Stage and performance
Write a call note performers can follow
A call note tells each person or group when to arrive, where to go and what to bring or do first. Write it only from confirmed times, give each group its own line and name one contact. Mark anything undecided as pending.
A text to start with
I'm organizing [event name] on [date]. Confirmed details: [groups or people with call times], [meeting location and entrance], and [preparation each group needs, such as costume, warm-up or props]. Still pending: [list]. Write a call note with one block per group and a single contact name. Leave out phone numbers and emails, and mark pending items clearly.
Example request. Change the details to fit your situation.Call note worksheet
Event and date: [ ] Note version and date issued: [ ] Source of confirmed times: [ ] Person or group: [ ] Call time: [ ] Arrival location and entrance: [ ] Preparation before arrival: [ ] Preparation on arrival: [ ] Contact name and role: [ ] Contact details shared privately with: [ ] Pending item and who will confirm it: [ ] Change log What changed: [ ] Old time: [ ] New time: [ ] Groups told and how: [ ]
Where call notes go wrong
Compare each time with the current confirmed schedule, especially after a revision. Check whether groups are being called to the same small space at once. Give the agreed entrance or room details needed to find the location. Use the production contact approved for this audience, and keep private contact information off public versions. Mark pending details explicitly and identify which earlier version the new note replaces.
Ask another agent to check the result
Compare this call note with my confirmed schedule and list every time that differs. Find two groups sent to the same space at once, vague locations, and any phone number, email or home address that should not appear in a shared copy. Point out pending items that read as settled.
Confirm and send the note yourself
Read the note against your confirmed schedule line by line and fix any mismatch. Decide where each group receives it and who may see contact details there. Send it yourself through your usual channel. When a time changes, edit the master note first, put the change date at the top and tell affected groups directly so they discard the old copy.