AI space checks for Perfect Venue

Overview

Perfect Venue knows which space a party was in, down to the sub-space, and nothing about what the party did to it. An event lives in a named Space on a date, moves through six statuses, produces a proposal and a BEO, and collects payments against a deposit. All of that is about the booking. The state of the floor, the walls, the linen and the furniture afterwards is the part that stays in somebody's head. RapidEye reads your Spaces and event dates from Perfect Venue and the photos your team takes in each one, and returns a finding per space with the setup picture beside the clear-down picture.

How it works with Perfect Venue

Perfect Venue is built for the venue where the same person answers the enquiry, sends the proposal and locks the door at the end of the night. That shape decides where the checks go.

• The set, against the BEO. Perfect Venue generates and updates the BEO from the event, so the head count, the layout and the setup notes are already agreed. A photo of the finished set comes back read against them: a table short of the count, a bar set on the wrong wall, a dance floor that never went down.
• The clear-down, against the set. Same angles, after. A wine stain in a carpet, a chipped table edge, a scratched floor where a riser was dragged, a heat mark on a bar top. Each is a finding with the setup photo beside it, the space named, and the event's own name and date attached.
• Tours and rehearsals. A tour or rehearsal appears on the calendar under the main event with a marker in front of its name. Those are cheap, honest moments to capture what a space looked like well before the party, and they make the setup photo less lonely as evidence.
• Recurring events in the same space. A recurring event blocks the space it is assigned to every week or every month, which in practice means the same room taking the same load for a long stretch. Small wear across a run of them is invisible one night at a time and obvious across ten.
• Multi-venue groups. Accounts can hold more than one venue, and an event can be moved between them. Checks read one standard across all of them, so a space in your second location is measured against the same bar as your first.

Every finding names the space, the spot in it, the type of problem, how serious it looks, both photos and a suggested next step. It lands in the RapidEye dashboard, and in a Slack channel or an inbox for the events office if you want one. Nothing in Perfect Venue changes until a person changes it. And photos are only the most common input: video walkthroughs, 3D scans, and a setup standard written in your own words are all things we can build a check against, so if your situation is not on this list, ask.

How to connect Perfect Venue to RapidEye

1. Your Spaces, nested as you nest them. The spaces under Settings, Spaces, with their capacities and colours. If you have rooms nested under a full buyout, RapidEye reads the hierarchy the same way Perfect Venue books it, so a finding in a sub-space rolls up correctly.
2. Photos from whoever works the room. Perfect Venue keeps an attachment library for the documents you send guests, not a condition record, so RapidEye sends a capture link that opens on any phone with nothing to install. The person setting the space and the person clearing it walk the same short set of angles. If your team already photographs spaces somewhere else, RapidEye reads those instead.
3. RapidEye added to your team. Add us under Settings, Team, Add, with the venues you want checked. The Connect Perfect Venue button has the name, email and permission level to use.

How Perfect Venue tracks an event, start to finish

Checked against Perfect Venue's help centre, September 2026.

Perfect Venue is event management software for restaurants, unique spaces and small to mid-size venues, and its whole model fits on one screen: an event, a space, a status. According to Perfect Venue's help centre documentation (perfectvenue.com), an event enters as a Lead the moment your contact form is filled in, and then climbs a ladder of six stages, three of which the software moves for you and three of which a person moves by hand.

• LeadAutomaticA brand new enquiry, created when the contact form is submitted. You do not know yet whether it is an event at all.
• QualifiedManualAn enquiry with real potential that has not committed. Perfect Venue's own suggestion is to move leads here once you have replied, purely to keep the board tidy.
• Proposal SentAutomaticSet the moment a proposal goes out to the guest.
• ConfirmedAutomaticSet when the guest signs the proposal or pays the deposit. This is the date coming off the market.
• Balance DueManualWhere you park an event with money outstanding, which the documentation notes can be either before or after the event itself.
• CompletedManualMoved by hand once the event is all set. The one exception the help centre gives is a remaining balance paid after the event date, which moves it there on its own.

Read that ladder as an operator and something stands out. Every automatic step is a money step: a proposal sent, a signature, a deposit, a balance paid. The manual steps are judgement calls, and the last of them, Completed, is a human saying the event is all set with nothing behind that claim except their memory of walking the room. Events that fall through go to Lost with a cancellation reason, and they stay visible on the calendar behind a toggle and in Reports under Lost Reason.

What Perfect Venue knows about a Space

Spaces are set up under Settings, with a name, a seated and standing capacity for internal use, and a colour. They can be nested, so a Full Buyout can contain the rooms it covers and exclude the ones it does not, and booking the parent reserves the children automatically. Inside an event, the space dropdown then shows one of three states, which is the closest thing in the product to a live status for a room.

Notice what those three colours measure. They are about the calendar: is this space spoken for. None of them is about the room. A space can be green and still have a cracked table leg, a burn in the carpet and eleven chairs instead of fourteen, because availability and condition are different questions and Perfect Venue is honestly answering the first one.

Does Perfect Venue hold photos or a condition record?

Not as a field on an event. What its help centre documents is an attachment library under Settings, Email, where you upload menus and documents you send often, capped at 10 MB per attachment and surfaced by the paperclip when you write to a guest. Around the event itself there is a Messages tab for internal team notes with @mentions, Log Activity for calls and meetings that happened off-platform, and Tasks with automated tasks that fire on event status, event type, and days before or after the event. Those are good hooks, and a "photograph the room at strike" task is a sensible thing to automate on one of them. What the task cannot do is check the photo came back, or tell you what is in it. That is the half RapidEye supplies.

Can the team do this on a phone?

Yes, and this is where Perfect Venue is unusually well placed for a check like this. Its help centre documents an iOS app in the App Store and, for Android, opening the web app in Chrome and adding it to the home screen; its feature pages describe replying to leads and managing events on the go. Your managers are already holding the platform in one hand at the end of a night. RapidEye's capture link opens in the same browser, with no app to install and no account for the porter or the bartender who happens to be the last one in the room.

Perfect Venue integration FAQ