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Planning Pod
Planning Pod integrationEvent venuesEvent and venue management platform

AI inspections for Planning Pod

Read the photos of every space Planning Pod has booked, at the set and at the strike, and get back what changed in that room and which event it happened during.

What a Planning Pod BEO carries

Overview

Planning Pod plans a room in remarkable detail and stops at the moment the room is real. A space sits under a venue with a capacity and its floorplan templates, an event claims that space on a date, the BEO carries the room setup instructions and the itinerary out to whoever is working, and to-dos hand the jobs to named people. Then the guests arrive and leave, the room gets struck and reset, and no record says what state it was left in. RapidEye reads the space and the dates from Planning Pod, reads the photos your staff take around the turn, and returns a finding per problem with both images and the event that sits between them.

Every turn, not the ones you walkedEach space with an event against it gets its photos read, on a Saturday with six weddings as on a quiet Tuesday.
Damage with a date and a clientThe room before, the room after, and the Planning Pod event that ran in between, which is the whole of a deposit conversation.
Planning Pod stays the recordNo event, lead, BEO, floorplan or to-do is changed. RapidEye reads and reports.

How it works with Planning Pod

A venue space runs a loop: set, event, strike, reset, and sold again. RapidEye reads the photos at the seams of that loop. These are the common ones; they are not the edge of what the product handles.

  • The set, against the floorplan. Table count, chair count, the dance floor where the plan put it, linens on and straight, the bar where the client was told it would be. A finding comes back while there is still time to move something rather than apologise for it.
  • The strike. The photo taken as the last person leaves is the single most valuable one in a venue, and it is the one nobody looks at. Wax on a table, a chip out of a doorframe from a load-out, a scuff down the length of a wall, glassware that did not come back.
  • The reset for tomorrow. Rooms turn overnight for a different client and a different setup. RapidEye reads the reset photo against how that space should stand and flags what is still stacked in a corner.
  • Multi-space events. A wedding takes a ceremony lawn, a cocktail space and a ballroom, and the damage never announces which room it happened in. Findings are separated by space, because Planning Pod already separates the booking that way.
  • Everything outside the ballroom. Restrooms, the loading corridor, the parking lot, the grounds. Whatever your staff photograph, RapidEye reads, and video walkthroughs or a room-by-room format of your own are something we set up with you.

Every finding names the space, the spot, the kind of problem, how serious it is, both photos, and a next step. It lands in the RapidEye dashboard and, if you want it, in a Slack channel or the venue office inbox. Whether it becomes a to-do, a repair or a line item on the client's damage deposit is your call and stays inside Planning Pod.

How to connect Planning Pod to RapidEye

  1. The spaces you want watched. Your rooms already exist in Planning Pod as spaces and rooms under a venue, each with a name, a colour on the master calendar and a maximum capacity. Tell us which ones matter to you.
  2. Photos at set and at strike. From the phone your staff already carry. If they are already landing in the event's Files tool or attached to a to-do, RapidEye reads them there. If not, a RapidEye capture link opens on any phone with no app to install, a fixed set of angles per space.
  3. A login for RapidEye. Planning Pod grants access from a contact card, so RapidEye goes in as a contact first and then gets an access level. The modal has the exact path.

What a Planning Pod BEO carries, and what it cannot

Checked against Planning Pod's help centre, September 2026.

Planning Pod is an event and venue management platform, and the banquet event order is where its other forty-odd tools converge into the one document the floor actually works from. According to Planning Pod's help centre documentation (planningpod.com), a BEO layout is built from panels you can rearrange, disable or extend with custom fields, arranged in one, two or three columns, and its content is fed both by hand and by prompts as you build the event out in the itinerary, proposal, invoice, contract and food and beverage tools. Read as a list of panels, it is also a list of promises somebody has to physically make true in a room.

The panelWhat has to be true in the room, and who checks it today
Basic event informationName, dates and times, locations, the client and the vendors. The one part of the BEO that cannot be wrong in the room, because it is not in the room.
Itinerary and scheduleLoad-in, doors, service times, strike. Every line is a moment the space is supposed to look like something specific, and none of them leave a record of how it looked.
Room setup instructionsThe panel the banquet team works from, alongside the event's floorplan. Confirmed today by whoever happens to walk the room before doors.
Food and beverage packages, service and deliveryStations, bars, timing. What was actually put out and where is settled from memory once the night is over.
Invoice and proposal totals, signature statusesWhat the client owes and what they signed. This is exactly where a damage charge has to be argued, and it is the panel with no picture behind it.
Custom panels and fieldsPlanning Pod's own examples are special requirements, load-in details and audio-visual equipment: the three things most likely to leave a mark on a wall.

