Free Crew Contact List Template

The crew contact list is the production's phone book: everyone on the crew, the cast, and the vendors, by department, with the numbers you need at 06:00 when the truck hasn't arrived. This is a blank crew list template as an Excel file, with a filled-in example from a sample production, Nightfall.

What's in the template

Crew — by department, in call-sheet order: position, name, phone, email, emergency contact, dietary needs, notes.
Cast — numbered to match the breakdown, with their rep's contact details.
Vendors — camera rental, catering, insurance, and anyone else you'll need to call mid-shoot.

Crew

Collect everything — including the emergency contact and dietary notes — when someone is hired, not the night before. Catering will ask for the dietary column every single day.

Crew · example from “Nightfall”

8 columns

Department	Position	Name	Phone	Email	Emergency Contact	Dietary	Notes
Production	Director	J. Ellison	+1 555 0101	j.ellison@nightfall.film	M. Ellison — +1 555 0201
Production	Producer	R. Kaplan	+1 555 0102	r.kaplan@nightfall.film
Production	1st AD	S. Moreau	+1 555 0103	s.moreau@nightfall.film			Primary on-set contact
Production	Script Supervisor	C. Lindqvist	+1 555 0104	c.lindqvist@nightfall.film
Camera	Director of Photography	A. Kimura	+1 555 0105	a.kimura@nightfall.film
Camera	1st AC	E. Novak	+1 555 0106	e.novak@nightfall.film
Electric	Gaffer	D. Osei	+1 555 0107	d.osei@nightfall.film		Vegetarian
Sound	Sound Mixer	L. Ferreira	+1 555 0108	l.ferreira@nightfall.film
Art	Production Designer	N. Haddad	+1 555 0109	n.haddad@nightfall.film
Locations	Location Manager	B. Ruiz	+1 555 0110	b.ruiz@nightfall.film

Cast

Cast · example from “Nightfall”

8 columns

#	Character	Actor	Phone	Email	Agent / Rep	Dietary
1	Maya	Dana Whitfield	+1 555 0301	dana.whitfield@example.com	Halcyon Talent — +1 555 0400
2	Reyes	Marcus Oyelaran	+1 555 0302	marcus.oyelaran@example.com	Halcyon Talent — +1 555 0400
3	Okafor	Priya Nair	+1 555 0303	priya.nair@example.com		No shellfish
4	Cook	Tom Barrow	+1 555 0304	tom.barrow@example.com
5	Suspect	Luka Petrov	+1 555 0305	luka.petrov@example.com

Vendors

Vendors · example from “Nightfall”

6 columns

Service	Company	Contact	Phone	Email	Notes
Camera rental	Harbor Camera	K. Doyle	+1 555 0500	rentals@harborcamera.example	Pickup Fri, return Mon
Catering	Two Forks	A. Mensah	+1 555 0501	orders@twoforks.example	Headcount by 18:00 prior day
Insurance	Reel Cover	P. Sato	+1 555 0502	p.sato@reelcover.example	COI on file

How to use it

One row per person, grouped by department in the order departments appear on a call sheet.
Collect phone, email, and an emergency contact when someone is hired — not the night before the shoot.
Keep dietary and allergy notes here; catering will ask, every day.
Share a read-only copy with department heads; keep the master in one place so there is never a v2 and a v3.
Add the cast tab and vendor tab so the one list answers "who do I call about…" for anything.

Common mistakes

Multiple versions. The moment there's a v2 and a v3, someone calls the wrong number. One master, shared read-only.
Sharing the whole thing. Emergency contacts and personal details are sensitive. Share department views; keep the master private.
No vendor tab. “Who do I call about the generator?” should have one answer, in one place.