Inside the Platform
Six powerful screens.
One seamless workflow.
Every screen is built to save you time, cut costs, and remove the guesswork from hotel sourcing. Here is exactly what you get.
AI-powered hotel sourcing software for SME event planners. Generate professional hotel RFPs in minutes, send to 1,000+ hotels across Europe, and compare proposals side-by-side — no spreadsheets needed.
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Easy RFP is an AI-powered hotel sourcing platform built for European SME event planners. It automates the process of creating, sending, and comparing hotel Requests for Proposals (RFPs) for corporate events, conferences, and team offsites. Instead of emailing hotels individually and comparing proposals in spreadsheets, planners describe their event once, and the AI generates a professional RFP, sends it to matching hotels from a curated European database, and presents all responses in a standardised side-by-side comparison with AI scoring.
Easy RFP is designed for companies that organise 2-10 events per year and need a professional venue sourcing tool without enterprise complexity or pricing. It covers 40+ cities across the UK, Spain, Germany, France, Portugal, Italy, the Netherlands, Belgium, and the Nordics.
No training needed. If you can fill in a form, you can use Easy RFP.
Tell us the basics: dates, location, number of attendees, meeting space needs, and budget range. Takes 3 minutes.
Claude AI generates a professional, negotiation-ready hotel RFP with the right concessions, attrition clauses, and evaluation criteria already built in.
Hotels respond directly to your RFP. We normalise their proposals side-by-side and score them with AI, so you can choose in minutes — not hours.
Every screen is built to save you time, cut costs, and remove the guesswork from hotel sourcing. Here is exactly what you get.
Professional documents with pre-filled negotiation anchors, concession checklists, and evaluation scorecards — generated in seconds from your event brief.
Curated database of properties that actually respond — including major chains, regional groups, and leading independent venues. We track response rates so your RFP goes to hotels that show up.
All proposals in one place, normalised to the same format. Room rate, F&B minimum, concessions, attrition clause, and AI score — at a glance.
See how much you spent across all events, which hotels gave the best value, and where you can negotiate harder next time.
Most venue sourcing platforms charge $350-3,000+/year and focus on the US market. Easy RFP starts at just €19/month with early access pricing -- designed for EU SMEs, free plan included.
See why Easy RFP is the right choice for SME teams across Europe.
| Easy RFP | SME Platforms | Enterprise Tools | |
|---|---|---|---|
| Price | $300-500/year | $3,000+/year | |
| EU hotel coverage | 1,000+ hotels | US-focused | Global |
| AI-generated RFPs | Yes | No | No |
| AI proposal scoring | Yes | No | No |
| Setup time | 3 minutes | 1 hour | Weeks |
| Free plan | Yes | No | No |
| Built for EU SMEs | Yes | US-centric | Enterprise |
If you organise 2–10 corporate events a year and hotels are part of the equation, this is for you.
You organise team offsites and leadership retreats on top of your day job. You need something that gets proposals fast — without becoming an expert in hotel procurement.
Retreats, training days, all-hands. You plan 4–8 events a year and need to compare hotels across cities without spending a week on each one.
Event planning is your job, but enterprise tools are overkill for your team size. You need a professional RFP tool that matches your expertise -- at a price that makes sense for an SME.
Everything you need to know about hotel sourcing, RFPs, and venue booking for corporate events.
A hotel RFP (Request for Proposal) is a formal document sent to hotels specifying your event requirements — dates, attendees, room block size, meeting room needs, catering minimums, AV requirements, and budget. Sending a professional RFP instead of an informal email enquiry improves hotel response rates from under 40% to 70-80% and typically saves 15-25% on total event costs through stronger negotiation positioning on comp rooms, attrition clauses, and F&B concessions.
Traditionally, booking hotel meeting rooms and conference venues involves emailing hotels individually, waiting days for responses, then comparing proposals in spreadsheets. Easy RFP automates this entire process: describe your meeting room requirements (capacity, layout, AV needs, catering), and the AI generates a professional RFP sent to matching hotels from our database of 1,000+ European venues. Hotels respond within 24-48 hours with comparable proposals you can review side-by-side.
Easy RFP is purpose-built for SME event planners organising 2-10 events per year -- not enterprise procurement teams. Enterprise platforms cost $3,000-79,000/year and require weeks of setup. Affordable alternatives tend to be US-centric with limited European hotel coverage. Easy RFP starts at just EUR 19/month (early access), takes under 5 minutes for your first RFP, needs zero training, and is specifically built for European hotel sourcing.
Under 5 minutes from start to send. Describe your event (dates, location, attendee count, space requirements, budget range), the AI generates a complete professional hotel RFP, you select matching hotels from the curated database, and send. Compare that to the industry average of 15-20 hours of manual work per event using email templates, phone calls, and spreadsheets.
1,000+ curated European hotels suitable for corporate events, conferences, and team offsites. Coverage includes London, Manchester, Edinburgh, Birmingham, Bristol, Paris, Barcelona, Amsterdam, Dublin, and Lisbon. The database includes international chains, regional groups, and independent conference hotels and boutique venues, all selected for meeting space availability, response rates, and track record with SME clients.
Easy RFP works for any business event requiring hotel meeting space or accommodation: team offsites and away days, leadership retreats, sales kick-offs, annual all-hands meetings, training seminars, board meetings, client entertainment, product launches, and multi-day conferences. Designed for groups of 20-500 attendees at companies that organise 2-10 events per year.
Yes. The AI-generated RFPs include pre-filled negotiation anchors that experienced hotel buyers always request: complimentary room ratios, attrition clause structures, F&B minimum concessions, meeting room rental waivers, and value-add items like free Wi-Fi or AV. Most SME planners who switch from informal email enquiries to structured RFPs save 15-25% on total event costs — including room block rates, meeting room hire, and catering.
Easy RFP offers a free plan with 3 RFPs per month and up to 5 hotels per RFP -- no credit card required. The Starter plan at EUR 19/month (early access pricing, normally EUR 29/month) unlocks 15 RFPs per month, AI-generated proposals, and PDF export. The Pro plan at EUR 39/month (early access, normally EUR 59/month) adds unlimited RFPs, AI proposal scoring, and annual spending reports. Enterprise venue sourcing platforms typically start at $3,000+/year, and venue-finding agencies charge 10-15% commission.
Easy RFP surfaces all hotel responses in a standardised side-by-side comparison view. The AI scores each proposal on price, value, location fit, and contract terms — highlighting which hotel offers the best overall deal for your specific event. No more manually copying rates into spreadsheets or trying to compare proposals with different formats and line items.
Easy RFP is currently building its first cohort of early access members. Join the waitlist for free to be first in the product at launch. Pre-orders are available at EUR 19/month (34% off the regular EUR 29/month price) with pricing locked in permanently, a free first month at launch, a personal onboarding call, and a full refund guarantee if you change your mind.
We're not launched yet. Pre-order today and you'll be first in the product when we go live — at early access pricing, locked in forever.