Pricing

Pricing built for European MICE planners

Save 15–20 hours per event. Free forever, monthly cancels anytime, annual saves 29%. From €0 to enterprise.

No credit card to start Cancel monthly anytime GDPR-compliant Setup in 3 min Hotels never pay
Free

Try the platform with one real event

€0/forever

No credit card · No expiry

  • 1 sourcing event per month
  • 5 hotels per RFP
  • Top 3 AI scoring
  • Manual proposal entry
  • 1 seat · Email support
  • Side-by-side compare
  • PDF + CSV export
  • AI-polished briefs
Start free →
Most popular
Pro

For solo planners running events monthly

€ 45 /month

At entry-level expense-card threshold

  • 10 sourcing events per month
  • 15 hotels per RFP
  • Full AI scoring on all proposals
  • AI-polished RFP briefs
  • Side-by-side comparison (8-col)
  • PDF + CSV export
  • Magic-link confirmation
  • Email analytics + heatmap
  • Priority email support (24h)
Start Pro →
Team

For procurement teams running 30+ events/year

€ 175 /month

€35/seat for unlimited sourcing

  • Unlimited sourcing events
  • 25 hotels per RFP
  • 5 seats included
  • Everything in Pro, plus:
  • BAFO rounds (best-and-final)
  • Multilingual outreach (6 langs)
  • AHP-lite weight wizard
  • Annual spend report · API
  • Priority support (4h SLA)
Start Team →
Enterprise

For 100+ events/year with compliance needs

From €5k/year

SME-friendly enterprise tier

  • Unlimited everything
  • Unlimited seats
  • Everything in Team, plus:
  • SSO / SAML (Okta, Azure AD)
  • Custom integrations (Cvent, Ariba)
  • Custom DPA + contract terms
  • Dedicated success manager
  • 99.9% uptime SLA
  • API access + webhooks
Contact our team →
ROI calculator

How much will Easy RFP save you?

Manual hotel sourcing costs 15–20 hours per event. Calculate your time + cost savings.

€11,520 estimated total annual savings (time + negotiated price)

vs €468/year for Easy RFP Pro = 24.6× ROI

Side-by-side

Full feature comparison

Every feature, every tier. No surprises.

FeatureFreePro €45Team €175Enterprise
Sourcing events / month110UnlimitedUnlimited
Hotels per RFP51525Unlimited
Seats included115Unlimited
AI scoringTop 3FullFullFull
AI-polished briefs—✓✓✓
Side-by-side comparison—✓✓✓
PDF + CSV export—✓✓✓
Magic-link confirmation—✓✓✓
Email analytics—✓✓✓
BAFO rounds——✓✓
Multilingual outreach (6 languages)——✓✓
AHP-lite weight wizard——✓✓
Negotiation copilot——✓✓
Annual spend report——✓✓
OpenTravel CSV export——✓✓
SSO / SAML———✓
Custom integrations (Cvent, Ariba)———✓
Custom DPA + contract terms———✓
Dedicated success manager———✓
Support SLA48h24h4h1h
Trust

Trusted by event planners across Europe

From in-house corporate teams to specialised event agencies.

Cut our RFP cycle from 3 days to 2 hours. The dual-LLM parsing alone saved us countless hours of comparing PDFs.
MS
Marta S.Senior Events Manager · Pharma
Finally a tool that respects GDPR by design. Our procurement team uses it across 40+ events per year.
JK
Johan K.Head of Procurement · Banking
The annual spend report alone justified upgrading to Team. Now I have a clear story for the CFO.
EM
Elena M.Operations Director · Tech
FAQ

Frequently asked

If your question isn’t here, email contact@easyhotelrfp.com — we reply within 24h.

What’s an “RFP” in my plan?
One RFP equals one sourcing event you send to a set of hotels. Free includes 1 RFP/month, Pro 10/month, Team and Enterprise unlimited. There is no per-hotel charge inside an RFP.
Can I cancel anytime?
Monthly plans cancel anytime, no questions asked. Annual plans are a 12-month commitment in exchange for 29% off — that is how the discount works industry-wide. After 12 months, annual auto-renews unless you cancel.
Do you charge per hotel I contact?
No. Every plan includes a fixed number of hotels per RFP (5 / 15 / 25 / unlimited). No per-hotel fees, ever.
How does Easy RFP compare to Cvent?
Cvent and Easy RFP target different segments. Cvent serves enterprise MICE programs with a broad feature surface; their enterprise contracts vary by company size, region, and feature scope, and Cvent does not publish official pricing (see public market signals on G2 reviews and Capterra). Easy RFP Pro is €540/year (€45 × 12), aimed at SME event teams who want fast structured RFPs without enterprise overhead. Feature set covers AI scoring, BAFO rounds, side-by-side compare, PDF/CSV export. Full feature breakdown here.
Is the Free plan really forever?
Yes. 1 RFP/month, 5 hotels per RFP, basic AI scoring. No credit card required. No expiry. We don’t downgrade Free over time.
How do you handle GDPR?
Data is stored in EU regions (Frankfurt) on Supabase. Custom DPA available for Team and Enterprise. We comply with Article 6 (legitimate interest) and Article 28 (processor obligations). Full subprocessor list at /trust/.
Do you support Cvent / Knowland imports?
CSV import on Pro and above (any source: Cvent, Knowland, MeetingBroker, custom). Direct Cvent API import available on Enterprise.
Do hotels pay anything to be on Easy RFP?
No. Hotels respond via a free magic-link form, no account needed, no upsell. The planner is the only paying customer. We do not charge hotels, take referral commissions, or run paid placements.
What payment methods do you accept?
Credit card via Stripe (Visa, MasterCard, AmEx). SEPA Direct Debit for EU customers. Invoice / wire transfer on annual Enterprise plans.
What happens to my data if I cancel?
90-day grace period to export everything (CSV / PDF / OpenTravel). After 90 days, data is fully deleted per GDPR Article 17 right to erasure. You can delete sooner from /app/account/data-export.

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Sources & methodology

  1. Easy RFP Pro pricing. €45/month or €540/year (€45 × 12). No setup fee, no per-hotel fee, no commitment beyond the billing period. Enterprise event-software vendors (Cvent, Stova, Bizly, etc.) do not publish official pricing; market signals are visible on G2 category reviews and Capterra. Specific contracts vary by region, company size, and feature scope.
  2. 15–25% savings claim. Based on 6-month internal benchmark of Easy RFP customers (n=12 paying organizations, May 2026). Computed as (median proposal cost − winning proposal cost) ÷ median × 100. Confidence interval ±5% at n=12. We will refresh this figure each quarter once n≥30. Important: this is observed cost-avoidance within RFP cycles, not vs an external market benchmark. Cross-check against your own data when presenting to your board.
  3. 15–20 hours per event saved. Based on customer survey (n=8) comparing time spent on hotel sourcing pre- vs post-Easy RFP. Includes RFP composition, follow-up chasing, proposal normalization, and PDF generation. Median saved 17 hours per event. Self-reported.
  4. European MICE market sizing. STR Global EU MICE Q1 2026 report and Events Industry Council Meetings & Events Industry Report 2025.
  5. Hotel directory size. 4,300+ MICE-capable venues across 32 European countries (filtered: ≥60-pax meeting room confirmed; raw DB is larger but only ~4% is MICE-confirmed and that 4% is what we send RFPs to). Source: aggregated from public booking platforms, hotel websites, and Apify enrichment as of 2026-04-30. Refreshed quarterly.

Last updated: 2026-05-06 · Methodology questions: contact@easyhotelrfp.com