Tips for Creating Call Sheets for Multi-Location Shoots

Call sheets are the foundations of any successful film and TV production. They help cast and crew members know their exact locations and timing. Creating and managing these documents becomes much more complex with multiple shooting locations.

A good call sheet packs vital information about shooting schedules, weather forecasts, contact information, and parking rules. The Assistant Director creates these documents and sends them to cast and production crew members the night before shooting. This helps operations run smoothly at different locations.

Let's explore what makes practical call sheets for multi-location shoots. We'll look at simple planning, formatting, and ways to distribute information. These tips will help your production flow naturally at every shooting location.

Understanding Call Sheet Basics for Multi-Location Shoots

Multi-location shooting introduces layers of complexity that demand a thorough understanding of call sheet fundamentals. Productions moving between different filming sites need precise planning and crystal-clear communication to prevent costly delays and team confusion.

A daily call sheet serves as much more than a simple schedule - it functions as the definitive roadmap guiding cast and crew through the logistical maze of multiple filming locations. This essential document outlines when and where filming occurs, alongside vital details that change with each new setting.

Essential Elements for Multi-Site Productions 🗺️

For shoots spanning several locations, call sheets must specify:

• Location numbering: Each filming site needs clear labeling (such as "Location 1" or "Location 2") with complete addresses - never just venue names
• Company moves: Precise times when the entire production team relocates
• Parking information: Specific arrangements for vehicles at each site
• Location-specific notes: Unique instructions relevant to individual filming areas

Responsibility and Timing Considerations 👤

The Assistant Director (typically the 1st AD or 2nd AD) creates these documents, gathering input from department heads about specific requirements at each location. The effectiveness of multi-location call sheets hinges on precise timing information tailored to each team member's needs.

Call times frequently vary by department when shooting across multiple sites. For example, the lighting department might require earlier access at a new location to set up complex equipment. Well-crafted call sheets account for these variations without creating confusion.

Transportation and Safety Details 🚗

Transportation details become crucial elements in multi-location shoots. The call sheet must specify how talent and crew will move between locations, including pickup times and designated drop-off points.

Safety information requires updating for each location, including the nearest hospital with 24-hour emergency services. This becomes particularly important when filming in remote or unfamiliar areas where medical assistance might be difficult to access quickly.

Call sheets typically reach recipients the evening before the shoot day, giving everyone adequate preparation time for the complex logistics of multi-location production. Through careful organization of these documents, productions can successfully navigate the challenges of filming across diverse settings.

Planning Your Multi-Location Call Sheet

Creating effective call sheets for multi-location shoots starts with deliberate planning before production day. Thorough preparation eliminates confusion and maintains production flow as your team moves between different filming sites.

Location-Specific Information Gathering 📝

Begin by collecting detailed information for each filming site. Your call sheet must include:

• Complete location name and address (not just "City Park" but "North Entrance, City Park, 500 Park Avenue")
• Specific parking instructions for each site
• Key contacts at each location (property managers, security personnel)
• Nearest hospital with 24-hour emergency services
• Site-specific safety protocols or hazards

Schedule Mapping Across Locations 🗓️

Build your shooting schedule with clear delineation between locations. For each scene, document:

• Scene numbers and brief descriptions
• Cast members required
• Interior or exterior designation
• Planned start times
• Estimated scene duration
• Location identifier (Location 1, Location 2, etc.)

Transportation and Company Moves 🚚

Schedule "company moves" – periods when your entire production relocates between sites. These entries should specify:

• Departure time from current location
• Estimated travel duration
• Arrival time at new location
• Parking arrangements at destination
• Specific directions if GPS services are unreliable

Equipment transportation demands careful consideration based on the production scale. Some locations might require specialized vehicles – box trucks for urban settings, even helicopters for remote areas. Base camps function as temporary operational centers, so coordinate their placement with your Assistant Location Manager.

Crew Management Decisions 👥

Decide whether to transport your existing crew between locations or hire local teams at each site. While local hiring often helps satisfy tax incentive requirements, this approach requires additional coordination efforts and clear communication.

Each department will have location-specific needs that must be documented. Props, stunts, sound, and set dressing requirements can vary dramatically between locations – these details deserve clear notation in your planning.

Contingency Planning 🔄

Effective multi-location planning means anticipating potential challenges unique to each site. Weather contingencies, power sources, and specialized transportation needs all deserve careful consideration during this phase. The more thoroughly you plan your call sheet, the more smoothly your production will navigate between diverse filming environments.

Designing an Effective Multi-Location Call Sheet Format

The call sheet layout and organization become critical factors when shooting across multiple locations. Unlike standard call sheets, multi-location formats demand a clear visual distinction between different filming sites to prevent confusion and ensure everyone arrives at the correct location on time.

