Free tools for event planners that actually do something
72 tools for European MICE planners — RFP scorers, budget calculators, GDPR/ESG audits, contract checkers, hotel comparators. Mobile-first, no signup required, your numbers stay in your browser.
Just shipped
18Eighteen brand-new tools, live May 2026. RFP scoring, contract risk visualisers, pharma/GDPR/ESG compliance checks, hotel tier & venue matchers.
Hotel Proposal Scorer
Score and rank hotel proposals on a 0–100 weighted scale: rate, F&B minimum, attrition, cancellation, location. Share-ready link.
RFP Completeness Scorer
Toggle 14 RFP must-have fields and score your brief 0–100. Get the list of missing fields and a one-click fix-it guide.
ESG Event Scorer
Score your event 0–100 on ESG / sustainability across 14 indicators (waste, transport, F&B, suppliers). ISO 20121 alignment gaps included.
GDPR Event Data Audit
Audit your event registration & data practices against GDPR. 10 yes/no toggles produce a risk score + 3 prioritised remediations.
Pharma HCP Compliance Checker
Will your pharma-sponsored event pass EFPIA / MedTech Europe hospitality caps? Check by country, attendees, value per HCP, sponsor type.
F&B Minimum Hit Calculator
Will your group hit the hotel's F&B minimum? Enter attendees, days, breaks, cover spend — see the gap and whether to add covers or raise per-head price.
Comp Room Ratio Estimator
How many complimentary rooms should the hotel offer for your block? Standard ratios are 1:50 (Europe) or 1:40 (US). Calculate cash equivalent in €.
Cutoff Release Exposure
How much € do you lose if rooms aren't picked up by the cutoff date? Calculate exposure based on block size, current pickup, and rate.
DDR vs CMR Calculator
Compare Daily Delegate Rate (DDR) and 24-hour rate (CMR) side by side. Calculate per-head and total costs in seconds.
BAFO Savings Estimator
How much can you save in a BAFO (Best And Final Offer) round? Estimate round-2 hotel discount based on market tightness and first-round bid.
In-House vs Agency Calculator
Should you build an in-house events team or use an agency? Annual cost, breakeven event count, and total opportunity cost in 60 seconds.
Peak-Week Surcharge Estimator
Estimate the % rate uplift for booking your event during a city's peak week. See cheaper alternative weeks for the same city.
Cost Per Attendee Calculator
Calculate your total cost per attendee and compare against European MICE benchmark bands (training, conference, gala, retreat).
Contract Penalty Stack Visualizer
Worst-case € exposure across attrition, cancellation, deposit, and force-majeure clauses. Visualise the stacked penalties before signing.
Venue Type Matcher
6 quick questions, 3 venue-type recommendations + sample European cities. For planners stuck between hotel, conference centre, and unique venue.
Hotel Tier Picker (3★ / 4★ / 5★)
Should you book 3★, 4★, or 5★ for your meeting? Pick tier based on budget per night, city, brand preference, and parking needs.
Hotel RFP Brief Generator
Generate a complete hotel RFP brief in 60 seconds. Fill 8 fields, get a ready-to-send markdown brief (copy or download). No signup.
8-Week RFP Timeline Planner
Enter your event date, pick complexity (S/M/L), get a reverse-engineered RFP timeline with all milestones — download as .ics calendar.
Calculators
22Live interactive calculators. Type your numbers, see €/% results instantly. Your data stays in your browser.
F&B Minimum Hit Calculator
Will your group hit the hotel's F&B minimum? See the gap in € and whether to add covers or raise per-head price.
Comp Room Ratio Estimator
How many complimentary rooms should the hotel offer? Standard 1:50 (EU) / 1:40 (US). Cash equivalent in €.
Cutoff Release Exposure
€ you lose if rooms aren't picked up by the cutoff date. Based on block size, current pickup, and rate.
DDR vs CMR Calculator
Compare Daily Delegate Rate vs 24-hour rate side-by-side. Per-head and total costs in seconds.
BAFO Savings Estimator
Estimate round-2 hotel discount based on market tightness and first-round bid.
In-House vs Agency Calculator
Annual cost, breakeven event count, and total opportunity cost — build a team or outsource?
Peak-Week Surcharge Estimator
% rate uplift for booking during a city's peak week. Cheaper alternative weeks suggested.
Cost Per Attendee Calculator
Total cost per attendee vs European MICE benchmark bands (training, conference, gala, retreat).
