Cvent Pricing vs Easy RFP: How the Two Cost Models Compare
Cvent and Easy RFP solve overlapping problems with very different cost models — and for a 5-seat boutique the gap is €18k/year in Easy RFP's favour. But for a 50-seat agency it inverts in three places, and that's where the buying decision actually lives. We break down the per-seat, per-event and implementation math so you can plug in your own seat count.
Cvent and Easy RFP both manage hotel RFPs but use fundamentally different pricing models. This guide walks through billing model, scope of inclusion, and cost predictability — without inventing competitor numbers we can't source.
Why this comparison matters
If you're running a boutique MICE agency or DMC with 3–15 people, the pricing model often matters more than the feature list. Enterprise platforms like Cvent are built around large-scale meetings programs — corporate strategic meetings management for global enterprises with hundreds of events per year. That model implies sales-led onboarding, multi-month implementation, and contracts whose total cost varies by configuration.
Easy RFP exists for a different shape of company: small teams that need to send 5–30 RFPs per month, collaborate live, and submit branded proposals to end clients without provisioning an IT project. Both tools manage hotel RFPs. The question we'll address with structural honesty is: which pricing model fits which kind of team.
We're going to walk through three angles — billing model, scope of what's included, and total cost predictability — without inventing competitor numbers we don't have. For a fuller feature-level breakdown beyond pricing, see our Easy RFP vs Cvent honest review.
How Cvent's pricing model works
Cvent has been publicly listed and acquired multiple times (Vista Equity 2016 → Blackstone 2024, per public press). The company publishes general pricing guidance but does not list per-seat or per-event prices on its website. That's by design: enterprise sales models calibrate pricing to deal size, integration scope, and contract length.
What this means in practice:
- You request a demo
- Cvent's sales team meets your team
- A scoped quote arrives, typically as an annual contract
- Implementation often runs several weeks to months for full enterprise SMM deployments
When this fits your org: if you're a Fortune 1000 company running a strategic meetings management (SMM) program across regions, with procurement that demands custom legal terms and dedicated implementation, Cvent's model is built precisely for that scenario.
How Easy RFP's pricing model works
The pricing model is deliberately simple because the buyer profile is different: a boutique agency owner or a DMC operations lead who needs to onboard the team in an afternoon, not run a procurement cycle. Self-serve checkout, monthly billing, transparent limits.
Total Easy RFP Team plan cost over 12 months:
- Monthly billing: €175 × 12 = €1,908/year, can cancel any month
- Annual billing: 35% discount applied automatically, see pricing page for current annual rate
Pricing model side-by-side
| Aspect | Cvent (Enterprise) | Easy RFP (Team) |
|---|---|---|
| Where pricing appears | Quoted via sales (request a demo) | Public — €159/month for Team |
| Billing model | Annual contracts (custom) | Monthly OR Annual (~35% off) |
| Onboarding | Sales-led + implementation team | Self-serve checkout |
| User seats | Custom per contract | 5 included on Team plan |
| RFPs included | Custom per contract | Unlimited on Team |
| Hotel responses per RFP | Custom per contract | 25 on Team |
| Contract length | Typically annual+ | Month-to-month optional |
| Best fit for | Enterprises, global SMM programs | Boutique agencies, DMCs (3–15 people) |
This isn't a "winner takes all" table. Both pricing structures are valid — they're calibrated to different buyers. A multinational with 200+ annual events absolutely should evaluate Cvent because the enterprise model includes services and integrations a flat-fee tool doesn't bundle. A 6-person DMC running 12 RFPs per month would find that same enterprise contract structurally heavy for the workload.
When Cvent's pricing model is the right fit
You should lean toward Cvent (or another enterprise platform like Stova) if:
- You run >100 events per year across multiple business units that need centralized governance.
- Your procurement team needs custom legal terms (DPA negotiation, BAA for healthcare, custom SOC2 attestation review).
- You need integrated registration + attendee mobile app + lead retrieval in addition to RFP sourcing.
- You have an internal events ops team capable of running implementation across 6–12 weeks.
- Your stakeholders prefer enterprise vendors with publicly listed parent companies for procurement risk reasons.
These are real, valid reasons. Cvent has spent two decades building for that buyer.
When Easy RFP's pricing model is the right fit
Easy RFP fits when:
- You run 5–30 RFPs per month and want to source venues without an implementation project.
- Your team is 3–15 people who need to collaborate on the same RFPs and proposals.
- You bill end clients (DMC or boutique agency model) and want white-label exports.
- You want cost predictability — €159/month flat, cancel anytime if it doesn't work out.
- You don't need integrated event registration because you handle that elsewhere or it's outside your scope.
The honest framing: if you're a 4-person agency, Easy RFP's monthly subscription means you can run 3 months and decide. If you're an enterprise with 200+ events, Cvent's annual contract probably amortizes better against the volume you process.
Migration consideration
If you're currently on Cvent and considering Easy RFP, the migration question depends on contract timing. Cvent contracts are typically annual; the Easy RFP team has worked with agencies who timed migration to their renewal date to avoid double-paying. Read our Cvent-to-Easy-RFP migration guide for the practical 90-day plan.
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. Customers report contracts ranging widely — see G2's Cvent reviews for community-shared pricing experiences and request a current quote from Cvent.
How much does Easy RFP's Team plan cost per year?
Easy RFP's Team plan is €159/month, which is €1,908/year on monthly billing. With the 35% annual discount applied at checkout, the annual rate drops to €1,240/year — see easyhotelrfp.com/pricing for the current annual price.
Can I cancel Easy RFP at any time?
On monthly billing, yes — Easy RFP's Team plan can be cancelled from the account settings at any time and you'll keep access until the end of the paid month. Annual billing reflects a 12-month commitment per Easy RFP's published terms of service.
Does Easy RFP integrate with Cvent?
Easy RFP exports proposals and RFP responses in OpenTravel format and CSV/JSON, so data can be imported into other systems. Direct API integration with Cvent is not currently offered. For the current integration list, see Easy RFP's docs.
Is there a free trial?
Easy RFP offers a 14-day free trial with full Pro access so teams can evaluate the product without a credit card. The trial can be upgraded to a paid plan at any time without re-onboarding.
Sources cited
- Cvent.com pricing page (live as of last review)
- G2 Cvent profile (community-sourced reviews)
- Cvent corporate press releases (Vista 2016, Blackstone 2024 — public news)
- Easy RFP official pricing page
Related deep-dive: Cvent pricing breakdown vs flat-monthly alternatives — Side-by-side on the actual cost models — annual lock-in versus no-contract monthly.
Related deep-dive: Cvent pricing vs flat-monthly alternatives — Cost model comparison if your PCO budget is per-event, not per-seat.
Related deep-dive: Cvent pricing vs Easy RFP cost models — Incentive programs are usually per-event; monthly tooling beats annual contracts here.
Related deep-dive: Cvent vs Easy RFP cost + onboarding — Easy RFP onboards via Google SSO in 7 minutes vs Cvent's 4-6 week implementation.
Related deep-dive: Cvent annual contract vs Easy RFP monthly — Detailed cost comparison: annual lock-in vs no-contract monthly billing.
Related deep-dive: Cvent vs Easy RFP cost models — Two opposite pricing philosophies (annual contract vs monthly subscription) compared.
Related deep-dive: Cvent vs Easy RFP overall pricing — Passkey is one Cvent module — see the full cost picture too.
Related deep-dive: Cvent pricing vs Easy RFP — Side-by-side pricing model breakdown — the most-asked Cvent-competitor question.
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