1. Compilation and Distribution:
* Assistant Director (AD) - Primarily the 2nd AD: The 2nd AD is typically responsible for compiling the call sheet. They gather information from various departments, including:
* Director: Shot list, scene breakdown, directorial needs
* Production Manager/Line Producer: Budgetary considerations, logistical constraints
* Location Manager: Location information, parking, special permits
* Transportation: Transportation needs for cast and crew
* Casting: Cast availability, call times, wardrobe needs
* Hair/Makeup/Wardrobe: Styling requirements for specific scenes
* Props/Set Dec: Props and set requirements for each scene
* Stunts/Special Effects: Safety precautions and time needed for stunts or effects
* COVID Compliance Officer (if applicable): Safety protocols and requirements
* Call Sheet Software: Modern productions often use software like StudioBinder, Movie Magic Scheduling, Yamdu, or Scenechronize to create and distribute call sheets electronically. These tools streamline the process and help ensure accuracy.
* Distribution: The 2nd AD distributes the draft call sheet to all relevant cast and crew members, usually via email or the production's chosen digital platform. The timing is critical, usually the evening before the shoot (typically around 6-8 PM), to allow everyone adequate preparation time.
2. Initial Review and Feedback:
* Individual Review: Cast and crew members are expected to review the call sheet immediately upon receipt. They should check for:
* Accuracy: Correct call times, scene numbers, character names, location addresses, and contact information.
* Completeness: Ensure all necessary information is present (e.g., directions, parking instructions, meal times).
* Conflicting Information: Identify any conflicts with personal schedules or pre-existing commitments.
* Personal Needs: Communicate any personal needs to the 2nd AD (e.g., special dietary requirements, transportation issues).
* Feedback to 2nd AD: Any discrepancies or concerns are promptly communicated to the 2nd AD. The 2nd AD is the point of contact for call sheet-related issues.
3. Addressing Issues and Making Revisions:
* 2nd AD Investigation: The 2nd AD investigates any reported issues. This may involve consulting with other departments (e.g., production manager, director, transportation coordinator) to clarify information or resolve conflicts.
* Revisions: If necessary, the 2nd AD revises the call sheet based on the feedback received. Revisions could include:
* Adjusting call times to accommodate actor availability or location constraints.
* Correcting errors in scene numbers or character names.
* Adding or clarifying information about props, wardrobe, or special effects.
* Updating location information or parking instructions.
* Re-Distribution (If Necessary): If significant changes are made, the revised call sheet is re-distributed to the relevant cast and crew. Minor changes might be communicated verbally or via text message to affected individuals.
4. Formal Approval Chain (Key People):
This is where the "approval" process comes in. It is less of a formal *signing off* and more of a tacit agreement that the information is correct and workable. The following people are usually in the loop, and if there's a major problem, the 2nd AD will discuss it with them:
* 1st Assistant Director (1st AD): The 1st AD is the primary point person for the director on set. They are responsible for the overall flow of the day and ensuring that the production stays on schedule. They will have a major say in what is shot and when. If the call sheet reflects an impossible schedule or violates union rules, the 1st AD will intervene.
* Director: The director reviews the call sheet to ensure that it aligns with their vision for the day's shooting. They may suggest changes to the shot list or scene order.
* Line Producer / Production Manager (PM): The Line Producer/PM focuses on the financial and logistical aspects of the production. They ensure that the call sheet is within budget and that all necessary resources are available. They will also ensure compliance with union rules and labor laws.
5. Implied Approval & Circulation:
* Silence as Consent: In many cases, if no significant objections are raised by the above individuals, the call sheet is considered "approved." This is often implicit rather than explicit. The lack of feedback is taken as acceptance.
* Final Circulation: Once the 2nd AD has incorporated all necessary revisions and the key decision-makers have had a chance to review it, the call sheet is considered final. It is then circulated to all relevant parties.
Key Considerations and Common Issues:
* Union Rules: Call sheets must comply with union regulations regarding minimum call times, turnaround times, meal breaks, and overtime. The 1st AD and Line Producer are responsible for ensuring compliance.
* Turnaround Time: The minimum turnaround time between the end of one shooting day and the start of the next must be adhered to, especially for cast and crew.
* Communication: Clear and timely communication is crucial for a smooth call sheet process. Prompt feedback and quick resolution of issues are essential.
* Flexibility: The film and television production process is inherently unpredictable. Call sheets may need to be revised on the fly due to unforeseen circumstances (e.g., weather delays, actor illness, equipment malfunction).
* COVID Protocols: Modern call sheets include information about COVID-19 testing, safety protocols, and any specific requirements for the day's shoot.
* Digital vs. Paper: While digital call sheets are increasingly common, some productions may still use paper copies, especially for crew members who are not tech-savvy or who prefer a physical document.
In summary, the call sheet approval process in television is collaborative and iterative. It involves input from multiple departments and is ultimately aimed at ensuring that everyone is informed, prepared, and on the same page for the day's shooting. The 2nd AD is central to the process, and the 1st AD, Director, and Line Producer are key decision-makers. It is also important to be aware of and follow the rules of any relevant unions.