A service sheet is not just any ordinary document for your film or photo shoot. It holds the key to success, providing you with all the crucial information you need to ensure a smooth production process. But what makes a service sheet truly ultimate? Well, lucky for you, we have created a free service sheet template that covers every essential detail, leaving no room for error. So, are you ready to step into the filmmaker’s paradise?
Nine Things to Include in Your Service Sheet
A production service sheet is like a treasure trove of information for your shoot. It encompasses everything you need to know, from call times and crew members to phone numbers and production positions. Intrigued? Let’s dive into the essentials.
1. Contact Information
Start your service sheet by including the contact information of the key people on set. Typically, this includes the First Assistant Director (1st AD), the Second Assistant Director (2nd AD), and the Unit Production Manager (UPM). Having their numbers handy ensures smooth communication throughout the shoot.
2. Production Title and General Crew Call Time
Make your service sheet more appealing by adding the name of your production. Get creative and consider incorporating your project’s logo or other eye-catching elements. For TV shows with episodes, don’t forget to mention the episode number and title.
In addition, include the general crew call time, which is when most of your team needs to be on set. However, keep in mind that specific call times may differ for various departments or actors. After all, even Brad Pitt needs his beauty sleep!
Lastly, use your service sheet to share any special announcements for the day, such as parking information or radio channels for walkie-talkies. These small details can make a big difference.
3. Date, DOOD, Weather, and Schedule
Ensure your service sheet has the date prominently displayed at the top. Don’t forget to include the “day out of days” or DOOD abbreviation, noting the specific day of shooting.
Adding weather information is also essential. Include the day’s high and low temperatures, precipitation details, and sunrise and sunset times. This helps everyone prepare for the weather conditions on set.
For feature films, consider expanding your service sheet with a mini-schedule for the day. Include important events like shooting time, meal breaks, and estimated wrap time. The more comprehensive your schedule, the smoother the production.
4. Shooting Location
Knowing where you’re going is imperative when it comes to planning your shoot. Provide the address of the base location for your crew instead of the actual shooting location. If you have multiple shooting locations, label each one with a number for easy reference.
5. Parking Information
On the day of the shoot, you can expect a variety of vehicles to arrive, from cars and trucks to trailers and electric scooters. Avoid chaos by clearly stating where everyone should park. Whether it’s a designated parking lot or a specific area, well-organized parking instructions ensure a hassle-free shoot.
For larger productions, handling truck and trailer flow becomes crucial. If you’re shooting in an urban area, coordinate with the city to arrange street closures near your location, ensuring smooth equipment transportation.
6. Nearest Hospital
While we hope everything goes smoothly, it’s wise to be prepared for unforeseen circumstances. Make sure to include the nearest hospital’s information, especially if your shooting location is in a remote area without phone service. Safety should always be a priority.
7. Shooting Schedule
Your shooting schedule dictates the scenes you’ll be capturing on a given day. Provide a list of scene numbers, set descriptions, and the actors involved in each scene. A brief description of each scene can also be helpful. For more advanced schedules, consider including arrival times, meal breaks, crew movements, and other scene-specific details.
8. Cast List
Ensure the cast members’ names are clearly indicated on the first page of your daily service sheet. Include their actor ID, character name, and the specifics of their workday, such as pickup time, arrival time on set, and makeup time. A little reminder goes a long way in ensuring punctuality. Don’t forget to account for hair and makeup time and ensure you have enough chairs to accommodate everyone flawlessly.
9. Crew List
Organize your crew list by department, detailing each crew member’s name, position, and call time. Properly categorizing your departments and crew positions not only satisfies union requirements but also demonstrates respect for your crew members’ hierarchies.
Nine Expert Tips for Using Your Service Sheets
Here are some valuable tips to consider when using your service sheets:
1. Create a New Folder for Each Shooting Day
Stay organized by creating a separate folder for each shooting day. This helps you keep track of all the necessary documents and prevents any confusion or mix-ups. Sending the wrong service sheet to your stars is definitely a faux pas to avoid.
2. Back Up Your Service Sheets
Computers can be unpredictable, and the last thing you want is to lose your service sheets due to a crash or technical issue during a shoot. Always back up your files on cloud storage platforms like Google Drive or Dropbox. It’s better to be safe than sorry.
3. Send Only One Service Sheet per Day
Film productions are dynamic, with constant changes and updates. Wait until everything is finalized before sending out your service sheets. Sending one sheet per day ensures everyone has the most up-to-date information, preventing confusion and ensuring everyone is in the right place at the right time.
4. Double-Check the Weather (Again)
Weather conditions can change unexpectedly, and it’s crucial to stay prepared. Check the weather forecast well in advance of the shoot day, and keep checking it periodically. This allows you to make any necessary adjustments and include the latest weather information on your service sheet.
5. Always Send a PDF
When sharing your service sheets, avoid sending them in their native format or as live Google Sheets links. Instead, export them as PDF files. This ensures everyone can view the sheets regardless of the software they have. Many people access emails on their phones these days, and PDFs are universally compatible.
6. Proofread Your Service Sheet
To avoid any embarrassing or costly mistakes, take the time to thoroughly proofread your service sheet. Check for any errors or inconsistencies, especially when it comes to names, times, and details. Taking a break from your screen before proofreading can help you spot those tiny mistakes that might have slipped through.
7. Get Approval
Before sending your service sheet to high-profile individuals like Leonardo DiCaprio, make sure all department heads are on board. Seek approval from the relevant stakeholders, such as the 1st AD, UPM, director, and other key production members. Only after everyone gives their approval should you make any final changes and distribute the service sheet.
8. Create a Distribution List
Managing the distribution of service sheets can be a daunting task. To stay organized, create a detailed distribution list. You can use a table format, listing contacts on the left and shooting dates across the top. By marking who will be on set each day, you can ensure everyone receives the necessary service sheet.
9. Always Use the Bcc (Blind Carbon Copy) Function
Respect people’s privacy and avoid exposing their email addresses to everyone. To protect confidentiality, use the Bcc function when sending your service sheets. This way, recipients will not see each other’s email addresses, making for a more professional and secure communication process.
Now that you know the secrets to creating the perfect service sheet, it’s time to put them into action for your next shoot. And remember, if you’re looking for more articles and tips on filmmaking production, don’t forget to check out Crawlan.com. Happy shooting!
