The fastest way for European event planners to source hotels
Send a branded brief to 4,300+ MICE-ready venues, get TOPSIS-scored proposals back in days, run a Best-And-Final-Offer round to close. Free plan, GDPR-native, no credit card.
What hotel RFP software actually does for you
Most planners spend 6–12 hours per event on email back-and-forth. Easy RFP collapses that to 90 minutes with structured workflow.
Brief once, send everywhere
One structured RFP brief auto-distributes to your shortlist. Each hotel gets a personalised, magic-link form pre-filled with your dates, capacity, and budget bands.
TOPSIS scoring
Multi-criteria scoring (price, location, perks, reviews, MICE capability, capacity, value, response time) ranks proposals automatically. Each weight is adjustable per RFP.
BAFO competition round
Best-And-Final-Offer round opens automatically when round-1 has 4+ qualified hotels. 48-hour binding window. Hotels see anonymised intelligence on what perks competitors offer.
4,300+ vetted MICE venues
European database with capacity, AV, F&B, location, MICE role tagged. Filter by city, capacity, star class, chain. AI auto-recommends best matches based on your brief.
Multi-locale outreach
Hotel emails sent in EN/DE/FR/ES/IT/PT based on the hotel's country. Auto-chaser localised. Inbound auto-confirmation localised. Higher response rate, less manual work.
EU GDPR-native
EU data residency, published DPA, subprocessor list, right-to-erasure tooling for hotels, consent audit log, currency lock. Built for European compliance from day one.
How Easy RFP compares
Honest side-by-side. Pricing as of May 2026.
| Capability | Easy RFP | Cvent | Stova | Bizly |
|---|---|---|---|---|
| Free plan | Yes — 1 RFP/mo | No | No | No |
| Entry price | €45 / month | ~$19,550 ACV | Custom | ~$99 / seat |
| European MICE focus | Native | Global | Global | US-first |
| BAFO round automation | Yes | Manual | Manual | No |
| TOPSIS multi-criteria scoring | Yes | Basic | Basic | Basic |
| Hotels pay anything | Never | Listings paid | Listings paid | 10% commission |
| EU GDPR + DPA | Native | Add-on | Add-on | Add-on |
| Setup time | 5 minutes | 2–4 weeks | 2–4 weeks | 1 week |
For deeper analysis read the full review or the Cvent migration guide.
Pricing
Start free. Upgrade when you're sourcing more than one event a month.
Pro · €45/mo
10 RFPs/month · 15 hotels per RFP · Full AI scoring · PDF + CSV export · BAFO automation
Choose ProTeam · €175/mo
Unlimited RFPs · 25 hotels/RFP · 5 seats · Multilingual · BAFO · Annual report · Priority support
Choose TeamAnnual billing saves 29% (Pro €384/yr · Team €1,488/yr). Lock policy · Trust center
Frequently asked questions
What is hotel RFP software?
Hotel RFP software is a tool event planners use to send sourcing briefs to multiple hotels and compare the responses side by side. Easy RFP automates the brief, the distribution, the multi-criteria scoring (TOPSIS), and a Best-And-Final-Offer round so you close in days instead of weeks of email back-and-forth.
How is Easy RFP different from Cvent or Stova?
Easy RFP is built for European MICE planners and small-to-mid-market budgets — €45/month Pro, €175/month Team, free plan included. Cvent does not publish official pricing; market signals from G2 reviews indicate enterprise-tier annual contracts. We focus on speed-to-decision (BAFO competition round, TOPSIS multi-criteria scoring, EU GDPR-native data residency). Cvent is broader but heavier and US-priced.
Do I need to upload a hotel list?
No. Easy RFP includes 4,300+ MICE-ready venues across Europe with metadata (capacity, AV, F&B, location, response rate). Filter by city, capacity, budget, and the AI auto-recommends the best matches for your brief. You can also upload your preferred-supplier list at any time.
Are hotels charged?
No. Hotels never pay to receive your RFP, fill out a response form, or appear in your shortlist. Only event planners are charged on the Pro and Team plans. Hotels access response forms for free, forever — that is a permanent product principle.
Is Easy RFP GDPR compliant?
Yes. Easy RFP is built EU-first: data is stored in EU regions, we publish a Data Processing Agreement, a subprocessor list, and right-to-erasure tooling for hotels. See /trust/ for the full compliance overview, plus DPA and cookies policy.
How long does setup take?
About 5 minutes. Sign up, complete your planner profile (company name, default city, default attendees), then send your first RFP. The wizard prefills 80% of the second RFP automatically based on the first.
Try Easy RFP with one real event
1 RFP per month free. No credit card. Send to 5 hotels, get scored proposals back, decide in 48 hours.
Start free →Everything you need to send better hotel RFPs
From negotiation tactics to scoring frameworks to city-by-city venue benchmarks — 30+ guides written by sourcing pros.