Production templates · Forms

Transport & catering plan

Vehicle, driver, passengers, departure, arrival, parking and return, plus meal times, places, headcounts, dietary needs, service and vendor.

A transport and catering plan puts one shooting day’s moves and meals on a single sheet. The transport table lists vehicle (plate), type, driver, contact, passengers (department and count), departure point and time, destination and arrival time, parking and return. The meals table covers breakfast, lunch, dinner and a late meal with time, place, crew, cast and extras counts, dietary needs, service (catering, packed meals, restaurant), vendor and notes; headcount totals calculate in Excel.

English Excel — Transport & catering plan (English)Print · PDF — Transport & catering plan (English)
한국어 Excel — Transport & catering plan (한국어)Print · PDF — Transport & catering plan (한국어)

The Excel file includes Example and Guide sheets next to the blank form. How to fill it in

What's inside

What's inside

  • Production
  • Shooting day / date
  • Production contact

Transport

  • Vehicle (plate)
  • Type
  • Driver
  • Contact
  • Passengers (dept / count)
  • From
  • Depart
  • To
  • Arrive
  • Parking
  • Return

Meals

  • Meal
  • Time
  • Place
  • Crew
  • Cast
  • Extras
  • Headcount
  • Dietary needs (vegetarian, allergies)
  • Service
  • Vendor
  • Notes

How to fill it in

What it is for

The transport and catering plan sets out, for one shooting day, which vehicle carries whom, when and where, and how many people eat where and how at each meal. Production uses it to brief drivers and caterers, and crew check their ride and meal times on it.

When to use it

Once the call sheet is locked the day before, build transport around the call times and confirm meal counts with the caterer. Update it on the day whenever a move or the schedule changes, and tell drivers and caterers straight away.

Field by field

  • Production

    What
    The production shooting
    How
    Helps vendors who serve several productions.
    Example
    The Temperature Between Us

  • Shooting day / date

    What
    The shooting day and date this sheet covers
    How
    Use the same day number as the call sheet — one sheet per day.
    Example
    Day 12 · 2026-11-13

  • Production contact

    What
    Who answers transport and catering questions
    How
    One person drivers and caterers can call.
    Example
    Geonyoung Lee · 010-0000-0000

  • Vehicle (plate)

    What
    Unit number and plate
    How
    Putting the unit number first (“Van 1”) makes vehicles easy to call on set.
    Example
    Van 1 (00가 0000)

  • Type

    What
    Kind and size of vehicle
    How
    Van, car, box truck — enough to judge passengers and kit.
    Example
    12-seat van

  • Driver

    What
    Who drives it
    How
    For an outside driver, add the company after the name.
    Example
    Woojin Jung (○○ Rentals)

  • Contact

    What
    Driver’s phone number
    How
    Share only with crew who receive this sheet, not in group chat notices.
    Example
    010-0000-0000

  • Passengers (dept / count)

    What
    Departments and headcount on board
    How
    Write department and number, such as “Directing 4”. Cast vehicles can list the role instead of the name.
    Example
    Directing 4 · Production 3

  • From

    What
    Pick-up point
    How
    Use an easy landmark such as a station exit or building entrance.
    Example
    ○○ Station exit 2

  • Depart

    What
    Time it leaves the pick-up point
    How
    Work back from call time, allowing travel time and a margin.
    Example
    05:30

  • To

    What
    Destination
    How
    Give the location name and neighbourhood.
    Example
    Cafe Ondo (○○-dong)

  • Arrive

    What
    Time it reaches the destination
    How
    Must be before call time; equipment trucks earlier still, to allow setup.
    Example
    06:20

  • Parking

    What
    Where to park and what is permitted
    How
    Note the permitted car park or number of spaces. Unpermitted street parking is how complaints start.
    Example
    ○○ public car park, 2 spaces

  • Return

    What
    Return time and stops
    How
    Base it on expected wrap and list any stops.
    Example
    After wrap · via ○○ Station

  • Meal

    What
    Which meal
    How
    Breakfast, lunch, dinner and late meal are pre-filled; leave unused meals blank.
    Example
    Lunch

