# Event crew call sheet — editable template

Make a copy for each event date. This is a controlled production call sheet, not an attendee list, staffing contract, risk assessment or substitute for the venue's approved safety plan. The event lead owns the current version. Share only the fields each recipient needs; keep personal numbers in the restricted crew copy.

## Header and version

| Field | Current value |
| --- | --- |
| Event, venue, date and local time zone | |
| Call sheet version, issued at, prepared by | |
| Approved programme / site-plan version | |
| Production lead and venue duty contact | |
| Next update channel and backup contact | |

## Arrival and access

| Team or supplier | Reporting entrance and address | Arrival window | Parking / unloading instruction | Check-in owner | Access credential / restriction |
| --- | --- | --- | --- | --- | --- |
| | | | | | |

Confirm the accessible reporting route, not just the loading gate. Attach the current site map or link to its controlled copy. Do not publish private crew access instructions on the public event page.

## Individual calls and handoffs

| Role or staff ID | Team / zone | Call time (local) | Task start | Supervisor | Handoff or release time | Contact route (restricted copy only) | Confirmed? |
| --- | --- | --- | --- | --- | --- | --- | --- |
| | | | | | | |

Use a role or staff ID on broadly shared copies. Put personal phone numbers in a restricted annex when necessary. Confirm breaks and working-time arrangements with the employer or supplier; this sheet does not set employment terms.

## Production sequence

| Phase or cue | Planned local time | Responsible team | Prerequisite / dependency | Completion signal | Decision owner if delayed |
| --- | --- | --- | --- | --- | --- |
| Load-in | | | | | |
| Technical check | | | | | |
| Doors | | | | | |
| Programme | | | | | |
| Reset / load-out | | | | | |

## Questions, changes and acknowledgement

| Issue or change | Affected teams | Decision owner | Decision and time | Who received the update | Reconfirm by |
| --- | --- | --- | --- | --- | --- |
| | | | | | |

| Team / supplier | Version received | Arrival and assignment confirmed by | Date / local time | Open question |
| --- | --- | --- | --- | --- |
| | | | | |

If a change affects attendee directions, update the organizer's approved public information separately. Urgent safety actions follow the venue's approved plan and trained leads, not this sheet.