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14-day Pro trial · No credit card · First RFP in 5 minutes

Easy RFP — hotel sourcing software
for faster, cleaner decisions

Easy RFP (EasyRFP) is the hotel sourcing platform for European MICE planners. 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.

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Structured RFP workflow
Side-by-side proposal comparison
27,000+ European hotels indexed
15–20h
manual sourcing per event
3–13×
lower starting price than enterprise tools
27,000+
European hotels indexed
~24h
median first reply

Real reach across
European cities — and a few beyond

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.

5,800+
hotels with verified direct contact
29
countries covered
200+
cities mapped
Paris · London
Barcelona
top 3 by depth
From Lisbon and Edinburgh to Dubai and Singapore — wherever European planners run events.
Easy RFP hotel database — coverage map DUBAI SINGAPORE EASY RFP · LIVE COVERAGE UPDATED APR 2026 European focus Reach beyond

Hotel sourcing breaks
across inboxes, spreadsheets and PDFs

Most teams do not have a sourcing workflow problem. They have a coordination problem. Requests go out in different formats, replies come back incomplete, and commercial decisions slow down with every stakeholder involved.

01 · The time tax

From days of work to minutes

Emailing hotels one by one, chasing replies, reformatting requirements for each property. At €50/hour, that is €1,000 in lost time per event. See the breakdown

02 · The credibility gap

No professional hotel RFP

Most SMEs send informal emails with missing details. Hotels deprioritize them — response rates below 40% are common, and the proposals that come back are incomparable.

03 · Money left on the table

Leaving money on the table

Without knowing what to ask for, planners accept the first rate, miss comp rooms, and sign bad attrition clauses. A professional RFP typically saves 15–25% on total event cost.

From brief to proposals
in three clear stages

A guided sourcing flow. Three steps. Ten minutes. RFP out the door.

Describe your event

Dates, location, attendees, meeting space, budget. Three minutes in a guided form.

Easy RFP drafts your brief

A professional hotel RFP — with the right concessions, attrition clauses, and evaluation criteria already built in.

Compare proposals & choose

Hotels respond directly. We normalise the offers so you compare like-for-like and decide in minutes.

Inside the platform

Built for the way
planners actually source

Every screen helps your team move from brief to shortlist with less noise and better commercial visibility.

easyhotelrfp.com/app2/
Easy RFP Dashboard. KPIs, activity feed, and hotel response overview
Decide · Dashboard

Your command centre for every event

Open Easy RFP and instantly see what matters: active events, pending proposals, hotel response rates, and highlighted insights. All in one place — no inbox archaeology, no spreadsheet sprawl.

  • Live KPIs: open RFPs, response rate, average savings
  • Activity feed with real-time hotel responses
  • smart alerts when a proposal needs your attention
Read the guide Start trial
easyhotelrfp.com/app2/rfps
Easy RFP My Events. manage all your hotel sourcing projects
Create · RFP workspace

Every event, tracked from brief to booking

Annual conference, Q3 offsite, board away-day. each event lives in its own workspace with progress bars, deadlines, and a clear status so nothing falls through the cracks.

  • Visual progress bars from draft to booked
  • Filter by status, date, or city
  • Duplicate past events to save setup time
Read the guide Start trial
easyhotelrfp.com/app2/new
Easy RFP New RFP Wizard. AI-generated hotel proposals in 3 steps
Create · Brief wizard

From brief to sent in under five minutes

Three quick steps: describe your event, let automated review and polish your brief, then choose the right hotels from our curated database. Click send. and the RFPs go out instantly.

  • 3-step wizard: Brief, Automated Review, Choose Hotels
  • Easy RFP rewrites your brief into professional hotel language
  • Smart hotel suggestions based on location, budget, and capacity
How to write one Start trial
easyhotelrfp.com/app2/rfps
Easy RFP Proposals. match scores each hotel proposal on value and fit
Compare · Proposals feed

Easy RFP reads every proposal so you don't have to

Each hotel response gets an match score from 0 to 100 based on value, flexibility, and how well it matches your brief. The best proposals rise to the top. with a "Best Value" badge so there is zero guesswork.