  • Time

    What
    Meal start time
    How
    Match the meal break on the call sheet.
    Example
    12:30

  • Place

    What
    Where people eat
    How
    For catering, where it is set up; for a restaurant, its name.
    Example
    Alley beside Cafe Ondo

  • Crew

    What
    Crew headcount
    How
    Match the call sheet.
    Example
    38

  • Cast

    What
    Cast and their team
    How
    Decide up front whether managers and stylists are counted here.
    Example
    6

  • Extras

    What
    Extras headcount
    How
    Match the extras roster.
    Example
    12

  • Headcount

    What
    Total for the meal
    How
    Excel adds crew, cast and extras automatically.
    Example
    56

  • Dietary needs (vegetarian, allergies)

    What
    Special diets to cater for
    How
    Write type and count, not names.
    Example
    Vegetarian 2 · shellfish allergy 1

  • Service

    What
    How the meal is served
    How
    Choose catering, packed meals or restaurant (the Excel cell has a list).
    Example
    Catering

  • Vendor

    What
    Who provides the meal
    How
    Keep the vendor’s phone number in notes or the production contact list.
    Example
    ○○ Catering

  • Notes

    What
    Meal requests and changes
    How
    If the time slips or numbers change, note when you told the vendor.
    Example
    Push to 13:00 if running late

Tips

  • Work departure times back from call time, allow for rush-hour traffic, and send equipment trucks ahead of crew vehicles.
  • Confirm meal numbers with the vendor the day before against the call sheet and extras roster, then reconfirm on the morning.
  • Tell the vendor about dietary needs in advance and have those meals packed separately.
  • Writing the permitted parking in the parking column stops drivers circling when they arrive.
  • On days with a unit move, add separate rows for departure from and arrival at the second location.

Common mistakes

  • Not updating transport after the call time changes, so vehicles leave late.
  • Leaving out cast entourage (managers, stylists) so there are not enough meals.
  • Posting the sheet with driver phone numbers straight into a group chat.
  • Telling the vendor late that shooting is running over, so food goes cold or the vendor leaves early.

Filled-in example

Filled in for the fictional drama “The Temperature Between Us”. All people, companies and numbers are made up; the Excel file has the same example on its Example sheet.

Transport & Catering Plan

ProductionThe Temperature Between Us
Shooting day / dateDay 12 · 2026-11-13
Production contactGeonyoung Lee · 010-0000-0000

Transport

Vehicle (plate)TypeDriverContactPassengers (dept / count)FromDepartToArriveParkingReturn
Van 1 (00가 0000)12-seat vanWoojin Jung (○○ Rentals)010-0000-0000Directing 4 · Production 3○○ Station exit 205:30Cafe Ondo (○○-dong)06:20○○ public car parkAfter wrap · via ○○ Station
Truck 2 (00나 0000)1-ton box truckJunho Park010-0000-0000Lighting kit · 2Lighting store (○○-dong)04:50Cafe Ondo (○○-dong)05:40Loading bay behind cafe (permitted)Straight to store after wrap
Car 3 (00다 0000)CarMinjae Choi (manager)010-0000-0000Cast · 2Near cast residence07:00Cafe Ondo (○○-dong)07:50○○ public car parkAfter cast wrap

Meals

MealTimePlaceCrewCastExtrasHeadcountDietary needs (vegetarian, allergies)ServiceVendorNotes
Breakfast06:30Holding tent outside Cafe Ondo3838Packed meals○○ Lunchbox
Lunch12:30Alley beside Cafe Ondo3861256Vegetarian 2 · shellfish allergy 1Catering○○ CateringPush to 13:00 if running late
Dinner18:30Set-menu restaurant, ○○-dong36440Vegetarian 2Restaurant○○ RestaurantExtras wrap in the afternoon
Late meal
Total1121012134
Open the example full size · print

FAQ

How do I set departure times?

Work back from the call time on the call sheet, allowing for travel and loading. Equipment vehicles often leave before crew vehicles, and rush-hour routes need extra margin.

When should meal counts be final?

Usually the day before, once the call sheet is out. Record dietary needs by type and count rather than by name.

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