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Charles de Gaspe Beaubien, Co-founder and Chief Commercial OfficerThe people managing these meetings have changed as well. In large corporations, 60 to 80 percent of meetings are now handled by administrators and other occasional planners rather than professional meeting planners. Many take on the responsibility without knowing where to begin.
“It’s easy to book a flight. It’s hard to book a meeting,” says Charles de Gaspe Beaubien, Co-founder and Chief Commercial Officer of Groupize.
The complexity starts as soon as someone decides to hold a meeting. Approvals, budgets, compliance, venue sourcing, supplier negotiations, contracts, registration, attendee management, travel, expenses and reconciliation involve different people, systems and policies. No one in the organization necessarily has a complete view of the process or its costs.
Rebuilt Around AI
Groupize has spent 15 years in the meetings industry, developing the expertise and relationships needed to manage these complex workflows. When agentic AI presented an opportunity to rethink the technology, the company rewrote 13 years of code to build aime, its AI for Meetings & Events platform.
“It’s easy to book a flight. It’s hard to book a meeting.”
The platform brings together 14 specialized agents designed to handle different stages of meeting management, from sourcing venues and negotiating rates to managing room blocks, registration, travel and expenses. According to Groupize, the platform can save companies up to 22 percent on their meeting programs while automating thousands of manual tasks per meeting, freeing employees to focus on event content and delivery.
“Instead of trying to connect our data and workflows to AI, we’ve actually re-engineered the whole solution so that AI is the entry point,” says Ramakrishnan Ramaswamy, Chief Technology Officer.
Experienced meeting professionals model and refine the agents’ capabilities, while customers can add their own policies, preferences and requirements. For occasional planners, the platform tracks responses, negotiations, attendees and costs, identifying risks and mistakes before they become problems. Employees can manage meetings with professional planning expertise at their fingertips, supported by workflows that guide decisions and keep people involved where their judgment matters.
Agentic AI in Practice
aime SmartBids, Groupize’s venue procurement engine, demonstrates how the platform applies agentic AI to everyday meeting operations. It monitors responses from hotels, restaurants, venues and event vendors through connected systems, email and other channels. The system evaluates proposals against organizational requirements, including preferred suppliers, negotiated rates and approved locations, then negotiates within the guidelines established by the meeting manager. Once the terms are finalized, the agreement moves through the company’s approval workflow for contract signature.
The process allows meeting managers to spend less time tracking correspondence and negotiating individual details. They retain oversight while the agents handle repetitive work and apply established preferences and policies.
Sourcing is only the beginning. aime connects negotiations and contracts with registration, attendee management, travel, expenses, reconciliation and financial reporting. Its agent-to-agent integration with SAP Concur links meeting expenditure with the travel and expense systems companies already use, helping maintain continuity from the initial booking through financial reconciliation.
One View of the Meeting Program
Meeting data becomes more valuable when organizations can examine it throughout its lifecycle. Conversations, proposals, contracts, hotel folios, flights and room blocks feed into budgets and cost information, helping companies understand where money goes and how spending compares with initial projections.
Instead of trying to connect our data and workflows to AI, we’ve actually re-engineered the whole solution so that AI is the entry point.
The connected information also supports better decisions about future meetings. Organizations can examine spending patterns across hotels and suppliers, assess negotiated rates and identify opportunities to improve purchasing decisions. This visibility extends across centralized meetings managed by professional planners and decentralized meetings arranged by employees throughout the business.
Connected data also allows individual experience to become organizational knowledge. A planner in one region can benefit from the knowledge another colleague has accumulated elsewhere. That knowledge remains within the company instead of being shared across customers, allowing teams to build on previous experience while preserving company-specific information.
Proven in a Regulated Industry
Groupize’s first AI product, DSai (Digital Sign-in with AI), demonstrates how the company applies automation to complex, regulated workflows.
In the life sciences industry, sales representatives who host meals and meetings with healthcare providers must record attendance and expenditure. Under the federal Physician Payments Sunshine Act, companies report applicable transfers of value through the CMS Open Payments program. Errors can expose organizations to fines and audit risks.
DSai replaces paper sign-in sheets and manual data entry by capturing attendee information digitally, checking it against compliance rules, and connecting it to the representative’s expense report. According to Groupize, sales representatives save four to five hours a week, while the proportion of audited expense reports containing compliance errors has fallen from 85 percent to zero. The product has been in the market for two years.