  • match scores on value, flexibility, amenities, and fit
  • "Best Value" badge highlights the top pick
  • One click to view the full proposal or contact the hotel
How scoring works Start trial
easyhotelrfp.com/app2/rfps
Easy RFP Compare. side-by-side hotel proposal comparison
Compare · Side-by-side

Side-by-side, apples-to-apples comparison

Stop flipping between PDF attachments and email threads. Compare rates, amenities, cancellation policies, and total estimated costs in a clean table. Colour-coded tags show what is included, what costs extra, and what is missing.

  • Side-by-side rates, amenities, and policies
  • Colour-coded tags: included, extra charge, not available
  • Total estimated cost calculated automatically
Read the guide Start trial
easyhotelrfp.com/app2/analytics
Easy RFP Reports. annual spend, savings, and sourcing analytics
Decide · Reports

Prove your value with hard numbers

Walk into your next budget review with data, not guesses. Annual spend by city, estimated savings versus market rates, events sourced, and hours saved. all exportable to PDF for stakeholder presentations.

  • Annual spend, savings, and time-saved KPIs
  • City-by-city spend breakdown with charts
  • PDF export for finance and leadership reviews
Free RFP template Start trial
Easy RFP product screenshot

Everything a corporate event planner
needs to source hotels like a pro

AI-generated hotel RFPs

Professional documents with pre-filled negotiation anchors, concession checklists, and evaluation scorecards. generated in seconds from your event brief.

27,000+ European hotels · 1,200+ MICE-ready

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.

Side-by-side proposal comparison

All proposals in one place, normalised to the same format. Room rate, F&B minimum, concessions, attrition clause, and match score. at a glance.

Annual event spending report

See how much you spent across all events, which hotels gave the best value, and where you can negotiate harder next time.

Pricing

Pricing

14-day Pro trial · no credit card. Pro €45/mo (solo), Team €175/mo (5 seats), Agency €999/mo (15 seats) — all live on Stripe. Annual saves 35%.

Are you a hotel? See hotel pricing →

14-day Pro trial. Sign up, source hotels, send RFPs. No credit card required.
Most popular

Pro

Solo planner running events monthly

€45/month

 

14-day free trial · no credit card

  • Unlimited RFPs
  • Full proposal scoring on all proposals
  • AI-polished RFP briefs
  • Side-by-side comparison + BAFO rounds
  • PDF + CSV export
  • Priority email support
Start Pro trial →

Team

Small agency · 5 seats included

€175/month

 

14-day free trial · no credit card

  • Everything in Pro
  • 5 seats included
  • Shared shortlists across team
  • Advanced analytics
  • Client profiles + PDF export
  • Priority email support
Start Team trial →

Agency

Mid agency · 15 seats included

€999/month

 

14-day free trial · no credit card

  • Everything in Team
  • 15 seats included
  • White-label PDF + Decision Deck
  • Approval workflow
  • Dedicated onboarding
  • Webhook + API access
Start Agency trial →
Comparison

Built for European MICE planners,
not US enterprise procurement

Side-by-side with the platforms most planners evaluate.

Feature Easy RFP SME platforms Enterprise tools
Price From €45/moPro €45 · Team €175 · Agency €999
14-day trial · no card		 Low-to-mid hundreds / year Several thousand / year
European hotel coverage 27,000+ hotels · 1,200+ MICE-ready US-focused Global
AI-generated RFPs Yes No No
Proposal scoring & BAFO Yes No Add-on
Setup time Under 5 minutes ~1 hour Weeks
14-day free trial, no card Yes No No
Transparent public pricing Yes Partial Quote only

Competitor pricing ranges and capabilities reflect publicly available information at the time of writing. Easy RFP plans are listed in full at /pricing/.

Designed for smaller teams
that need enterprise-grade clarity

Built for planners who source 2 to 10 hotel events per year and cannot afford messy procurement workflows.

For · 2–4 events / year

Office Managers & EAs

You organise team offsites and leadership retreats on top of your day job. You need proposals fast — without becoming an expert in hotel procurement.

