Daily Call Sheets and Communication

Purpose

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The purpose of this Standard Operating Procedure (SOP) is to establish a consistent and organized process for creating, distributing, and using daily call sheets. This SOP ensures that all team members at F7 Studios are informed of schedules, responsibilities, locations, and key contacts each production day, promoting effective communication and coordination.

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1. Preparation of Daily Call Sheets

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1. Gather Required Information

   • The Producer or Assistant Director (AD) is responsible for gathering essential information from each department head to create the daily call sheet.

   • Key information includes:

     • Call times for cast, crew, and specific personnel.

     • Scene numbers, descriptions, and planned shot lists.

     • Location details and any specific access instructions.

     • Key contacts (AD, Producer, Director, Safety Officer).

     • Additional notes, including weather forecasts, safety precautions, and any special instructions.

2. Formatting the Call Sheet

   • F7 Studios follows a Standard Call Sheet Template to ensure consistency and ease of reference. The call sheet should be clear and accessible.

   • Mandatory sections include:

     • Project Title and Date: Clearly labeled at the top.

     • Crew Call Time and Wrap Time: Start and end times for the day.

     • Cast Call Times: Individual call times for each cast member by role.

     • Location Details: Address, directions, parking, and access instructions.

     • Scene Breakdown: List of scenes, scene numbers, descriptions, and shot order.

     • Weather and Safety Notes: Weather forecast (if applicable) and safety instructions specific to the day’s locations or activities.

     • Key Contacts: Contact numbers for essential personnel (e.g., AD, Safety Officer, Producer).

     • Special Notes: Instructions on costumes, props, equipment, or other unique requirements.

3. Review and Approval

   • Once the call sheet is drafted, it will be reviewed by the Producer and Director to verify the accuracy of scenes, call times, and any special instructions.

   • The AD will make any required adjustments and finalize the call sheet for distribution.

2. Distribution of Call Sheets

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1. Digital Distribution

   • The finalized call sheet will be distributed via email or through F7 Studios’ project management platform (e.g., Slack, Trello) by 6:00 PM the evening before the shoot.

   • All crew members, cast, and essential personnel must confirm receipt of the call sheet by responding or marking it as read.

2. Printed Copies

   • Printed copies will be available at the production office or designated check-in area on set each morning.

   • Additional copies will be provided to department heads, security, and other key personnel for easy reference throughout the day.

3. Revisions and Updates

   • If changes are made after distribution, the AD will immediately issue an updated call sheet labeled with a revision number (e.g., “Rev. 1”) and distribute it to all team members.

   • Major changes will be communicated directly via phone or text to department heads and essential personnel to confirm acknowledgment.

3. Daily Communication Protocol

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1. Daily Briefing

   • At the start of each day, the AD will conduct a Daily Briefing with all department heads to review the call sheet, planned shots, safety protocols, and any updates.

   • Department heads will relay any necessary information to their teams to ensure alignment across all crew members.

2. Check-Ins Throughout the Day

   • The AD or designated Production Assistant will conduct regular check-ins with department heads to monitor progress, address issues, and ensure adherence to the call sheet schedule.

   • Any unexpected delays or adjustments will be communicated to the Producer and Director, who will decide on any necessary modifications to the day’s plan.

3. Issue Escalation and Reporting

   • If significant issues arise (e.g., equipment issues, talent delays, safety concerns), department heads report directly to the AD.

   • The AD will assess the issue and escalate to the Producer or Director if needed, ensuring that necessary actions are taken promptly.

4. End-of-Day Wrap-Up and Preparation for the Next Day

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1. Daily Wrap-Up Meeting

   • At the end of each production day, the AD will conduct a brief wrap-up meeting with department heads to review the day’s accomplishments, any outstanding tasks, and challenges encountered.

   • Notes from the wrap-up will inform any adjustments required for the next day’s call sheet.

2. Preparation of the Next Day’s Call Sheet

   • Based on the day’s progress and wrap-up feedback, the AD will begin preparing the call sheet for the following day.

   • Any schedule adjustments, scene changes, or revised call times will be reflected in the new call sheet.

3. Distribution of Revised Call Sheet (If Applicable)

   • The revised call sheet will be prepared and distributed according to standard procedures, ensuring all team members have the latest information.

5. Compliance and Record Keeping

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1. Call Sheet Archive

   • All daily call sheets, including revised versions, will be saved in the project’s Production Documentation Folder within F7 Studios’ document management system.

   • Call sheets should follow the naming convention: ProjectName_CallSheet_Date.

2. Receipt Records

   • Confirmation of call sheet receipt will be saved within the project’s communication logs, verifying that all team members received the call sheet.

   • For critical changes or updates, acknowledgment from department heads will be documented.

3. End-of-Project Review

   • Upon project completion, call sheets and communication records will be reviewed by the Producer and archived for future reference.

   • Any feedback on communication challenges or improvements will be documented to enhance call sheet and communication practices in future projects.