and who to report to.
• Plan: the main tasks, in order.
• Safety: site rules, PPE and emergency points.

A simple template

Event name and date. Venue and address. Crew call time and where to report. Production contact and number. Crew chief and number. Timings for the day. Tasks by team. Site rules. Finish time and get-out plan. Notes.

Tips for a good call sheet

Keep it to one or two pages. Use plain language. Put the most important details, such as time and place, at the top. Send it the day before and again on the morning.

Share it widely

Send it to your crew supplier before the day so they can brief the team. Update it if anything changes and send the new version to everyone.

Common call sheet mistakes

Too much detail and no clear times. Missing phone numbers. Not saying where to report. Sending an old version after a change. No finish time.

Keep it updated

Add a version number and date at the top so people know they are looking at the latest copy. Resend the full sheet when anything important changes.

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