Crew Call Sheet – Free Template

Running a production without a proper call sheet means last-minute confusion, missed call times, and crew showing up to the wrong location. This free crew call sheet template gives your team all the critical details in one place: project info, schedules, crew assignments, and transportation logistics. Download it now and keep everyone on the same page.

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How to use this crew call sheet template

This template centralizes all essential production information your crew needs before arriving on-site. Whether you're managing a live event, corporate production, or multi-day install, use it to communicate schedules, crew assignments, venue details, and transportation logistics.

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How it works:

1. Fill in general information: Add project details, client contacts, venue address, parking instructions, and dress code requirements.
2. Set your schedule: Enter start and end times for each production phase: transport, setup, rehearsal, show, and load-out.
3. Assign your crew: List crew members for each phase with their roles, call times, and contact numbers.
4. Plan transportation: Document vehicle schedules, time windows, and license plates for load-in and load-out.

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The template is organized across four tabs for easy navigation. Customize any section to match your production workflow.

Why should you use a crew call sheet?

Productions run on tight schedules where every hour counts. Without a standardized call sheet, crew members text back and forth asking for addresses, call times get miscommunicated, and your team wastes valuable production time sorting out basic logistics.

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A call sheet eliminates the confusion. Everyone knows where to be, when to arrive, and who to contact if something changes. It takes a few minutes to fill out and saves hours of coordination headaches on production day.

Ready to improve your crew planning and communication?

Call sheets work for single events, but when you're managing multiple productions with overlapping crews and complex scheduling, spreadsheets hit their limits.

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Rentman automates crew scheduling and communication. Build schedules that automatically check crew availability, send call sheets directly to your team's phones, and update everyone instantly when plans change. Your crew gets real-time notifications, you avoid double-bookings, and nothing falls through the cracks. Learn more about how to manage, schedule & keep your event crew in sync.