Choose hotels, set dates, write your brief, send the package to your shortlist. The wizard does the heavy lifting.
A good brief is specific. Include: event name, dates (with flexibility), attendees, room nights, meeting space requirements, F&B needs, AV requirements, deadline. The wizard prompts for each.
Avoid vague statements like "good location" or "quality hotel" — instead say "<15 min walk from Old Town" or "4-star or above with conference rooms".
Three options: (1) AI Recommend — matches your brief against 4,300+ venues; (2) Browse — filter the full database by city, capacity, star, chain, MICE role; (3) Favorites — your saved venues from previous RFPs. You can mix all three.
5–10 for typical events, 12–20 for large conferences. Beyond 20, response rate drops sharply (hotel fatigue). The Pro plan caps at 15 per RFP, Team at 25.
Standard practice: 7–14 days for the response window. Add a Hard deadline if your event date is fixed — Easy RFP enforces this server-side: hotels can't submit late, eliminating "lost in transit" excuses.
Toggle Competition mode if you want a Best-And-Final-Offer round. Round 1 collects initial proposals; once 4+ qualified responses arrive, finalists get 48 hours to submit a binding revised offer. Price can only go down, perks can only be added. Saves 8–15% vs accepting round-1 winner.
Click Save draft at any step. The draft persists in your browser plus syncs to your account. Pick up later from My RFPs → Draft.
Each hotel receives an email with a magic link. Clicking opens a personalised form pre-filled with your brief. Hotels submit room rate, perks, F&B pricing, AV inclusions, terms. They can also decline or attach a PDF proposal.