The callsheet is one of the most important documents within Be Our Guest Events.
It is your manual, planning and checklist for each assignment.
It contains everything you need to know to execute an event properly, efficiently and flawlessly.
By carefully reading and using the callsheet, you will avoid mistakes, misunderstandings and unnecessary stress.

Every employee - from croupier to manager - is required to follow the call sheet.
Think of it as the event script: if everyone uses the callsheet properly, the event runs smoothly, professionally and without surprises.

🧭 What is a callsheet?

A callsheet is a summary of everything you and your team need to know about the assignment.
The document contains clear instructions about the client, materials, schedule and location.
It also helps you to be organized, collaborative and professional.

📑 What is in a callsheet?

• 👤 Customer Information: Customer's name, contact person and any details or requirements.
• 📅 Timeframe: an exact record of all times, such as loading, departure, set-up, start event, dismantling and return.
  The end time listed on the callsheet is the maximum time paid out.
• 📍 Location details: address, travel time, contact person on site and any special features (such as floors, elevators or parking).
• 🎲 Materials list: A complete list of all game tables, decorations, lighting and accessories that must come with you.
  Everything is clearly displayed with checkboxes for when loading and cleaning up.
• 🚐 Bus information: which bus is used, the bus number, the driver and what materials go on that bus.
• 👕 Additional information: dress code, crew catering, specifics or additional duties applicable to that particular assignment.

🧭 The role of the supervisor

Each call sheet clearly states who the executive (LG) is.
The supervisor is responsible for the correct execution of the assignment and for following the call sheet.
He or she:

• Provides instructions on loading, unloading, building and dismantling.
• Checks that all information is correct and that nothing is forgotten.
• Finishes callsheet while loading, working and clearing.
• Oversees team, communication and professional appearance on site.

Important: Only the supervisor may check off the callsheet.
Other team members help with monitoring, of course, but final responsibility always lies with the supervisor.

✅ The callsheet as a checklist

The materials list in the callsheet contains check boxes. You use these on three occasions:

1. During loading: Check off each item as soon as it arrives in the mail.
2. After the event: While cleaning up, tick off again what goes back into the canister.
3. Upon returning to the shed: check that everything is complete and put back in its proper place.

This may seem unnecessary, but it prevents items from being forgotten or lost.
One missed part (such as a leg, lamp or chip tray) can greatly disrupt the next task.
Those who check off neatly work professionally and avoid problems for the entire team.

📣 What to do if something is wrong

If you encounter something on location that is not right for example a broken item, missing material or damage report it immediately in the group app of the assignment.
Always use the group app for that particular event so that everyone (office, supervisor and colleagues) is informed.
Write briefly what is going on and include a photo if necessary.

In the office, this is picked up and resolved the next day.
By reporting this, you not only help yourself but also your colleagues who later work with the same material.

🎯 Checking chips at the end of a casino night

Chips should always be checked at the end of each job.
Why? Because this is important for both administration and preparation for subsequent events.

If many chips are lost during the evening, the office should be aware of this. In that case, the customer may be charged for the loss. In addition, checking the chips helps your colleagues in the office determine if new chips need to be restocked before the next event.

So always check the amount of chips before clearing the tables. That way we can avoid problems on the next assignment because nothing is more annoying than starting an evening with too few chips at the table.

• You don't have to count the chips by the piece
• Report in the group app if you think there are a lot of chips missing and at which casino table

This prevents misunderstandings, keeps inventory up to date and shows that you work carefully and professionally.

📘 Additional information & tips

• Always read the callsheet at least one day for the event by.
• Check the times carefully: departure, set-up, start event, dismantling and return.
• See who your team members are and what their roles are.
• Check that your clothing, equipment and transportation are in order.
• Use the callsheet as a guide for communication, all the info is in there.

🏁 Why the callsheet is indispensable

The callsheet is the heart of our organization.
It provides structure, clarity and responsibility.
Thanks to the callsheet, everyone knows exactly what needs to be done, when and with whom.
It is the difference between a well-organized event and chaos.

By following the callsheet, you contribute to:

• 🧩 Teamwork and cooperation
• 📅 Tight planning and clear communication
• 🎲 Error-free execution of each event
• 💪 Professionalism and reliability

In short: the callsheet is your script, checklist and guarantee of a flawless event.
Use it carefully, work neatly and take responsibility that is what makes our team strong and professional. 🎯