Can you attach photos to an event in Planning Pod?

Yes, and better than most platforms in this category. Every event has its own Files tool that takes image formats including png, jpg and gif, files can be organised into folders, and uploads are timestamped so that a newer version of a file is kept alongside the older one rather than overwriting it. To-dos accept file attachments too, next to their assignment, due date, reminders and notes. The help centre is also candid that you cannot open a file inside Planning Pod and work on it. So the photo of the ballroom at strike can sit exactly where it belongs, in the event it came from, and still be seen by nobody. That is the gap RapidEye fills: it reads what is in the folder, compares it with the same room before the event, and tells you what changed.

Checklists, to-dos, and what a completed task proves

Planning Pod draws a firm line between its two task tools, and it is worth understanding before you decide where the turn lives.

ChecklistsFor things you need to track and check off, in Planning Pod's own words. The help centre says plainly that the checklists tool has no ability to assign items to contacts, and points you to to-dos when you need that.
To-dosThe task manager. Assigned to one or more contacts, with a due date, email or text reminders, notes and file attachments. This is where accountability lives.

Either way, what gets recorded is a statement: someone marked the reset done. Planning Pod's activity log will tell you who took an action, in which tool, and when, for the previous fourteen days, with the user activity report behind it for anything older. That is an excellent record of the claim and no record at all of the room. A photograph read against the same room before the event is the only thing that closes that distance, and reading it is the part nobody's shift has ever had room for.

Planning Pod integration FAQ

Does RapidEye integrate with Planning Pod?

Yes. RapidEye reads the space or room and the event dates from Planning Pod, together with the photos your staff take when a room is set and when it is struck, and returns a finding for each problem: damage that arrived during the event, a room reset wrong for the next booking, something missing, something left behind. Your events, leads, BEOs, to-dos and files in Planning Pod are not changed.

Can you attach photos to an event in Planning Pod?

Yes. Planning Pod's help centre says every event has its own Files tool that accepts image formats including png, jpg and gif, with folders, and that uploads are timestamped so a newer version of a file does not overwrite the older one. To-dos accept file attachments as well. What no tool does is look at the picture, which is where the integration starts.

Which Planning Pod record does a finding attach to?

The space and the date. A Planning Pod event is assigned a venue and a space or room and it carries its date and time, so a photo of that room on that day belongs to that event. A finding says the room, the event and the date, which is what makes it usable in a conversation with the client who booked it.

Can RapidEye check a room against the setup on the BEO?

Yes. Room setup instructions are one of the panels a Planning Pod BEO layout can carry, and the floorplan for the event says where things go. RapidEye learns what your rooms look like set correctly from your own photos and reads the setup photo against that, so a wrong table count or a missing riser surfaces before the client walks in.

We use to-dos rather than checklists for the turn. Does that matter?

It matters for who is accountable, and Planning Pod is explicit about it: checklists are for tracking and checking off, and its help centre points you at the to-dos tool when you need to assign an item to a contact. Either way, a completed to-do records that somebody said the room was reset. RapidEye reads the photo of that room and says what it actually shows.

Does RapidEye change anything in Planning Pod?

No. Planning Pod stays the system of record for events, leads, spaces, BEOs, floorplans and to-dos. RapidEye reads and reports, and your team decides whether a finding becomes a to-do, a repair or a line on the damage conversation.

Other venue software RapidEye works with

Platforms that book a space, order the event and then hand the room to somebody with a phone.

Event TempleHotel sales and catering, with the set read against the event's setup style TripleseatRestaurants, hotels and unique venues, with condition read from the room's own photos Perfect VenueInquiries through to payment, plus a check on the space that was sold CatereaseCatering and event management, with the strike photo read against the set EventProVenue, event and catering bookings, every space checked rather than sampled All event venue integrations

Sources

  • Planning Pod help centre, banquet event orders, spaces and rooms, files, to-dos, checklists, activity logs and user access documentationplanningpod.com
  • Planning Pod product pages, venue and event management platformplanningpod.com

Sources are named at the publisher level and were checked against the publisher's live pages before this page was published.