Introduction
When it comes to managing hotel RFPs, two names come up frequently: Cvent, a legacy giant in the space, and ReadyBid, a modern alternative built to address today’s procurement challenges. For corporate travel managers, TMCs, and procurement leaders, choosing the right tool can have a massive impact on cost savings, efficiency, and program success.
Cvent has long been positioned as an industry standard, but with high costs, limited flexibility, and outdated workflows, many organizations are asking whether it still makes sense in 2025. On the other hand, ReadyBid offers a lean, affordable, and automation-driven approach that’s quickly gaining traction as the best hotel RFP tool for modern travel programs.
In this article, we’ll break down ReadyBid vs. Cvent, highlighting the differences every travel manager should know before making a decision.
Cost Comparison: ReadyBid vs. Cvent
Cvent:
Annual contracts running into tens of thousands of dollars.
Extra fees for additional RFPs, contacts, or features.
Long-term lock-ins that reduce flexibility.
ReadyBid:
Affordable, month-to-month pricing.
Unlimited RFPs included with subscription.
Scalable costs for enterprises, TMCs, and government contractors.
Clear winner: ReadyBid delivers a cost-effective hotel procurement tool without financial burden.
Flexibility
Cvent:
Contracts restrict flexibility.
Pay-per-RFP model discourages broad sourcing.
Limited ability to adapt as travel needs evolve.
ReadyBid:
Month-to-month subscription with no lock-ins.
Unlimited sourcing freedom.
Scalable across global or regional programs.
For companies tired of rigid systems, ReadyBid offers agility.
Hotel Contact Database
Cvent:
Contact data often outdated or incomplete.
Procurement teams waste time tracking down decision-makers.
ReadyBid:
Verified and updated hotel contact and NAM database.
Direct access to the right hotel representatives.
Higher response rates and faster RFP cycles.
This feature alone accelerates sourcing dramatically.
RFP Template and Automation
Cvent:
Complex interfaces requiring manual input.
Limited automation for recurring projects.
ReadyBid:
Prebuilt, customizable hotel RFP templates.
Auto-population of GSA Per Diem rates for compliance.
Standardized, repeatable workflows.
For speed and simplicity, ReadyBid is the better hotel RFP solution.
Negotiation Capabilities
Cvent:
Focused primarily on RFP distribution.
Negotiations often happen outside the platform via email.
ReadyBid:
Built-in negotiation interface to manage counteroffers.
Transparent, trackable, audit-ready logs.
Stronger leverage in securing better deals.
Negotiation is where savings happen - and ReadyBid does it better.
Rate Auditing
Cvent:
Limited built-in auditing for contracted rates.
Companies risk losing savings when rates aren’t loaded correctly.
ReadyBid:
Automated rate auditing tools compare contracts against GDS data.
Discrepancies flagged instantly.
Guaranteed delivery of negotiated value.
This makes ReadyBid a stronger hotel procurement tool for compliance-focused teams.
Integration with Booking Systems
Cvent:
Limited export options.
More manual work required to push rates into Concur or Sabre.
ReadyBid:
Direct export into major booking systems.
Faster adoption and visibility for travelers.
Improved compliance with sourcing policies.
ReadyBid strengthens corporate travel management by connecting sourcing with booking.
Support for Government and GSA Compliance
Cvent:
Not built specifically for GSA compliance.
Requires manual updates for government programs.
ReadyBid:
Auto-populates GSA Per Diem rates in templates.
Ensures compliance from the start.
Designed for enterprises and government contractors alike.
Key Takeaways: ReadyBid vs. Cvent
Cost: ReadyBid wins with affordable, flexible pricing.
Flexibility: ReadyBid offers unlimited RFPs, Cvent restricts.
Contacts: ReadyBid provides verified data, Cvent often outdated.
Automation: ReadyBid streamlines, Cvent lags behind.
Negotiation: ReadyBid centralizes it, Cvent pushes it to email.
Auditing: ReadyBid protects savings, Cvent leaves gaps.
Integration: ReadyBid exports to booking platforms seamlessly.
Related Insights
If you’re evaluating hotel RFP software, also explore:
Conclusion
For years, Cvent has been the default choice in hotel RFPs, but its high costs, rigid contracts, and outdated workflows are driving companies to look elsewhere. ReadyBid represents the future: affordable, flexible, automated, and built for real procurement needs.
If you’re deciding between ReadyBid and Cvent, the choice is clear. ReadyBid eliminates restrictions, improves efficiency, and ensures negotiated savings - all at a fraction of the cost.
Compare for yourself today - Book a ReadyBid Demo.