How much does Cvent cost per year?

Cvent does not publish a per-year price because pricing is quoted by their sales team based on modules selected and expected volume. See G2's Cvent reviews for community pricing experiences.

How much does Easy RFP's Team plan cost per year?

Easy RFP's Team plan is €145/month, which is €1,740/year on monthly billing. The 17% annual discount applies at annual checkout.

Can I cancel Easy RFP at any time?

On monthly billing, yes. Annual billing reflects a 12-month commitment per Easy RFP's published terms.

Does Easy RFP integrate with Cvent?

Easy RFP exports proposals in OpenTravel and CSV/JSON. Direct Cvent API integration is not currently offered.

Is there a free trial?

Easy RFP offers a free plan (1 RFP per month, no deadline) instead of a time-bound trial.

How much does Cvent cost in 2026?

Cvent pricing in 2026 starts at enterprise-tier custom pricing (vendor does not publish official rates) and scales to enterprise-tier pricing (vendor does not publish; implementation fees vary). Specific modules (registration, onsite check-in, virtual events, mobile app, surveys) cost extra on top of the core RFP sourcing price.

Does Cvent publish pricing online?

No. Cvent does not list public pricing. All pricing is custom-quoted based on event volume, team size, modules required, and integration needs. This is normal for enterprise SaaS but creates pricing discovery friction for planners evaluating alternatives.

What does Cvent charge for implementation?

Implementation fees vary from 5,000 to enterprise-tier pricing (vendor does not publish official rates)one-time depending on complexity. Standard implementation includes data migration, user setup, template creation, and initial training. Deeper implementation (custom integrations with SAP, Workday, or Concur) adds an unspecified range and 6 to 12 weeks.

Are there hidden Cvent costs?

Yes, several. Premium support tier upgrades, additional user licenses beyond the package, transaction fees on registrations and payments — all subject to custom contracts (vendor does not publish official rates), and integration API limits that can trigger unexpected tier upgrades mid-year.

What is the cheapest way to use Cvent?

Cvent does not offer a cheap or entry-level commercial tier. The minimum realistic annual commitment is enterprise-tier custom pricing (vendor does not publish) covering small to mid-size event volume. For planners running fewer than 20 events per year, alternatives (Bizly, Groupize, Hotelshare, Easy RFP) deliver equivalent RFP functionality at a fee percentage (varies by contract) of Cvent cost.

Migrating from Cvent to Easy RFP: A Respectful, Practical Guide

By Easy RFP Team · Last reviewed: 2026-05-08

TL;DR. A Cvent → Easy RFP migration is most often chosen by boutique agencies and DMCs whose scope has narrowed to RFP/sourcing only — without the rest of Cvent's enterprise modules. Practical mechanics: export hotel database and RFP templates as CSV from Cvent, import into Easy RFP, re-create active RFPs, train team in 30–60 minutes. Realistic timeline: 5–10 working days, depending on data volume and team size.

When this migration makes sense (and when it doesn't)

Quick answer (40–60 words): Cvent → Easy RFP is the right move if you're using <30% of Cvent's modules, your scope has narrowed to sourcing/RFPs, your team is boutique-to-mid-market (≤20 seats), and you want transparent published pricing. It's the wrong move if you actively use Cvent SMM, Passkey, OnArrival or attendee experience modules — Easy RFP does not replace those.

Cvent is a strong enterprise platform. We say so openly. The migration question isn't "is Cvent bad?" — it's "is your scope still enterprise?" Many boutique agencies that signed up for Cvent SMM five years ago genuinely outgrew their need for the suite as their scope tightened to sourcing-only. That's the case where migration helps.

Step-by-step migration mechanics

Quick answer (40–60 words): Cvent → Easy RFP migration in 7 steps: (1) export hotel database from Cvent (CSV), (2) export active RFP templates and historical RFPs (CSV/PDF), (3) import hotels into Easy RFP via the bulk-upload screen, (4) re-create or import RFP templates, (5) re-create active RFPs, (6) train team in onboarding session, (7) parallel-run for one cycle, then cut over.