Total Event Cost Calculator
One calculator for any corporate event — kickoff, offsite, conference, party. Built on real European MICE benchmarks.
Christmas Party Budget Calculator
Per-person costs by venue type, F&B style and city. Built on real European Christmas-party benchmarks.
Sales Kickoff (SKO) Budget Calculator
Build your SKO budget in 3 minutes. Real per-attendee benchmarks from European sales kickoffs.
Corporate Offsite Budget Calculator
Per-person ranges by retreat type (mountain / coast / city), team size, duration. 1,200+ European benchmarks.
QBR & Conference Budget Calculator
AV-heavy day events 50–500 attendees. €/attendee broken down by line item.
Product Launch Budget Calculator
Calculate launch budget: venue, media, production. Benchmarks from 600+ European launches.
Workshop Venue Budget Calculator
Half-day or full-day workshop budgets for 8–50 person sessions: room, AV, F&B.
Sales Training Budget Calculator
Onboarding bootcamps, role-play, ramp programs — real European benchmarks per attendee.
F&B Budget Calculator
Food & beverage budget by service style, headcount, European city. Plated, buffet, canapé, family-style.
Date Flexibility Savings Calculator
Save 15–32% by shifting dates: Tue/Wed/Thu vs Fri/Sat, peak vs shoulder months.
Attrition Risk Calculator
Real attrition penalty exposure: block size × historical pickup × penalty schedule.
Hotel RFP ROI Calculator
Hours and euros saved by running a structured RFP. Real data from European MICE venues.
Travel-vs-Virtual ROI Calculator
Compare in-person, virtual and hybrid on total cost, attendee experience, ROI, carbon footprint.
Hybrid Attendance Split Calculator
Optimal in-person vs virtual split — cost/head, experience quality, geographical balance.
Generators & templates
15Fill a form, get a ready-to-send RFP brief, email, or timeline. Plus battle-tested templates for every common event format.
Hotel RFP Brief Generator
Fill 8 fields, get a ready-to-send markdown brief in 60 seconds (copy or download).
8-Week RFP Timeline Planner
Event date in, reverse-engineered RFP timeline out. Download as .ics calendar.
AI Hotel RFP Generator
Describe your event in plain English. Get a hotel-ready RFP back in 60 seconds. No 80-field forms.
Hotel Follow-Up Email Generator
Professional follow-up emails for RFPs with no reply, incomplete proposals, or final-round chasing.
RFP Email Generator (6 scenarios)
6 scenarios: no response, price negotiation, site visit, decline, BAFO, contract follow-up.
Hotel RFP Template (Universal)
14-section RFP template Easy RFP uses internally. Scoring matrix, attrition + force-majeure language, BAFO process.
Christmas Party RFP Template
Q4 Christmas party planning compressed into 4 weeks. Comparable quotes for venue, F&B, entertainment.
Sales Kickoff RFP Template
Plenary AV capacity, breakout count, evening venue, parallel sessions — what generic templates miss.
Corporate Retreat RFP Template
Wellness programming, room-block nuance, 3+ day dietary continuity, free-time logistics.
Product Launch RFP Template
B2B/B2C launches: press-photo-ready space, production flow, launch-moment generation.
Workshop / Training RFP Template
Movable furniture, whiteboards, continuous coffee, hybrid AV, fast venue confirmation.
Half-Day Workshop RFP Template
Source and confirm half-day workshops in 7–10 days. Lean 6-section template.
Awards Gala RFP Template
Stage production, reveal lighting, broadcast AV, ceremony flow — gala-specific spec.
QBR RFP Template
Executive-readiness spec for smaller, senior, confidential events vs conferences.
Multi-Night Leadership Retreat RFP
3–5 day leadership offsites — the highest-stakes corporate format. What generic templates miss.
Scorecards
6Score proposals, briefs, vendors, sustainability and compliance. Get a number you can defend in a stakeholder review.
Hotel Proposal Scorer
Score and rank proposals 0–100 weighted across rate, F&B minimum, attrition, cancellation, location.
RFP Completeness Scorer
14 must-have fields toggled, brief scored 0–100, missing fields listed, fix-it guide one click away.
ESG Event Scorer
0–100 sustainability score across 14 indicators + ISO 20121 alignment gaps.
