How to prepare for a tender presentation, interview or demo

Many IT tenders invite shortlisted bidders to present, be interviewed or demo their product. This stage can carry a large share of the marks, and it's where small firms often shine, because buyers meet the actual team.

Read the instructions closely

The invitation usually tells you:

• How long you have, and how much of that is questions.
• Who should attend, sometimes named key personnel.
• What to cover, often specific scenarios or questions.
• How it will be scored, and whether it replaces or adds to your written scores.

Treat the instructions like a tender question. Answer exactly what they ask.

Bring the delivery team

Evaluators want to meet the people who will do the work. Bring the project lead and the technical lead, and let them talk. A sales director who won't be on the project adds little.

Demo their scenarios, not your features

If the buyer gives you scripted scenarios, follow them exactly, in order. If they don't, build the demo around their users and their data, such as "a resident applies for a parking permit on a phone". Avoid the full product tour.

Rehearse properly

• Run the full session at least twice, timed.
• Have a colleague ask the hardest questions they can think of: price, risk, staff changes, what happens if you go out of business.
• Prepare a short, honest answer for your weakest area.
• Test the technology: screen sharing, logins, a backup recording if the live demo fails.

On the day

• Start with their problem and what success looks like for them.
• Keep slides simple, or skip them.
• Answer questions directly, then stop talking.
• If you don't know, say so and offer to follow up in writing, if that's allowed.
• Don't introduce new pricing or promises not in your written bid unless invited. They may become contractual.

Common questions

Are tender presentations scored?

Usually, yes. The invitation should say how. Sometimes they confirm or adjust written scores rather than adding new ones.

Can we bring a partner to the presentation?

If your bid includes a partner or subcontractor doing key work, bringing them usually helps. Check the invitation for limits on attendees.

What if our demo fails during the presentation?

Have a backup, such as a recorded video or screenshots. Evaluators are usually understanding about technical problems if you handle them calmly.