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.

How to Preserve RFP History During a Software Migration

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

TL;DR. Preserving RFP history during migration is non-negotiable for compliance, audit, and institutional memory. Approach: (1) export all historical RFPs as CSV (structured data) + PDF (archive), (2) import structured data to new tool, (3) retain PDF archive offline + read-only access to old tool for 30–90 days, (4) document mapping for any future audits.

Why RFP history matters

Quick answer (40–60 words): RFP history is institutional memory: it's how you know which hotel performed on a similar program last year, what rates have moved, what vendors responded fast vs slow, and what contract terms you negotiated. Losing it during migration costs years of accumulated insight. It's also often required for compliance and audit retention.

Three layers of preservation

Quick answer (40–60 words): Preserve RFP history in three layers: (1) structured data (CSV import to new tool — your active dataset going forward), (2) document archive (PDFs of completed RFPs, contracts, signed proposals — immutable record), (3) read-only access to old tool for 30–90 days as fallback. All three together gives audit-defensible continuity.

What to preserve

Data Type	Format	Retention
Hotel database	CSV → new tool	Permanent
RFP templates	CSV / native template export → new tool	Permanent
Active in-flight RFPs	Complete on old tool	Archive
Completed RFPs (last 24 months)	CSV + PDF	Permanent
Older completed RFPs	PDF archive	Per retention policy
Vendor contracts	PDF	Per legal/compliance retention
Comparison snapshots	PDF	Permanent (audit)
Email correspondence with vendors	Email archive	Per legal retention

Compliance considerations

Quick answer (40–60 words): Compliance retention varies by industry: pharma and healthcare typically require 7+ years, finance 5–7 years, public-sector procurement 3–5 years, general corporate 3 years. Confirm your specific retention policy with legal/compliance before migration. Migration timing should not break retention obligations.

Easy RFP's approach

We import your structured RFP history (CSV) and keep it queryable in the new system. We retain audit-trail metadata (who created, who modified, when). For PDF archives older than your subscription scope, we recommend offline immutable storage (e.g., S3 Glacier, encrypted local backup).

FAQ

Q: Can we import 5 years of historical RFPs? A: Yes if structured data is exportable. Cleaner data = faster import.

Q: What about email threads with vendors? A: Easy RFP imports email correspondence going forward. Historical email archives are retained in your existing email system.

Q: Will old tool's audit trail port to new tool? A: Metadata (who/when) ports if exported. Detailed action logs typically don't — preserve as archive.

Q: Is there a cost for historical data import? A: For self-serve plans (Free/Pro/Team), no — bulk CSV import included. For enterprise with custom shapes, included in onboarding.

Sources

Industry retention policies (general references; confirm with your compliance team)
Easy RFP /docs/import-hotels/

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