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MeetingPackage vs Easy RFP: Honest 2026 Comparison

Two European-built hotel-sourcing tools, two different commercial models, two different use cases. This is a straight-shot comparison written by Easy RFP's founder with explicit bias disclosure. Pricing model, hotel coverage, workflow depth, GDPR posture, and where each tool actually fits.

By Rodrigo Borges, founder of Easy RFP · Published 2026-05-05 · 11 min read

Both tools, summarised in one paragraph

MeetingPackage (Helsinki, founded 2014) is a meeting-room booking marketplace. Hotels list rooms with rates and availability; planners look up, request, and in many cases instant-book. Hotels pay commission on confirmed business; planners pay nothing. The tool's strength is fast lookup and booking for single meeting rooms in major European cities, particularly the Nordics, UK and parts of Germany.

Easy RFP (Lisbon, founded 2026) is a competitive RFP platform built specifically for corporate event sourcing. Planners create a brief once, send it to many hotels, receive structured responses, compare on a normalised basis, and run BAFO (best and final offer) rounds. Planners pay SaaS pricing (Free, 39 EUR per month Pro, 149 EUR per month Team); hotels never pay. The tool's strength is multi-hotel competitive sourcing across all of Europe including the long-tail independent supply that marketplace models do not reach.

Side-by-side comparison

1. The commercial model is the structural difference

The single biggest difference between the two tools is who pays. On MeetingPackage, the hotel pays commission (typical 10 to 15 percent) on confirmed bookings. The planner sees no fees, but the hotel's quoted rate includes that commission, which means it is not the rate the hotel would offer in a non-commission channel.

On Easy RFP, the planner pays a flat SaaS fee (or 0 EUR on the Free tier) and the hotel pays nothing. The hotel's quoted rate is gross, no commission baked in. This typically saves planners 5 to 12 percent on hotel spend at scale, because hotels are quoting a rate they would offer for any direct corporate channel.

2. Workflow depth: lookup vs competitive RFP

MeetingPackage is a meeting-room marketplace. The flow is: search by city, filter by capacity and date, see rates, request or instant-book. This works perfectly for "I need a 30-pax meeting room in Helsinki next Tuesday".

Easy RFP is a competitive RFP platform. The flow is: write a brief once, select 5 to 25 candidate hotels, send the brief in their language, collect structured responses with rates and inclusions and value-add proposals, compare on a normalised TOPSIS-scored basis, run a BAFO round to drive 5 to 12 percent savings, award and document. This is overkill for a single meeting room, but indispensable for a 200-pax annual offsite where you want hotels to compete for your business.

3. Hotel coverage: where each is strong

MeetingPackage is strongest in Nordics (Finland especially, given the Helsinki HQ origin), UK, and parts of DACH. The marketplace model requires hotels to actively maintain inventory and rates on the platform; chains and tech-forward independents do this well, family-owned independents in Italy or Greece typically do not.

Easy RFP indexes hotels regardless of whether they have signed up. The 105,803-hotel European database is built from Google Maps Places, Apify scraping, and direct hotel intake forms. This means we cover the long-tail Italian, Greek, Croatian, Bulgarian, Romanian, Czech, Hungarian independents that marketplace models structurally cannot reach. See our European Hotel Market Fragmentation Report 2026 for the country-by-country breakdown.

4. GDPR and EU data residency

Both tools are EU-headquartered and GDPR-native. Both keep data in EU data centres. For most procurement DPOs the operational difference is negligible; both tools clear standard DPA reviews. If your organisation has hard requirements around specific EU member state residency, ask each vendor for the specific datacentre location.

5. When MeetingPackage is the right answer

• You need to book one meeting room, not source 10 hotels competitively.
• Your event is in a Nordic capital or major UK city.
• You want instant-book capability with a credit card on file.
• You do not have a recurring corporate event programme; this is a one-off.
• You are happy paying a slightly higher hotel rate in exchange for zero SaaS fees.

6. When Easy RFP is the right answer

• You run 4+ hotel RFPs per year for corporate event sourcing.
• You want multiple hotels bidding on the same brief.
• You source across many European countries, including Mediterranean independents.
• You want a BAFO round to drive 5 to 12 percent savings.
• You want hotels to quote you gross rates, not commission-loaded rates.
• You need full event ROI reporting, audit trail, and procurement-grade documentation.
• You care about your DPO not having to negotiate yet another commission-based DPA.

7. Common questions

Can I use both?

Yes. Many corporate event teams use a marketplace tool like MeetingPackage for ad-hoc one-off meeting room bookings and a competitive RFP platform like Easy RFP for the recurring multi-hotel events. The tools serve different jobs and the cost of running both is small.

Does MeetingPackage support BAFO?

Not in the procurement sense. MeetingPackage's model is direct booking, not competitive bidding. If you want multiple hotels to compete for your business and improve their offer in a second round, that is structurally a different product.

Are MeetingPackage's commission rates negotiable?

Hotel-paid commissions are negotiated between MeetingPackage and the hotel, not the planner. As a planner you do not see the commission directly. You see the hotel's gross-of-commission quoted rate.

Can Easy RFP do instant booking?

Not currently. The Easy RFP workflow is brief-driven competitive sourcing; instant booking is a different product motion. If your team needs both, run them in parallel rather than expecting one tool to do everything.

What is the migration path between them?

Lightweight, because the workflows do not overlap deeply. You can start using Easy RFP for competitive sourcing without switching off MeetingPackage for one-off bookings, and vice versa. The two are additive, not substitutes.

Why publish a competitor comparison?

Three reasons. First, planners deserve honest information; founder-written comparisons that pretend the competitor does not exist are insulting to read. Second, MeetingPackage is genuinely the right tool for some use cases; admitting that costs us nothing because those planners would never have been good Easy RFP customers anyway. Third, fit is the most important variable in B2B SaaS. A planner who joins Easy RFP because their workflow actually fits Easy RFP becomes a long-term customer; a planner who joins because they were sold becomes churn.

What this guide is not

Not a feature parity matrix; the two tools serve different jobs. Not a vendor pricing leak; we cite public-tier numbers only. Not a recommendation that every planner switch in any direction; pick by fit, not by fashion.

Where MeetingPackage shines that we have not covered

Inventory freshness for Nordic hotels: MeetingPackage's tight relationship with Finnish and Swedish hotel operators means rates and availability on the marketplace are unusually current. If you frequently book in Helsinki, Stockholm, Oslo or Copenhagen, this freshness advantage is meaningful.

Where Easy RFP shines that we have not covered

Honest reporting on win rates and savings with audit-grade documentation. Procurement teams reporting upward on event spend efficiency need a tool that can produce a defensible savings number; Easy RFP's audit hash chain and structured BAFO documentation does this. Marketplace tools do not because they are not selling to procurement leadership.

Decision flowchart for the indecisive planner

If you are stuck between the two, ask yourself five questions:

1. Will I use this tool more than 4 times in the next 12 months? If yes, lean Easy RFP. If no, lean MeetingPackage.
2. Do I want hotels bidding against each other? If yes, only Easy RFP. If no, MeetingPackage.
3. Do I source across all of Europe or only a few capitals? All of Europe leans Easy RFP for the long tail. Few capitals leans MeetingPackage for marketplace freshness.
4. Do I report savings to procurement leadership? If yes, Easy RFP because of audit trail. If no, either.
5. Do I care that hotels do not pay commission inflating my quoted rate? If yes, Easy RFP. If indifferent, either.

If three or more answers point one way, that is your tool. If they split, run a small pilot on each for a single event and pick based on how the workflow feels.