Migrating from Cvent to Easy RFP: A Respectful, Practical Guide

When this migration makes sense (and when it doesn't)

Quick answer (40–60 words): Cvent → Easy RFP is the right move if you're using <30% of Cvent's modules, your scope has narrowed to sourcing/RFPs, your team is boutique-to-mid-market (≤20 seats), and you want transparent published pricing. It's the wrong move if you actively use Cvent SMM, Passkey, OnArrival or attendee experience modules — Easy RFP does not replace those.

Cvent is a strong enterprise platform. We say so openly (and back it up in our Easy RFP vs Cvent honest review). The migration question isn't "is Cvent bad?" — it's "is your scope still enterprise?" Many boutique agencies that signed up for Cvent SMM five years ago genuinely outgrew their need for the suite as their scope tightened to sourcing-only. That's the case where migration helps.

Step-by-step migration mechanics

Quick answer (40–60 words): Cvent → Easy RFP migration in 7 steps: (1) export hotel database from Cvent (CSV), (2) export active RFP templates and historical RFPs (CSV/PDF), (3) import hotels into Easy RFP via the bulk-upload screen, (4) re-create or import RFP templates, (5) re-create active RFPs, (6) train team in onboarding session, (7) parallel-run for one cycle, then cut over.

Step 1: Export your data from Cvent

• Hotel database (CSV)
• Active RFP templates (use Cvent's export-template function)
• Historical RFPs (PDF for archive; CSV if structured data available)
• Vendor contact list (CSV)

Cvent's data-export functionality is documented in their support portal. If you have an active CSM, ask them to facilitate — it's a normal request and shouldn't be friction.

Step 2: Clean and prepare data

• Standardize hotel names (remove duplicates)
• Verify email addresses (run a deliverability check)
• Tag hotels by city / region / type
• Remove stale contacts (anyone you haven't worked with in 24+ months)

This step often takes longer than the import itself. Plan 1–2 days for a moderate dataset (200–500 hotels).

Step 3: Bulk import into Easy RFP

• Easy RFP's bulk import screen accepts CSV with our standard header schema
• Documentation: /docs/import-hotels/
• Typical time: 30–60 minutes for 500 hotels

Step 4: Re-create RFP templates

• Easy RFP has a template builder
• Most teams have 3–8 active templates (one per event type — board meeting, SKO, incentive, etc.)
• Time: 2–4 hours

Step 5: Re-create active RFPs

• Any RFPs still in flight on Cvent should either complete on Cvent or migrate carefully
• We recommend completing in-flight RFPs on Cvent and starting new ones on Easy RFP — minimizes mid-stream disruption to vendor relationships

Step 6: Team training

• Easy RFP onboarding: 30–60 minutes for the core team
• We provide a guided onboarding session for migrating teams

Step 7: Parallel-run one cycle, then cut over

• Run one full event cycle on both platforms
• Compare outputs (proposals received, comparison views, contracts signed)
• Cut over fully once parallel-run validates

Realistic timeline

Quick answer (40–60 words): A typical Cvent → Easy RFP migration for a boutique agency takes 5–10 working days end-to-end: 1–2 days data export and cleaning, 1 day bulk import, half-day template setup, 1 day team training, 5–7 days parallel-run, then cut-over. Larger teams or more complex datasets may extend to 3–4 weeks.

What you'll lose (we'll be honest)

Quick answer (40–60 words): Switching from Cvent to Easy RFP, you lose: full event-management modules, attendee experience tooling, OnArrival check-in, Passkey room blocks, and Cvent's larger Supplier Network reach. If you actively use any of these, migration may not be the right move. If your scope is sourcing/RFPs only, you won't miss them.

What you'll gain

Quick answer (40–60 words): What you typically gain: transparent published pricing (€45–€319/mo), simpler self-serve admin, faster onboarding for new team members, multi-language proposal handling, and a planner-aligned business model (no hotel-side fees today). For boutique scope, the proportionality usually feels lighter.

Q: Will Cvent let us export our data? A: Yes. Data export is standard practice. If you encounter friction, escalate via your CSM.

Q: Can we keep our hotel relationships during migration? A: Yes — your hotel contacts and RFP history are yours, not the platform's. You move them with you.

Q: What about active RFPs in flight? A: We recommend completing in-flight RFPs on Cvent and starting new ones on Easy RFP. Vendors don't notice tool changes; they notice email-thread disruptions.

Q: How much does Easy RFP charge for migration? A: For self-serve plans (Free, Pro, Team) — €0. Self-serve CSV import. For Enterprise migration with custom data shapes or integrations, included in onboarding.

Q: Can we go back to Cvent if Easy RFP doesn't work out? A: Yes. Easy RFP exports all data as CSV/JSON, free, any time. We'd rather earn your stay than trap you.

Sources

• Cvent data export documentation (in their support portal — accessible to existing customers)
• Easy RFP import documentation — /docs/import-hotels/
• Easy RFP published pricing — /pricing/

CTA

If you've outgrown Cvent's scope and want a respectful migration path, start a free Pro trial or book a migration consult.