A call sheet or script shows the events, appointments and tasks in chronological order in the context of your event. This indicates who is responsible for which task at what time and place.
A script is indispensable for the proper organisation of your event and crucial for defining responsibilities. The script quickly reveals where something can go wrong and where a specific approach or intervention is required.
For some events it is necessary to include all actions in the script from six weeks before the event. For other events, preparations are minimal and it is best to concentrate solely on the event itself. A script often loses sight of the aftercare (phasing out, discussion, etc.).
Internal employees need a complete call sheet with all the details. Suppliers have no need for that. Create a separate call sheet for them with only the broad outlines and points that directly influence their actions. This way you can draw up a shortened script for artists, hostesses, catering, etc. For very large events, a separate script is also developed for set-up and dismantling. If an event takes place across different rooms or locations, it is useful to provide the room coordinator with a sheet containing all aspects relating to that room. When you work with abbreviated scripts, it is best to always add a summary of the overall event, so that everyone is well informed about the whole to which they contribute.
If you plan an extensive show during your event, you also need to create a technical call sheet. It states, down to the second, what needs to happen on, around and behind the stage. Drawing up such a script is a complex task because, in addition to the obvious matters, it must also contain all cues (instructions) for the direction and all the movements of everyone involved in the production (stagehands, technicians, etc.). The technical script is therefore best drawn up together with experienced technicians and the director of the show.
Free call sheet template in eventplanner.net event software
Thanks to eventplanner.net's free software to organize your event, you no longer have to work in spreadsheets. Thanks to our smart ' scripts ' you can easily manage your script or call sheet online or from the eventplanner.net iOS app or Android app. Even more: you can easily share your script with all your co-organizers and suppliers so that everyone has the latest version of your script at any time!