Step 1: Export your data from Cvent

Hotel database (CSV)
Active RFP templates (use Cvent's export-template function)
Historical RFPs (PDF for archive; CSV if structured data available)
Vendor contact list (CSV)

Cvent's data-export functionality is documented in their support portal. If you have an active CSM, ask them to facilitate — it's a normal request and shouldn't be friction.

Step 2: Clean and prepare data

Standardize hotel names (remove duplicates)
Verify email addresses (run a deliverability check)
Tag hotels by city / region / type
Remove stale contacts (anyone you haven't worked with in 24+ months)

This step often takes longer than the import itself. Plan 1–2 days for a moderate dataset (200–500 hotels).

Step 3: Bulk import into Easy RFP

Easy RFP's bulk import screen accepts CSV with our standard header schema
Documentation: /docs/import-hotels/
Typical time: 30–60 minutes for 500 hotels

Step 4: Re-create RFP templates

Easy RFP has a template builder
Most teams have 3–8 active templates (one per event type — board meeting, SKO, incentive, etc.)
Time: 2–4 hours

Step 5: Re-create active RFPs

Any RFPs still in flight on Cvent should either complete on Cvent or migrate carefully
We recommend completing in-flight RFPs on Cvent and starting new ones on Easy RFP — minimizes mid-stream disruption to vendor relationships

Step 6: Team training

Easy RFP onboarding: 30–60 minutes for the core team
We provide a guided onboarding session for migrating teams

Step 7: Parallel-run one cycle, then cut over

Run one full event cycle on both platforms
Compare outputs (proposals received, comparison views, contracts signed)
Cut over fully once parallel-run validates

Realistic timeline

Quick answer (40–60 words): A typical Cvent → Easy RFP migration for a boutique agency takes 5–10 working days end-to-end: 1–2 days data export and cleaning, 1 day bulk import, half-day template setup, 1 day team training, 5–7 days parallel-run, then cut-over. Larger teams or more complex datasets may extend to 3–4 weeks.

What you'll lose (we'll be honest)

Quick answer (40–60 words): Switching from Cvent to Easy RFP, you lose: full event-management modules, attendee experience tooling, OnArrival check-in, Passkey room blocks, and Cvent's larger Supplier Network reach. If you actively use any of these, migration may not be the right move. If your scope is sourcing/RFPs only, you won't miss them.

What you'll gain

Quick answer (40–60 words): What you typically gain: transparent published pricing (€0–€149/mo), simpler self-serve admin, faster onboarding for new team members, multi-language proposal handling, and a planner-aligned business model (hotels never pay). For boutique scope, the proportionality usually feels lighter.

FAQ

Q: Will Cvent let us export our data? A: Yes. Data export is standard practice. If you encounter friction, escalate via your CSM.

Q: Can we keep our hotel relationships during migration? A: Yes — your hotel contacts and RFP history are yours, not the platform's. You move them with you.

Q: What about active RFPs in flight? A: We recommend completing in-flight RFPs on Cvent and starting new ones on Easy RFP. Vendors don't notice tool changes; they notice email-thread disruptions.

Q: How much does Easy RFP charge for migration? A: For self-serve plans (Free, Pro, Team) — €0. Self-serve CSV import. For Enterprise migration with custom data shapes or integrations, included in onboarding.

Q: Can we go back to Cvent if Easy RFP doesn't work out? A: Yes. Easy RFP exports all data as CSV/JSON, free, any time. We'd rather earn your stay than trap you.

Sources

Cvent data export documentation (in their support portal — accessible to existing customers)
Easy RFP import documentation — /docs/import-hotels/
Easy RFP published pricing — /pricing/

CTA

If you've outgrown Cvent's scope and want a respectful migration path, start a free Pro trial or book a migration consult.