A call sheet is a document with all of the information that you and your crew will need do know before, during (and even after) a photoshoot — things like contact information, location details, your concept and timeline.
This master sheet is important to have when you’re working with a big crew or producing film, but it’s also really helpful for smaller photoshoots with just a few people involved. By making this part of your toolkit, you can keep yourself organized while impressing clients and making things easy for everyone you’re working with. It’s an easy extra step to take, especially if you have a template.
Some important details a call sheet might include:
important contact information
date, day of week, time
location details — Where are you meeting? Will there be any secondary locations? You might also include a Google Maps link, parking options, etc.
names of people involved — Let people know what to expect. List the names of your crew, talent, hair/makeup and anyone else who will be part of your project. (You don’t have to include everyone’s contact information — this could get confusing.)
timeline — What’s your arrival time? When will be you setting up, and when do you want to start shooting? Will there be any breaks? When’s wrap-up? You might also want to include here whether there will be coffee or breakfast provided when you get there, what you will be doing for lunch, etc. Indicate whether certain members of your team can arrive at different times.
concept — Include a briefing of your concept. You might also want to provide an attachment or link to a more detailed mood board.
wardrobe — Detail any outfits that models should bring themselves, and whether there’s anything to be avoided.
special instructions — A section with any other important details that people should know.