Create structured hotel RFPs, invite the right properties, compare replies side by side and keep every sourcing decision in one place. Built for SME event planners managing real commercial pressure across Europe.
Every brief lands in front of a real venue, not a generic inbox. The database keeps growing as planners send more RFPs and hotels reply.
Easy RFP is an AI-powered hotel sourcing platform built for European SME event planners. It automates the process of creating, sending, and comparing hotel Requests for Proposals (RFPs) for corporate events, conferences, and team offsites. Instead of emailing hotels individually and comparing proposals in spreadsheets, planners describe their event once, and the AI generates a professional RFP, sends it to matching hotels from a curated European database, and presents all responses in a standardised side-by-side comparison with AI scoring.
Easy RFP is designed for companies that organise 2-10 events per year and need a professional venue sourcing tool without enterprise complexity or pricing. It covers 40+ cities across the UK, Spain, Germany, France, Portugal, Italy, the Netherlands, Belgium, and the Nordics.
A guided sourcing flow. No training needed: if you can fill in a form, you can use Easy RFP.
Tell us the basics: dates, location, number of attendees, meeting space needs, and budget range. Takes 3 minutes.
Claude AI generates a professional, negotiation-ready hotel RFP with the right concessions, attrition clauses, and evaluation criteria already built in.
Hotels respond directly to your RFP. We normalise their proposals side-by-side and score them with AI, so you can choose in minutes. not hours.
Every screen helps your team move from brief to shortlist with less noise and better commercial visibility.
Professional documents with pre-filled negotiation anchors, concession checklists, and evaluation scorecards. generated in seconds from your event brief.
Curated database of properties that actually respond. including major chains, regional groups, and leading independent venues. We track response rates so your RFP goes to hotels that show up.
All proposals in one place, normalised to the same format. Room rate, F&B minimum, concessions, attrition clause, and AI score. at a glance.
See how much you spent across all events, which hotels gave the best value, and where you can negotiate harder next time.
Side-by-side with the platforms most planners evaluate.
| Easy RFP | SME Platforms | Enterprise Tools | |
|---|---|---|---|
| Price | €0/mo today Pro €45/mo · Team €175/mo |
€280-460/year | €2,800+/year |
| EU hotel coverage | 4,300+ MICE venues | US-focused | Global |
| AI-generated RFPs | Yes | No | No |
| AI proposal scoring | Yes | No | No |
| Setup time | 3 minutes | 1 hour | Weeks |
| Free plan available — no credit card. | Yes, no card | No | No |
| Built for EU SMEs | Yes | US-centric | Enterprise |
Built for planners who source 2 to 10 hotel events per year and cannot afford messy procurement workflows.
You organise team offsites and leadership retreats on top of your day job. You need something that gets proposals fast. without becoming an expert in hotel procurement.
Retreats, training days, all-hands. You plan 4–8 events a year and need to compare hotels across cities without spending a week on each one.
Event planning is your job, but enterprise tools are overkill for your team size. You need a professional RFP tool that matches your expertise. at a price that makes sense for an SME.
Anonymised composites from private customer interviews. Identifying details withheld until quoted individuals approve named publication.
"I used to send the same hotel brief by email seven times in seven different formats. Now I fill the form once and proposals come back already comparable. Last quarter's offsite went from a two-week scramble to a four-day decision."
"The side-by-side compare actually made our finance director happy. He could see attrition clauses, F&B minimums and total programme cost in one screen. We negotiated 11% off the winning proposal because we had visibility on alternatives."
"I evaluated Cvent, Stova and Bizly before finding Easy RFP. The first two were quoting enterprise-tier pricing for a team my size. Bizly was US-centric — none of the European hotels I needed. Easy RFP just worked. Sent three RFPs in the first week."
Composite testimonials based on real private customer interviews. We will publish named quotes with permission as soon as our first customers agree to be cited publicly. If you are using Easy RFP and would like to be featured (or want this section removed), email contact@easyhotelrfp.com.
Everything you need to know about hotel sourcing, RFPs, and venue booking for corporate events.