The experience informs the architecture behind aime, where company policies, workflow expertise, and connected information guide automated actions. Groupize is also working toward FedRAMP certification as it expands the platform into government environments.
A Category Ready to Be Managed
Groupize’s approach reflects a broader shift in how enterprises can manage meetings. By rebuilding its platform around AI, the company has embedded meeting expertise into specialized agents and connected workflows from sourcing and negotiation through contracts, registration, travel, reconciliation and financial insights.
The combination of domain knowledge, enterprise integrations, company-specific information, and agentic execution is designed to help organizations bring greater control to a complex category of spending. It also gives occasional planners access to the expertise and workflows traditionally associated with professional meeting managers.
Groupize’s recognition as the Top AI-powered Meeting Management Platform for 2026 reflects its focus on integrating these capabilities throughout the meeting lifecycle.
Making Enterprise Meeting Management Smarter with AI
Managing a few meetings may seem straightforward, but things get complicated when an organization is handling hundreds of them across different teams. A single meeting can involve approvals, venue selection, contracts, registrations, travel arrangements and expense reconciliation. Yet these tasks often remain spread across emails, spreadsheets, procurement tools and event platforms. The problem grows when smaller meetings fall to executive assistants or employees who only plan events occasionally. Procurement teams must then work out whether an AI platform can reduce the workload without compromising company policies or losing track of spending decisions.
What matters most is what the platform can actually do, not how impressive its conversational interface looks. Buyers should look at whether AI can take a request through sourcing and negotiation, then handle registration, travel, payments and final expense reconciliation without constantly handing tasks back to employees. Human oversight still matters, particularly when decisions involve money or supplier commitments. There is a real difference between a tool that answers questions and one that can complete defined tasks while flagging decisions that need human judgment. Procurement teams should also be able to review what the AI has done, especially when supplier terms or costs change during negotiations. Faster processes are useful, but not if nobody can explain how a decision was reached.
"Groupize has built its meetings platform around aime, a collection of specialized AI agents designed to manage tasks across sourcing, approvals, registration, travel and budget reconciliation. "
Keeping things under control becomes more challenging when AI starts acting on employees' behalf. Approvals, company policies, data separation and audit trails must remain clear even as more work becomes automated. Enterprise buyers should check how these controls fit into everyday workflows and whether they apply from the initial meeting request through final expense reporting. Integrations matter just as much. If the platform cannot exchange information reliably with existing travel, expense, finance and compliance systems, much of the value of bringing meeting data together can be lost. Spending is another area worth examining closely. Large corporate events may receive plenty of attention, while smaller meetings happen across departments with little centralized oversight. As a result, getting an accurate picture of total meeting costs can become surprisingly difficult. A capable platform should track budget changes and supplier responses as they happen, then bring actual expenses back into the same record. This gives finance and meeting teams a clearer view of planned budgets, existing commitments and final costs without having to piece everything together after the event.
The best systems also help organizations hold on to knowledge that would otherwise stay with individual employees. Hotel agreements, preferred suppliers, negotiated rates, contract history and previous decisions are often known only to the people who handled earlier meetings. When someone else takes over, that knowledge can easily be lost. AI becomes more useful when it can apply approved company information to new requests while keeping customer data separate. Buyers should ask how the platform uses previous meeting records, which information can be reused and what safeguards prevent that knowledge from being applied inappropriately.
Groupize has built its meetings platform around aime, a collection of specialized AI agents designed to manage tasks across sourcing, approvals, registration, travel and budget reconciliation. Its aime SmartBids capability handles venue sourcing and negotiation within parameters established by meeting staff, while the wider platform keeps people involved in decisions that need their input. Groupize also brings meeting information together across documents and transactions, helping teams track budgets and reuse company-specific knowledge. For enterprises weighing basic AI assistants against platforms that can carry tasks through the meeting lifecycle, Groupize is worth considering for its combination of practical automation and structured oversight....Read more
Company
Groupize
Management
Charles de Gaspe Beaubien, Co-founder and Chief Commercial Officer
Description
Groupize is an AI native meeting management platform that helps enterprises govern meeting spend, reduce risk, and enforce compliance. Its agentic platform, aime, handles sourcing, negotiations, approvals, contracts, attendee management, and spend intelligence through enterprise integrations and company-specific knowledge.
