SAP Concur's Meeting Planning Agent helps admins find optimal meeting locations based on attendee geography, estimate travel costs, flag major events that may impact pricing and availability, and manage the full meeting lifecycle — from planning through attendee invitations and hotel selection.
Overview
SAP Concur is expanding the Meeting Planning Agent with Phase 3 capabilities, which introduces Meeting Management capabilities and the Room Block feature, enabling meeting administrators to go beyond location planning and take action directly within the agent — creating meetings, inviting attendees, and securing hotel accommodations.
What is changing?
The Meeting Planning Agent builds on the previous version and delivers a more structured, automated, and intelligent planning experience — without altering the familiar planning workflow. Planners still define attendees and preferences; the Agent now interprets a broader set of planning inputs and enriches location recommendations with real-world context. Phase 3 introduces the following enhancements on top of the existing Meeting Planning capabilities:
Meeting Management Capabilities (available to all Joule Premium customers with Meeting Center enabled)
- Send invitation emails directly to attendees with meeting details and travel booking links — no more manually crafting and sending emails outside the tool.
- Select an internal hotel from the Concur Travel catalog to suggest to attendees as part of the meeting setup.
Room Block Feature (available to a select set of customers)
- Submit a room block request through an external partner to secure rooms at negotiated rates.
- Review hotel proposals and manage room block responses directly within the agent.
All capabilities from Phase 1 and Phase 2 are retained, including:
- Optimal location recommendations based on attendee geography
- Cost estimates per location (flights + hotel).
- Flagging of major events that may impact pricing and availability.
Note: All Meeting Planning Agent features are currently available in English only.
Why is this change occurring?
The original Meeting Location Planner Agent was designed to assist with location planning only. As meeting administrators expressed a need for end-to-end meeting management within a single tool, SAP Concur expanded the agent's capabilities — and renamed it the Meeting Planning Agent to reflect that broader scope. This evolution reduces context-switching, streamlines the meeting planning workflow, and brings hotel and attendee management into the same AI-driven experience.
Timelines
- General Availability: Q4, 2026
Where can I find more information?
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