Hotel Scoring Matrix (TOPSIS)
Score 8+ hotel RFP responses fairly across 9 weighted criteria. Spreadsheet template + the maths behind it.
Venue Sustainability Scorecard
Score hotels without greenwashing: certifications, energy, waste, water — six measurable dimensions.
GDPR Event Data Audit
10 yes/no toggles produce a GDPR risk score + 3 prioritised remediations.
Checklists
10Interactive, tickable checklists for site visits, contracts, AV, ESG, BAFO, hybrid events, F&B tastings, speaker coordination, pre- and post-event.
Hotel Site Visit Checklist
47 interactive points: room inspection, F&B taste, the 12 questions hotel sales hope you forget.
Pre-Event Day-Before Checklist
30-day countdown organising work in 4-week blocks so you catch issues before they escalate.
Contract Review Checklist (28 clauses)
The 28 clauses that decide who pays when something goes wrong with a hotel contract.
Post-Event Wrap-Up Checklist
14 days after — surveys, reconciliation, content distribution. The closeout checklist that captures value.
AV / Tech Requirements Checklist
30-point pre-event checklist: connectivity, audio, video, power, backup. AV failure is the #1 day-of disaster.
Sustainability / ESG Vendor Checklist
Evaluate hotels and vendors without greenwashing. 24 measurable items across waste, energy, transport.
Hybrid Event Tech Checklist
38-item tech checklist treating hybrid as two equal-priority audiences (in-person + stream).
Speaker / Talent Coordination Checklist
Run the speaker pipeline from invite to on-stage handoff. The #2 event failure point after AV.
F&B Tasting Checklist
32 interactive points: service style, dietary depth, presentation timing — beat the tasting bias.
BAFO Negotiation Checklist
Prep, conversation, and post-round steps — the field-tested checklist for Best-And-Final-Offer rounds.
Comparators & guides
19Side-by-side comparisons (cities, menus, contracts, hotel tiers, venue types) and country-by-country compliance guides (VAT, GDPR, visas, tipping).
Contract Penalty Stack Visualizer
Worst-case € exposure visualised across attrition, cancellation, deposit, force-majeure clauses.
Venue Type Matcher
6 questions → 3 venue-type recommendations + sample European cities. Hotel vs conf centre vs unique.
Hotel Tier Picker (3★ / 4★ / 5★)
Pick tier based on budget per night, city, brand preference, and parking needs.
Pharma HCP Compliance Checker
Will your pharma-sponsored event pass EFPIA / MedTech Europe hospitality caps?
European MICE City Comparison
15 European cities side-by-side: DDR, room rates, F&B benchmarks, meeting space availability.
Vendor Comparison (MUST/NICE/SKIP)
Three buckets stop scope creep: must-have, nice-to-have, skip. Used in real MICE evaluations.
Multi-Property Pricing Comparison
Compare hotels by all-in cost across 6 layers: rooms + F&B + meeting + AV + extras. Normalise cities, tiers, currencies.
Force Majeure Clause Comparator
Post-COVID standard, weather contingency, public health, refund timelines — clause language compared.
F&B Menu Comparison Tool
Normalise F&B quotes per-pax all-in (service charge + tax) across hotels structured differently.
GDPR for Event Registration
Names, emails, dietary, accessibility data — GDPR applies. Lawful basis, consent walkthrough.
Event Insurance & Liability (EU)
Cancellation, public liability, weather contingency: €500–1500 covers 100 pax. What to buy.
Visa Requirements (Europe Business Events)
Schengen, Brexit, 2026 ETIAS — rules per nationality, invitation letters, deadlines.
Tipping Culture (Europe Events)
Country-by-country rules — service charges often hidden in invoices.
Power Adapters & Connectivity
Plug types, voltages, frequencies per region. Avoid blown equipment and dead laptops.
VAT Reclaim — Germany (19%)
German VAT 19% reclaim via the 8th Directive. Eligible categories, deadlines.
VAT Reclaim — Spain (21%)
Spanish IVA 21%. €60K event = €12.6K recoverable. AEAT process.
VAT Reclaim — France (20%)
French TVA 20% standard, 10% reduced on hospitality. 8th Directive + client invoicing.
VAT Reclaim — Italy (22%)
Italian IVA 22% standard, 10% reduced for hospitality. Agenzia delle Entrate process.
VAT Reclaim — Portugal (23%)
Portuguese IVA 23% — reclaim via AT (Autoridade Tributária). English-friendly process.