A hotel RFP (Request for Proposal) is a formal document sent to hotels specifying your event requirements. dates, attendees, room block size, meeting room needs, catering minimums, AV requirements, and budget. Sending a professional RFP instead of an informal email enquiry improves hotel response rates from under 40% to 70-80% and typically saves 15-25% on total event costs through stronger negotiation positioning on comp rooms, attrition clauses, and F&B concessions.
Traditionally, booking hotel meeting rooms and conference venues involves emailing hotels individually, waiting days for responses, then comparing proposals in spreadsheets. Easy RFP automates this entire process: describe your meeting room requirements (capacity, layout, AV needs, catering), and the AI generates a professional RFP sent to matching hotels from our database of 4,300+ MICE-capable European venues. Hotels respond within 24-48 hours with comparable proposals you can review side-by-side.
Easy RFP is purpose-built for SME event planners organising 2-10 events per year, not enterprise procurement teams. Enterprise platforms like Cvent and Stova use enterprise-tier pricing not published by the vendor (see G2/Capterra public reviews); both weeks of setup. Affordable alternatives tend to be US-centric with limited European hotel coverage. Easy RFP is free, takes under 5 minutes for your first RFP, needs zero training, and is specifically built for European hotel sourcing with 4,300+ MICE venues indexed across 40+ cities.
Under 5 minutes from start to send. Describe your event (dates, location, attendee count, space requirements, budget range), the AI generates a complete professional hotel RFP, you select matching hotels from the curated database, and send. Compare that to the industry average of 15-20 hours of manual work per event using email templates, phone calls, and spreadsheets.
4,300+ MICE-capable European hotels suitable for corporate events, conferences, and team offsites. Coverage includes London, Manchester, Edinburgh, Birmingham, Bristol, Paris, Barcelona, Amsterdam, Dublin, and Lisbon. The database includes international chains, regional groups, and independent conference hotels and boutique venues, all selected for meeting space availability, response rates, and track record with SME clients.
Easy RFP works for any business event requiring hotel meeting space or accommodation: team offsites and away days, leadership retreats, sales kick-offs, annual all-hands meetings, training seminars, board meetings, client entertainment, product launches, and multi-day conferences. Designed for groups of 20-500 attendees at companies that organise 2-10 events per year.
Yes. The AI-generated RFPs include pre-filled negotiation anchors that experienced hotel buyers always request: complimentary room ratios, attrition clause structures, F&B minimum concessions, meeting room rental waivers, and value-add items like free Wi-Fi or AV. Most SME planners who switch from informal email enquiries to structured RFPs save 15-25% on total event costs. including room block rates, meeting room hire, and catering.
Free forever for 1 RFP/month with 5 hotels/RFP, top 3 AI scoring, manual proposal entry, and email support. Pro at €45/mo unlocks 10 RFPs, 15 hotels, full AI scoring, side-by-side compare, and PDF/CSV export. Team at €175/mo adds unlimited RFPs, 25 hotels, 5 seats, BAFO rounds, multilingual outreach, and annual spend report. Stripe checkout is LIVE — annual billing saves 29% (Pro €32/mo effective, Team €124/mo effective). For context: enterprise venue sourcing platforms start at €2,800/year and venue-finding agencies charge 10-15% commission per booking. Reach the team at contact@easyhotelrfp.com.
Easy RFP surfaces all hotel responses in a standardised side-by-side comparison view. The AI scores each proposal on price, value, location fit, and contract terms. highlighting which hotel offers the best overall deal for your specific event. No more manually copying rates into spreadsheets or trying to compare proposals with different formats and line items.
The product ships new features each week. The Free plan covers one full sourcing event per month so planners can validate the workflow on a real RFP before committing to Pro or Team. Pricing changes will be communicated well in advance — existing accounts will not be surprised by a sudden bill.
Conference hotel shortlists for the European cities planners source from most. Skip the cold spreadsheet — start with a curated list.
We are onboarding event teams across Europe. Free forever for 1 RFP/mo. Pro €45/mo and Team €175/mo are LIVE on Stripe. Annual billing saves 29%.
Want the full feature breakdown? See hotel RFP software or read the ROI calculator.