For · 4–8 events / year

HR & People Ops

Retreats, training days, all-hands. You plan 4–8 events a year and compare hotels across cities without spending a week on each one.

For · 10+ events / year

Corporate Event Planners

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.

Frequently asked questions

Everything you need to know about Easy RFP, hotel sourcing, and venue booking for corporate events.

What is Easy RFP?

Easy RFP (also written EasyRFP, easyrfp or Easy Hotel RFP) is hotel sourcing software for European MICE event planners. It lets you create structured hotel RFPs, send them to a curated database of 27,000+ European hotels (1,200+ MICE-ready), score and compare proposals side by side, run BAFO negotiation rounds, and keep every sourcing decision in one workspace. The product lives at easyhotelrfp.com.

Is EasyRFP the same as Easy RFP?

Yes. EasyRFP, easyrfp, easy-rfp and Easy Hotel RFP are all spellings of the same product — Easy RFP, the hotel sourcing software at easyhotelrfp.com. You can sign in to Easy RFP at easyhotelrfp.com/app2/ or start a 14-day Pro trial from the homepage with no credit card required.

What is a hotel RFP and why do event planners need one?

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.

How do I book meeting rooms and conference venues at hotels?

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 Easy RFP generates a professional RFP sent to matching hotels from our database of 27,000+ European hotels (1,200+ flagged MICE-ready). Hotels respond within 24-48 hours with comparable proposals you can review side-by-side.

How is Easy RFP different from other venue sourcing tools?

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 cost €2,800-8,000/year and need weeks of setup. Affordable alternatives tend to be US-centric with limited European hotel coverage. Easy RFP offers a 14-day Pro trial with no credit card required, takes under 5 minutes for your first RFP, needs zero training, and is specifically built for European hotel sourcing with 27,000+ hotels indexed (1,200+ MICE-ready) across 40+ cities.

How long does it take to send a hotel proposal request?

Under 5 minutes from start to send. Describe your event (dates, location, attendee count, space requirements, budget range), the Easy RFP generates a complete professional hotel RFP, you select matching hotels from the curated database, and send. The same workflow done manually with email templates, phone calls, and spreadsheets typically takes a full working day or more — calculate your specific savings at our ROI calculator.

Which hotels and event venues are in the Easy RFP database?

27,000+ European hotels indexed, with 1,200+ flagged as MICE-ready (meeting space, capacity, response track record). Coverage includes London, Manchester, Edinburgh, Birmingham, Bristol, Paris, Barcelona, Amsterdam, Dublin, Lisbon and 30+ other major MICE cities. 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.

What types of corporate events and offsites can I use Easy RFP for?

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.

Can Easy RFP help me negotiate better hotel rates and group bookings?

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.

Is Easy RFP free? What does hotel sourcing software cost?

Easy RFP gives every new account a 14-day free trial of the Pro plan — no credit card required. Pro at €79/mo (solo planner, 1 seat) includes unlimited RFPs, full proposal scoring, AI-polished briefs, side-by-side comparison, BAFO rounds, and PDF + CSV export. Team at €159/mo (small agency, 5 seats) adds shared shortlists, advanced analytics, and priority email support. Agency at €319/mo (mid agency, 15 seats) adds white-label Decision Deck, approval workflow, and webhook + API access. Annual billing saves 29%. Reach the team at [email protected].

How do I compare hotel proposals and conference venue quotes?

Easy RFP surfaces all hotel responses in a standardised side-by-side comparison view. The match 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.

How does the 14-day Pro trial work?

Every new account gets a 14-day free trial of the Pro plan — no credit card required. After the trial, choose Pro €79/mo (solo planner, 1 seat), Team €159/mo (small agency, 5 seats) or Agency €319/mo (mid agency, 15 seats). Annual billing saves 29%. Direct access to the founding team for support is included on every plan.

Hotel sourcing,
city by city.

Conference hotel shortlists for the European cities planners source from most. Skip the cold spreadsheet — start with a curated list.

European conference cities
Featured guides