/ The challenge.

Documenting damages that occur during events has traditionally been a tedious, frustrating, and time-consuming task. Before AI, venue managers had to manually photograph incidents, write detailed and accurate descriptions, cross-reference insurance policies, and then craft comprehensive claims — often under tight deadlines. This cumbersome process frequently led to incomplete documentation, delayed submissions, and potential disputes with insurance providers.

When OpenAI introduced ChatGPT in November 2022, event professionals, including the team at Taets Art & Event Park, immediately saw the potential to streamline such tasks. The challenge, however, was understanding how best to integrate this powerful but initially opaque technology into their workflows. By continuously exploring the question, "Can AI help us with this?", Taets discovered that multimodal AI tools like GPT-Vision could revolutionise the process — dramatically improving speed in reporting venue damages.

/ The solution.

Since September 2023, paid users of ChatGPT have had access to a multimodal product. This means that your chat interface is connected not just to a language model but also to other powerful tools like DALL·E 3 (image generation) and GPT-Vision.

Although GPT-Vision isn't explicitly highlighted in the ChatGPT interface, it might be the most magical feature of all. GPT-Vision provides the language model with eyes—allowing you to upload images and then ask ChatGPT detailed questions about what’s depicted.

Here's how we helped the Taets Art & Event Park team implement GPT-Vision to quickly and effectively report damages directly to their event insurance provider:

👉 Step 1: Take pictures of the damage and describe the incident.

In one specific case at Taets Art & Event Park, we encountered damage to various objects caused by a forklift during event breakdown. We captured several clear photos and wrote quick notes on an iPhone describing each incident.

Knowing that language models are particularly good with words, we focused mainly on capturing the necessary context — then let AI perfect the wording later.

Don't like typing notes? You soon won't have to. With the recent announcement of GPT-4o, we’ll soon be able to verbally explain the incident using ChatGPT’s voice-mode, and then simply switch on the camera mid-conversation to visually share the damage with our AI assistant.

👉 Step 2: Retrieve your insurance policy terms.

When preparing an accurate damage claim, Taets Art & Event Park had two options: rely purely on ChatGPT’s persuasive capabilities or take it a step further. GPT-4o is trained on extensive documentation, making it perfectly capable of interpreting even the dry language of an insurance policy.

We retrieved Taets’ specific policy details, providing ChatGPT all the necessary ingredients to determine exactly what coverage the venue was entitled to.

👉 Step 3: Combine all ingredients in the AI ‘cocktail shaker.’

Next, we used ChatGPT’s upload feature to leverage GPT-Vision's multimodal capabilities, combining Advanced Data Analysis and visual interpretation. We shared the damage photos, brief context notes, and the venue’s insurance policy. Our final step was crafting a clear prompt, which looked something like this:

Prompt:
You are an experienced insurance expert. Write a letter to our insurer to submit a damage claim resulting from incidents during the breakdown of Event XYZ on [DATE]. Attached are 4 photos depicting the damages, alongside brief notes describing each incident. I've also included our insurance policy terms so you can verify our coverage. Write a polite but clear letter, not exceeding 500 words.

You can also discover new AI event use-cases

There are undoubtedly many more processes in our work as event professionals where language models like ChatGPT can add significant value. We encourage you to regularly invite AI into your workflow—as we did with the team at Taets Art & Event Park—to uncover relevant and innovative new applications.