How to Make a Call Sheet for a Photo Shoot
A great photo shoot starts long before you pick up your camera.
One of the hardest parts of a professional photo shoot often has nothing to do with taking pictures. It's getting everyone in the right place, at the right time, with the right information.
Clients. Models. Assistants. Hair and makeup artists. Wardrobe stylists. Producers. Agencies.
The bigger the production, the more opportunities there are for something important to get buried in a text thread or lost in an email.
That's why I use a call sheet. It's one of the simplest ways to keep a production organized, set expectations, and make sure everyone can focus on doing their job.
What Is a Photography Call Sheet?
A call sheet is a document that gives your cast, crew, client, and production team the essential information they need for a shoot. Think of it as the master plan for the day.
Instead of asking people to dig through five email threads to find the parking address or their call time, you put the important details in one place.
A useful call sheet should answer five questions:
Nobody should have to guess what they're supposed to do. The call sheet should answer the practical questions before they become interruptions on set.
What Belongs on a Call Sheet?
Every production is different. A simple portrait session won't need the same paperwork as a commercial campaign with twenty people on set.
But the fundamentals don't change. Here's what I want covered before everyone shows up.
Production Details.
- Project or shoot name
- Shoot date
- Location and full address
- Parking, access, and arrival instructions
- Weather and contingency notes for outdoor shoots
Cast & Crew.
- Client, talent, and crew names
- Roles and departments
- Primary production contacts
- General call time
- Individual call times, when different
Working Schedule.
- Arrival and setup
- Hair, makeup, and wardrobe timing
- Major shoot blocks or shot schedule
- Meal and break times when applicable
- Planned wrap time
Production Notes.
- Wardrobe and styling requirements
- Equipment and special instructions
- Transportation or access restrictions
- Emergency contact and location details when appropriate
- Other assignment-specific information
For a larger commercial production, you may need additional information about transportation, talent, nearby medical facilities, special equipment, and specific safety considerations.
That doesn't mean every call sheet needs to read like a novel. Include what people need to do their jobs, and leave out what they don't.
Who Should Receive the Call Sheet?
Everyone who needs the logistical details. Depending on the assignment, that could include the client, producer, photo assistants, models or talent, agency contacts, hair and makeup artists, wardrobe stylists, digital technicians, and video crew.
Not everyone necessarily needs every piece of information. Share what each person needs while being thoughtful about private contact details or other sensitive production information.
And make sure someone actually owns the document. A call sheet with five people editing different versions isn't a call sheet. It's a new problem.
Here's What My Call Sheet Looks Like.
This is an example of the format I use to organize a shoot. It doesn't need to be fancy. It needs to be easy to read, accurate, and useful to the people receiving it.
Open Full-Size Example ↗
Take the Template With You.
I've made my editable call sheet available to download and customize. Use it for your next portrait session, commercial assignment, or production day. It's free, and I hope it saves you a few unnecessary headaches.
Download the Editable Call Sheet ↓ Editable Microsoft Word document (.docx).When Should You Send It?
Before the day of the shoot, with enough time for people to review it and ask questions. On larger productions, you may share preliminary logistics earlier while schedules are still coming together.
Once the details are confirmed, send a final version. If something important changes afterward, communicate the change directly instead of assuming someone noticed a revised attachment.
If you've ever shown up to the wrong entrance of a building because nobody clarified the address, you already understand why this matters.
A call sheet only works when everyone is working from the same information.
My Final Call Sheet Check.
Before I call it finished, I want six things to be true. These are small details, but small details are usually what create big distractions on a production day.
Confirm the actual entrance, parking instructions, and location contact.
Don't assume the client, talent, and crew should all arrive together.
Allow for setup, transitions, and any needed breaks.
Include a primary contact and a way to reach them.
Tell people what to bring, where to report, and what to prepare.
Check that the document matches the plan and communicate late changes.
The goal isn't more paperwork. It's a better production. When people know where to go, what to bring, and what's expected of them, they can spend less time asking questions and more time making great work.
Want to See How I Make One?
I've also put together a video walking through the process of creating a call sheet for a photo shoot. Watch it below, then make the template your own.