Easy RFP was built by operators who ran hotel RFPs on the buyer side and watched the same process repeat itself every time: the brief is imprecise, three hotels reply late, the spreadsheet grows sideways, and the planner picks the best-written email instead of the best deal. The product exists to end that.
Easy RFP is built by a small team of operators with deep experience across hospitality technology, SaaS product, and software engineering. The team has run hotel RFPs from both sides of the table — as buyers organizing corporate events and as vendors supplying the software behind them — which shaped every product decision: why the hotel response form requires no login, why finalists see anonymized competitive intel, and why pricing is plan-based rather than per-RFP.
The team works in English, Spanish, German, French, Italian, and Portuguese — the languages Easy RFP sends hotel invites in — and answers every support email directly. Reach us at contact@easyhotelrfp.com.
Hotel RFPs in Europe are still run on spreadsheets, email threads, and instinct. A typical planner sends the same brief ten different ways to ten hotels, receives ten formats back, tries to normalize them in Excel, and signs with whichever hotel replied fastest with a decent PDF. The tax on that workflow is real: planners routinely overpay 8–18% vs. what the same hotels would have offered in a structured second round.
Easy RFP is built on the observation that the problem is not that hotels are unwilling to compete — it is that the process does not give them a fair, anonymous way to do so, and it does not give the planner the data to push back. Our fix: structured proposals, automatic scoring, and an anonymized Best And Final Offer (BAFO) round where each finalist sees competitive intel like “3 of 5 finalists offer AV included.”
Every support email is answered by the team that builds the product. This is intentional — it keeps product decisions grounded in real planner pain, not synthesized “voice of customer.”
Every label, tooltip, error message, and email is written in plain language. Acronyms (RFP, MICE, BAFO) are defined on first use. If a planner new to the category cannot understand a screen in 5 seconds, we rewrite the screen.
Hotels respond via a one-time magic link in their browser. Zero friction on the supply side is the lever that moves reply rates above 60%.
Free forever for 1 RFP per month. Pro €45/mo for 10 RFPs. Team €175/mo for unlimited RFPs and 5 seats. Annual billing saves 29%. Hotels never pay — no hidden enterprise contracts, no hotel-side fees, no referral commissions from hotels. The only customer is the planner. See the full hotel RFP software feature breakdown if you want the technical detail.
Every reply, every bounce, every PDF attachment, every planner correction writes back to the hotel row in our database. Invariant facts on the hotel, variable facts on the proposal. The product gets better with every RFP run.
Benchmarks we publish — reply rates by chain, average savings delta vs. Round 1, response time by country — come from anonymized aggregate data across RFPs run on Easy RFP. We never publish data identifiable to a single planner, a single hotel, or a single event.
Email contact@easyhotelrfp.com. For press, partnerships, or data-sharing inquiries, same address. Response SLA is 24 hours on working days.