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.

Complete RFP Software Migration Checklist (2026)

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

TL;DR. A complete RFP-software migration covers 5 phases and 47 checklist items: pre-migration planning (8 items), data preparation (12 items), import & configuration (10 items), training & parallel-run (9 items), and post-cutover validation (8 items). Use this as a vendor-neutral master list — apply to any migration.

Phase 1: Pre-migration planning (8 items)

[ ] Document current state: events/year, seats, integrations, modules used, modules ignored
[ ] List must-have features in new tool (vs nice-to-have)
[ ] Identify decision-makers and approvers
[ ] Set migration success criteria (measurable)
[ ] Set migration timeline with buffer (15–25% contingency)
[ ] Communicate timeline to internal stakeholders
[ ] Communicate timeline to active vendor partners
[ ] Identify migration owner (single accountable person)

Phase 2: Data preparation (12 items)

[ ] Export hotel database from old tool (CSV)
[ ] Export RFP templates
[ ] Export historical RFPs (CSV + PDF archive)
[ ] Export vendor/contact list
[ ] Export proposal comparisons (PDF for archive)
[ ] Export contracts signed via old tool
[ ] De-duplicate hotel records
[ ] Verify email deliverability on contacts
[ ] Tag hotels by city/region/type
[ ] Remove stale contacts (24+ months inactive)
[ ] Standardize date formats, currency, language fields
[ ] Backup all exported files (3-2-1 rule)

Phase 3: Import & configuration (10 items)

[ ] Map new tool's field schema to your data
[ ] Bulk import hotels via CSV
[ ] Re-create RFP templates in new tool
[ ] Configure custom fields if needed
[ ] Set up approval workflows
[ ] Set up team roles and permissions
[ ] Configure SSO if applicable
[ ] Configure integrations (calendar, CRM, accounting, e-sign)
[ ] Configure email templates and signatures
[ ] Test end-to-end with one sample RFP

Phase 4: Training & parallel-run (9 items)

[ ] Train admin users (60–90 minutes)
[ ] Train end users (30–60 minutes)
[ ] Document team-specific SOPs
[ ] Run first event cycle on both platforms
[ ] Compare proposals received: identical hotel response set?
[ ] Compare comparison views: same data, same insights?
[ ] Compare contract output: same terms captured?
[ ] Address gaps before cutover
[ ] Get team sign-off on cutover

Phase 5: Post-cutover validation (8 items)

[ ] Confirm all integrations live and pulling correctly
[ ] Validate first 5 post-cutover RFPs end-to-end
[ ] Check reporting parity with old tool
[ ] Retain old tool read-only for 30–90 days
[ ] Document lessons learned for future migrations
[ ] Schedule 30-day post-migration retrospective
[ ] Communicate cutover to vendor partners
[ ] Decommission old tool subscriptions

Sources

Easy RFP migration documentation
General SaaS migration best practices

CTA

Download checklist as PDF or book a migration consult.