Getting started

Create your account

Go to app.easyhotelrfp.com and click Sign in. Enter your work email — we send a magic-link (no password). Click the link in the email to land in your workspace. The Free plan unlocks immediately: 1 RFP per month, 5 hotels per RFP.

Complete your planner profile

The first time you log in, complete a 7-question profile: company name, default city, typical attendees, budget range, preferred languages. This auto-fills 80% of your future RFPs and improves AI hotel recommendations.

• Company name → shown to hotels in your RFP
• Default city → pre-filters Hotel DB and AI Recommend
• Typical attendees → drives hotel capacity matching

Send your first RFP

Click New RFP in the sidebar. The wizard walks you through 7 steps: brief, dates, attendees, budget, deadline, contact, hotels. The AI auto-recommends hotels based on your brief; you can also browse the 4,300+ MICE-ready venue database. Click Send when ready — each hotel receives a personalised, magic-link form pre-filled with your dates and capacity.

Understand the dashboard

Your dashboard shows: open RFPs (waiting for proposals), proposals received this week, and a quick-action card for the next RFP. Top-right shows your plan tier and remaining quota for the month.

What happens after I send an RFP?

Hotels receive an email with a magic-link form. They can submit a proposal, decline, or ignore. Easy RFP auto-chases hotels at +24h and +48h with localised reminder emails. Once 4+ hotels respond, you can run a Best-And-Final-Offer round to compress further.