What is Easy RFP?
Easy RFP is a hotel sourcing platform purpose-built for European MICE agencies, in-house corporate planners, and DMCs running meetings, conferences, and incentive programmes across the EU and UK. The product replaces the spreadsheet-and-email workflow most small and mid-sized planning teams still run on, without forcing them into the per-seat enterprise pricing of US-anchored suites.
European MICE work has its own constraints. Hotels expect to read briefs in their own language. Procurement teams expect GDPR documentation on file before any data leaves the building. Budgets are written in euros, and a planner in Munich does not want a US dollar conversion in the comparison view. Easy RFP is built around those defaults: six native locales (EN, DE, ES, FR, IT, PT), data residency in eu-west-2, a pre-signed DPA, and EUR-first pricing across every tier.
The platform serves three distinct buyer types. In-house corporate planners who own one or two events a quarter and need to look professional in front of hotels. MICE agencies running ten to fifty briefs at any moment, who need a shared pipeline and a clean handoff between sourcing and contracting. DMCs handling inbound clients who arrive with a brief in one language and expect proposals in another. The interface shifts to the buyer’s context without forcing them to learn a procurement tool.
How Easy RFP works
The workflow is four steps, designed so a first event can go out within an afternoon and the second event takes minutes.
1. Brief intake. Answer twelve structured questions covering dates, attendee count, room block, meeting space, F&B, AV, and budget ceiling. Planners who already have a brief in a document can paste it, and the system parses the fields into the same structure. The output is an RFP ready to send, formatted the way hotel sales managers expect to read one.
2. Send to hotels. Pick venues from a database of 27,000+ verified properties across Europe, or add custom contacts a planner already works with. The outbound email lands in the hotel’s own language, so a property in Barcelona receives Spanish, a property in Frankfurt receives German, and the planner stays in English on their side. Hotel response links open directly to a quote form with no login required.
3. Compare proposals. Responses land in a side-by-side BAFO matrix that surfaces room block pricing, F&B minimums, AV packages, attrition terms, and the total cost per attendee in one normalised view. Planners can run additional negotiation rounds in-platform, with version history and timestamped offers preserved for audit.
4. Decision and contract. Export a decision deck to share with stakeholders, with the recommended property, the alternatives, and the rationale. From the same screen, send the chosen contract to e-signature through the native DocuSign integration. The full audit trail stays in Easy RFP for procurement review later.
Why European MICE agencies choose Easy RFP
GDPR-native by design. Built in the EU, hosted on Supabase eu-west-2 (London, UK) under EU↔UK adequacy decision with Cloudflare EU edge routing, and backed by a Data Processing Agreement available pre-signed at the start of any trial. Procurement and legal teams clear the platform without a six-week security review, because every default is already aligned with EU data protection expectations. Sub-processor lists, retention policies, and breach notification timelines are published rather than hidden behind a sales conversation.
Multi-language hotel outreach. Hotels read RFPs and reply in their native language across DE, ES, FR, IT, and PT, while the planner reads structured English responses in their workspace. Response rates from non-English-first properties improve compared with English-only outreach, and sales managers stop forwarding briefs internally for translation. Locale routing is automatic from the property record, with manual override for hotels that prefer English.
EUR pricing, transparent and flat. Plans start at €79 per month for solo planners, €159 for small teams, and €319 for agencies, with no per-seat add-on charges or implementation fees. The plan a buyer sees on the pricing page is the plan they pay, and the invoice arrives in euros with a Spanish VAT number on it. Annual billing offers a flat discount, and there is no minimum contract length on the monthly tier.
MICE-specific contract workflows. BAFO rounds, attrition clauses, force majeure language, and cancellation grids are first-class features rather than bolt-ons. The platform ships with template libraries reviewed against current European event-industry practice, so planners do not start every contract from a blank page. Clause changes are tracked per version, so a contract that goes through three negotiation rounds keeps a clean redline history.
Founder-led onboarding. Gustavo Borges, the founder, is a former MICE planner and reviews every customer onboarding personally for the first ninety days of any account. New customers get a direct line for sourcing questions, contract red lines, or workflow setup, rather than a generic support queue. Feedback from those calls feeds the product backlog the same week, which is why the roadmap reflects how European agencies actually run sourcing rather than a US enterprise template.