What's the difference between a Task & a Run Sheet Item?
These two can work easily together but stand alone at the same time
Tasks
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A to-do item or action that needs to be completed.
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Assigned to a specific person or team.
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Can exist independently of any particular event schedule.
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Useful for tracking progress — e.g. “Confirm catering numbers” or “Send final invoice.”
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Often has a due date, priority, and completion status.
Run Sheet Items
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A timed schedule entry within an event’s Run Sheet.
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Assigned to a specific person or team.
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Represents something that happens at a specific time and place during the event.
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Focused on the flow and timing of the day — e.g. “Guests arrive at 6:00 PM” or “First dance at 8:15 PM.”
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May have related tasks linked to it (e.g. setup tasks that need to be done before the item).
Quick Analogy
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Think of Tasks as preparation steps leading up to an event.
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Think of Run Sheet Items as what happens on the day/s itself.
Real world flow
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Before the event: Tasks drive preparation.
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During the event: The Run Sheet drives execution.
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After the event: Tasks wrap up post-event actions (pack down, feedback, reporting).