A free event organization tool for meeting planners

Powerful Dashboards

Track all of your RFPs, proposals, communications, contracts, and notes for multiple events on one screen.

Explore Destinations

Explore eventRFP's database of the world's top Meetings and Events destinations around the world. Search by keyword, browse by region, or explore the interactive map. Compare destinations' group-event-specific benefits.

Find Providers

Connect directly with DMCs and other providers in your event's destination. These local experts are eager to compete for your business while their valuable local knowledge and connections ensure your program will run smoothly!

Send RFPs

With a single click, send RFPs to multiple providers. Use our provided RFP template or upload your own RFP documents.

Receive Proposals

Providers will send you proposals through the system. Take a quick glance at your dashboard to see which providers have or have not responded.

Timeline

The timeline tracks all activity on a per-provider basis for a given event. Messages, RFP updates, proposal revisions and more are organized in chronological order.

Messages

Of course, all messages are tracked in your dashboard and can be viewed in the timeline. Even when you respond to providers using your email client, the message is tracked in your timeline. Easily follow your back and forth communication and never lose track of an email again!

Local providers.

Our database is packed with full-service event providers that are eager to receive your RFPs. These providers can advise you, recommend activities and vendors, handle logistics, and often save you money through their local knowledge and connections.

Also, with several providers competing for your business, you can be sure they will recommend their best offerings at competitive prices.

Quick RFPs. Prompt responses.

Many sourcing tools require you to fill out lengthy forms before sending an RFP, and even require information that isn't applicable to your event. With eventRFP, most fields are optional so you can get the RFP process started quickly and add details later. If you have an existing RFP document already, no problem! Just upload your RFP and send it off to your selected providers with a couple of clicks.

Your RFPs are sent directly to the providers you have chosen, empowered with their own eventRFP dashboard. Providers can quickly respond with a proposal or message via their dashboard and you can be rest assured your RFPs do not get lost in cluttered inboxes.

Additionally, the eventRFP support team works closely with providers to ensure they respond promptly to RFPs.

Compare proposals.

As you receive proposals from providers, eventRFP will automatically present you with side by side comparisons. Some proposals can easily be 50+ pages long -- compare "apples to apples" as eventRFP places the transportation options on page 2 of Proposal A next to the transportation options on page 23 of Proposal B.

Quickly see how each proposal stacks up against others. Even put together your "ultimate" proposal by marking the best options in each proposal.

Easy to use.

EventRFP has been designed from the ground up to be easy to use, yet still extremely powerful and efficient. Where other tools have crowded, confusing screens with paid placement ads, eventRFP maintains a clean, streamlined interface. Whatever you'd like to do, everything can be accomplished with a few clicks of the mouse or taps on the keyboard.

Organized, practical dashboards make it simple to create and manage multiple events at the same time. With a quick glance, see the status of every event or effortlessly pull up a correspondence from a certain stage in the planning process for a given event.

Enthusiasm for eventRFP.

"The status quo here is organized chaos. This is a tool to help me bring some order to things."

"I can see what I need to see when and where I need to see it, without sifting through mountains of extraneous material."

Who is it for?

In short, eventRFP is for anyone who plans group meetings and events.

Professional: You're a full-time event planner for a company or organization.
Occasional: Event planning is just part of what you do, along with operations, marketing, administrative, or other duties.
First Timer: Never planned a meeting before? It can be an overwhelming process to coordinate everything. Let eventRFP connect you with DMCs and providers that can help make you look like a pro amongst your colleagues!
Last Minute: Need to plan an event that was dropped in your lap and is scheduled for next week? eventRFP can make it happen with time to spare!

Questions?

Please contact the sales team using the Contact Us widget.