With reference to racking gear, and with the gear at full operating temps, this is the rule-of-palm method for me, FWIW:
If the gear remains cold to the touch, no venting/space needed. Indeed, depending upon depth, I may even use it as a pseudo-heat-sink in some rack applications. *
If I can leave my bare hand on the equipment in question without it getting uncomfortable, but is warm to the touch, it may not require venting (IMO!) but I would not necessarily stow it adjacent to the next category.
If my hand eventually gets uncomfortable, venting/space is certainly indicated.
Immediately hot to the touch? Something more than space may be required.
The temp thing is a bit obvious, but there are some other racking lessons I've learned along the way:
Weight (!) I've got some vintage boat anchors, and they help me to keep my rack COG closer to the floor. If my 42RU fell on me, it would probably be as bad as a vending machine tip-over. I would certainly gain some more "inserts"...
*Depth of the gear, and where (physically) gear is actually getting hot (hot-spots). These two variables can allow for better cooling/ventilation decisions if they are kept in mind vis-a-vis their immediate rack neighbor. IE., my patch bays, XLR feedthroughs, and some shallow, cooler gear get interspersed with convenience
AND ventilation in mind.
Hope it helps a little,
Frank
PS, I don't own a single vent-plate

I have not needed them. YMMV.