For anyone in the production industry, call sheets are necessary tools for success. Without a thorough call sheet, a shoot can quickly spiral out of control with people showing up late, props missing in action, or even problems with parking and directions.
If you’re involved in any capacity in a shoot, you’ll need to know how to read and interpret a call sheet. When you’re in charge of the shoot, you’ll need to create one. In this post, we’ll review the essential components of a call sheet, and then we’ll give you some tips on using them so you can be successful in your photoshoot endeavors.
Essential Components of Call Sheets
While call sheets can differ substantially due to the shoot’s size, purpose, and team members, all call sheets should include the following parts:
Job Name
At the very top of the page, you should include the job name. Some team members will have dozens of call sheets to keep track of, and you should make it easy for them to which job they’re working with. Use a large font, and keep the name short and sweet. The following are some good examples of job names:
- Italian Vogue x Craig McDean (McDean is the photographer of the shoot)
- American Eagle Sportswear Web/Social Shoot
- Woolrich Spring/Summer 19 Campaign
Shoot Dates
As close to the job title as possible, include the date or dates of the shoot. If you’re going to be working with team members from other countries, be careful about date formatting. In some countries, the day comes before the month, so you may want to spell out the month for clarity.
Locations
Your call sheet should include all locations necessary for team members. Of course, shoot locations should be explicit, but other locations should also be obvious. For example, drivers will need to know where to pick up talent, wardrobe items, props, or other supplies. If this information is important to the success of the shoot, it should be included on the call sheet.
Team Information
Each person involved in the photoshoot should be listed on the call sheet, along with their contact information and the time they need to show up on location. Phone numbers are essential, but in some cases it’s nice to include email addresses as well, especially if team members will need to coordinate with each other during the weeks leading up to the event.
Weather
Photoshoots are highly dependent on the weather, so include a weather report in your call sheet. This will help team members to know how to dress, what to bring, and what to expect during the shoot.
Types of Call Sheets
The items described above are necessary for any kind of call sheet, but different kinds of photoshoots require different kinds of information. In this section, we’ll look at the unique needs of different kinds of shoots.
Photoshoots
Call sheets for photoshoots are fairly straightforward because they usually involve a small team of 20-30 people and just 1-2 moves in location. A call sheet for a simple photoshoot will just need the items mentioned above plus (possibly) some notes from the production team conducting the project.
Campaigns
Call sheets for campaigns can be more complex because the events are more complicated. Campaigns are often conducted by large-scale brands like Reebok, Adidas, L’oreal, etc., and they can involve teams of 100 people or more.
Sometimes campaigns feature multiple production houses that orchestrate the project along with the client. They tend to separate the project into groups such as staging, camera crew, production, props, and so on.
Call sheets for campaigns also involve more complex scheduling. Each group will probably have a unique schedule, but there will be times when everyone is doing the same thing (eating lunch, for example). These shoots are highly influenced by unions because of their scale, so they require union aid. This means everyone involved is part of a hall, and they all get paid via timecard.
These call sheets tend to have PO (purchase order) numbers listed on the right-hand corner of the first page, giving all the vendors the information they need for invoicing.
Editorial/Web/Magazine Story
In most cases, these photoshoots are medium-sized. Call sheets still require all the basics, but they will also offer a storyline with some sort of illustration about how production wants the day to proceed. Detailed scheduling can be an important part of this type of call sheet so that parties know when they’re expected to be at each location.
Finally, when you’re creating a call sheet for an upcoming photoshoot, double and triple-check your work. Have someone else proofread it to make sure everything is correct. Team members rely on the information in the call sheet, so make sure it’s as accurate as possible. A well-made call sheet leads to a successful photoshoot.
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