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Call sheets

What is a call sheet? Free call sheet template

A call sheet tells everyone working on the day where to be, when, and who to call if something goes wrong. Download the free template, add your crew and send it out the day before.

Create a free account Download the template (CSV)

Free plan: 3 rooms, 3 timers and 3 screens per room. No card needed.

What goes on a call sheet

Everything someone needs to turn up in the right place at the right time, on one page. The template has three parts:

  • The essentials: event, date, venue address, parking and load-in, nearest hospital and the weather if it matters.
  • The crew: each person's name, role, phone number, call time and where to report.
  • The day in brief: crew call, checks, doors, show start and finish, and load-out. The detail stays in the run of show.

Tips for a call sheet people actually read

  • Send it the day before, once times are confirmed, and say clearly which version it is.
  • Lead with the call times. It's the first thing everyone looks for.
  • Keep it to one page. Link to the run of show and cue sheet rather than copying them in.
  • Ask before sharing phone numbers, and make sure everyone knows who to call if they're running late.
Shotimer's Agenda screen showing the current session with a progress fill, what's next, and the rest of the day's schedule.

Keep the crew on time once the show starts

The call sheet gets everyone there. Once the show is running, Shotimer helps keep it on time.

  • An Agenda link on crew phones shows what's on now, what's next and when, updating by itself as the show runs.
  • Stage screens give each speaker their own countdown.
  • Show timing tells the producer if the day is running over, before it becomes a problem.
The Shotimer Controller, with the stage preview on the left, the running order of timers in the middle and stage messages on the right.
How it works

Ready in three steps.

Set up your running order

Create a free account, open a room and give each timer a title, a speaker and a duration.

Put the timer on a screen

Open the stage screen in a new tab, or scan its QR code on a TV, tablet or phone. Nothing to install.

Press Start

Every screen counts down together. Add a minute, send a message or move to the next timer from your laptop or phone.

Questions & Answers

Frequently asked questions.

A call sheet is about people: who arrives when, where to go and how to reach them. A run of show is about the event itself, minute by minute.
Usually the day before, once times are confirmed. Send an update straight away if anything changes, and say clearly which version is the latest.
The date, venue address, parking or load-in details, each person's call time and role, key phone numbers, the nearest hospital, and a short schedule for the day.
Only with their agreement. Many teams list the producer's and stage manager's numbers for everyone, and keep a full contact list for heads of department.
It's a CSV file, so it opens in Excel, Google Sheets, Apple Numbers and most other spreadsheet programs.

Learn more in the docs

More guides

Run of show template

What a run of show is, how to write one, and a free template to download.

Read more

Cue sheet template

What a cue sheet is, how cues are called, and a free template for lighting, sound, video and stage cues.

Read more

Try Shotimer at your next event.

Create a free account and put a timer on your own screens in a few minutes.

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