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Event crew call sheet template: what to include

By William Lodge, founder of EventCrewOS · Updated

A call sheet answers every question a crew member would otherwise text you at 6 AM: where do I go, when, who do I find and what do I bring. Below is what belongs on one, and a template you can copy.

The essentials

  • Event and client name, plus the date(s), including load-in and strike days.
  • Venue address and crew entrance. The crew entrance is rarely the front door. Give the gate, dock number or a map pin.
  • Call time per role, plus the expected end time. "Call" means ready to work, not arriving in the parking lot.
  • Check-in point and on-site contact: a name and a cell number that will be answered on the day.
  • Parking and transit: where crew can park, whether it is paid, and the nearest transit stop.

Work details

  • Dress code (all blacks, company shirt, hi-vis) and required PPE (steel-toe boots, gloves, hard hat in rigging zones).
  • Tools or gear to bring, such as a multi-tool, flashlight or crescent wrench, and what is provided.
  • Meal and break plan: whether a meal is provided, and when.
  • Credential pickup: where to get wristbands or laminates, and what ID to bring.

Safety and emergencies

  • Nearest hospital or urgent care and the venue's emergency procedure.
  • Who to report an incident or injury to, and how.
  • Weather plan for outdoor events: lightning hold policy, heat breaks and water.

In EventCrewOS, workers can file an incident report or send an SOS from their phone. The report records their location, and the SOS alerts the coordinator.

Copy-and-paste template

CREW CALL SHEET
Event: ____________________   Client: ____________________
Date(s): __________   Load-in: __________   Show: __________   Strike: __________

VENUE
Address: ______________________________________________
Crew entrance / dock: __________________________________
Parking: ____________________   Transit: ____________________

CALL TIMES
Role                Qty   Call     Est. end   Lead
Stagehand           __    __:__    __:__      __________
Rigger              __    __:__    __:__      __________
Forklift operator   __    __:__    __:__      __________
Runner              __    __:__    __:__      __________

ON-SITE CONTACT
Name: ____________________   Cell: ____________________
Check in at: ____________________

DRESS / PPE / BRING
Dress: ____________________   PPE: ____________________
Bring: ____________________   Provided: ________________
Meal: ____________________   Credentials: _____________

SAFETY
Nearest hospital: _____________________________________
Report incidents to: __________________________________
Weather plan: ________________________________________

How to send it

Send the call sheet only to confirmed crew, at least 24 hours before call time. Resend it if anything changes, and mark what changed. A PDF in a group chat gets buried, so a link to one page that always has the latest version works better. That is how EventCrewOS shows shift details to workers. For the step before this, see how to schedule event staff.

Frequently asked questions

What is a crew call sheet?

A one-page brief that tells each crew member where to report, when, who to find, what to wear and bring, and what to do in an emergency for a specific event or shift.

What is the difference between call time and start time?

Call time is when the person must be checked in and ready to work. Tell crew to arrive 10–15 minutes before call to park, get credentials and walk in.

Should each role get a different call time?

Usually yes. Riggers and the crew chief often start before general stagehands, and runners may start later. List call times per role so nobody waits around unpaid or arrives late.

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