Hotel Database Coverage in RFP Software: How to Evaluate
Cvent claims 300K hotels in its database, Hopskip lists 100K, Easy RFP indexes 6.7M — but coverage numbers hide a more important question about which hotels actually respond, and the answer changes which tool you should pick.
Why total size is the wrong metric
Quick answer (40–60 words): Vendors often advertise "100,000+ hotels" or similar database sizes. This is misleading because (a) most planners use 5–50 properties per program, (b) accommodation-only properties dilute MICE-relevant coverage, (c) database size doesn't measure data freshness or contact accuracy. A more useful metric: "how many event-venue-tagged properties in [your active cities]?"
Easy RFP's database approach
Quick answer (40–60 words): Easy RFP's database includes hotels across multiple regions, with MICE-role tagging (event_venue / full_service / accommodation / uncertain) so you can filter to relevant inventory. We surface gallery photos, amenities and review tags from public sources and verify contact data on a rolling basis. Database size is published openly on /hotel-database/ — actual coverage in your markets matters more than headline totals.
What to evaluate per vendor
| Evaluation question | Why it matters |
|---|---|
| Coverage in [your top 5 cities]? | Most decisions happen in top 5 markets |
| MICE-role tagging? | Filters out accommodation-only properties |
| Data freshness — last contact verification? | Stale emails kill RFP response rates |
| Photo coverage % | Visual-first decision-making |
| Direct hotel contact vs aggregator? | Direct = better pricing, faster response |
| Add-your-own properties supported? | Critical for niche/specialty venues |
A respectful note on competitor coverage
Some competitors have larger total databases than Easy RFP. We acknowledge this openly. For very rare or specialty venues, larger databases sometimes have a coverage advantage. For common MICE inventory in active European, North American and key Asian markets, our coverage is usually sufficient — and our MICE-role tagging is, in our biased view, more useful than raw size.
If your specific need is unusual destinations or specialty venue types, ask each vendor for coverage stats in your target markets specifically. Generic "X total hotels" claims aren't very useful.
Q: How many hotels are in Easy RFP's database? A: Published openly on /hotel-database/ — see live count.
Q: Can we add properties not in the database? A: Yes — all tiers support add-your-own.
Q: How fresh is the contact data? A: We verify contacts on a rolling basis (typically annual minimum, faster for high-traffic markets). We display "last verified" date on each property.
Q: Do hotels pay to be listed? A: No, not today. Hotels don't pay Easy RFP in our current model. Listings are free today.
Sources
- Easy RFP /hotel-database/
- Vendor public documentation
CTA
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