A sample section
THE LONG DRIVE CREW LIST Rev. 4, March 6
CAMERA
Director of Photography Ana Ibarra (213) 555-0142 ana@... Local 600
1st AC Theo Park (323) 555-0188 theo@... Local 600
2nd AC Kira Mendes (818) 555-0107 kira@... Local 600
DIT Sam Oduya (310) 555-0163 sam@... Local 600
ELECTRIC
Gaffer Ray Dunn (213) 555-0119 ray@... Local 728
Best Boy Electric Marisol Vega (626) 555-0151 mari@... Local 728
Each department starts with its head, then follows the chain of command. Extra columns you'll see: start date, wrap date, and a notes column for "days only" or "Day 6 to 18." Day players who come in for one or two days are often listed at the bottom of their department.
Who maintains it and how
The production coordinator owns the list. When the gaffer hires a best boy, the gaffer tells the office, the office sends start paperwork and a deal memo, and the new name goes on the list once those are signed. The revision number and date in the header let people tell version 4 from version 3.
The 2nd AD builds the crew call section of the call sheet from the crew list, so a missing name on the list tends to become a missing name on the call sheet.
Mistakes that cause trouble
Stale lists are the biggest one. A crew member who left after week two still getting call sheets, or a new camera operator nobody can reach, both come from skipped updates. Privacy is the other. A crew list with personal cell numbers and home addresses shouldn't be posted to a group chat that includes vendors or background. Keep addresses out of the distributed list entirely.
Job titles should also match the deal memo. If the list says "Key Grip" but the deal says "Grip," the rate conversation will come up at payroll.
Crew list versus contact sheet
The crew list covers crew. A contact sheet is broader and usually adds cast representatives, vendors, locations, and emergency numbers. Many productions combine them into one document, which is how the crew contact list template is laid out.
Storiara's Cast & Crew module stores crew phone numbers and email addresses alongside cast, and the cast and crew feature page shows how those records feed call sheets.