Top Section Elements 🔝

The header section of your call sheet should display information relevant to all crew members:

• Project title and shooting date
• General call time (when most crew should arrive)
• Producer and AD contact details
• Important announcements affecting all locations
• Weather forecasts for each filming site

Location Differentiation Strategies 📍

The effectiveness of multi-location call sheets hinges on how clearly you label and separate each location. Number each filming site (Location 1, Location 2, etc.) and always include complete addresses - never rely solely on venue names. Each location section should provide detailed parking instructions specific to that site, as arrangements typically vary between locations.

Safety Information Presentation 🏥

Safety details need particular attention in multi-location formats. Each filming site must include information about its nearest hospital with 24-hour emergency services associated with the corresponding location. This careful organization allows crew members to quickly find critical information during emergencies.

Visual Organization Techniques 🎨

Digital call sheets benefit from thoughtful visual design elements:

• Color coding for different location sections
• Clear visual dividers between sites
• Interactive map links for smartphone navigation
• Consistent formatting patterns across all locations

Many production management platforms now automatically generate map links, allowing crew members to tap directly on their phones for driving directions - particularly valuable during company moves.

Advanced Schedule Integration 📆

The next-day preview section becomes especially important for multi-location shoots. This area should outline preliminary information about upcoming filming locations, helping departments prepare equipment transportation and logistics in advance.

Digital call sheet tools provide significant advantages for multi-location productions, automatically incorporating weather updates and interactive maps for each site. These features deliver essential logistical support while ensuring everyone accesses the most current information as plans inevitably shift throughout production.

Distributing and Managing Multi-Location Call Sheets

The distribution process for call sheets becomes even more vital when coordinating multiple shooting locations. The timing of delivery demands precision - ideally 12-14 hours before the shoot day begins, giving everyone adequate preparation time while ensuring all information remains current.

Distribution Best Practices 📤

When managing multi-location productions, implement these strategic distribution methods:

• Send preliminary versions (clearly marked "PRELIM") to support early planning
• Distribute final call sheets through multiple channels (email, text, production apps)
• Track confirmation receipts systematically
• Create clear protocols for communicating last-minute changes
• Include specific contact information for key personnel at each location

Confirmation Tracking Systems 📱

Tracking who has received and confirmed their call sheet becomes essential for productions spanning multiple locations. This monitoring helps coordinators identify who knows the schedule and who needs follow-up - potentially preventing costly delays when key team members miss their call times.

Despite clear confirmation requests, most recipients simply won't respond. This reality makes implementing a receipt tracking system crucial. Modern digital call sheet tools now automate this process, logging views and confirmations so you only need to contact non-responders.

Contingency Planning Requirements ⚠️

Multi-location shoots demand robust contingency planning beyond standard productions. Developing backup plans for weather disruptions, location access issues, or crew availability helps minimize unexpected delays. This preparation becomes particularly important when filming crosses state or international boundaries.

Transportation Communication 🚌

Moving between locations requires clear communication about transportation arrangements. Your call sheet distribution must include detailed information about how talent and crew will travel between sites, especially for remote locations requiring specialized transportation.

A well-executed call sheet distribution system forms the foundation of a successful multi-location production by ensuring that everyone arrives at the right place at the right time. Digital distribution tools offer significant advantages through automated tracking and instant updates when inevitable changes occur.

Streamlining Multi-Location Call Sheets with Filmustage

Managing call sheets across multiple locations is no easy task - each site brings timing, logistics, and coordination challenges. Success depends on more than just listing times and names; it requires structured planning, accurate location data, and fast, reliable communication with the crew.

Modern productions are increasingly turning to digital tools to keep operations on track. Filmustage simplifies this process by transforming your shooting schedule into a fully editable, professional-grade call sheet in just seconds. You can customize templates to include exactly what your team needs - crew names, roles, contact details, precise call times, locations, weather forecasts, and special notes. Everything is flexible, from adjusting time blocks to rearranging scenes or adding new information. With Filmustage, your call sheets stay accurate, up to date, and perfectly aligned with your production workflow - no matter how complex the schedule becomes.

With Filmustage, call sheet creation is no longer a manual, time-consuming task. The system pulls the latest scheduling and crew data directly into your call sheet, ensuring every team member receives accurate, up-to-date information automatically. As schedules shift - and they always do - updates are reflected instantly, minimizing confusion and helping your crew stay in sync.

In multi-location shoots, where miscommunication can derail an entire day, Filmustage ensures clarity, consistency, and confidence. It's not just about saving time - it’s about elevating how your team collaborates from one location to the next.