Pitch Perfect: How to prepare for a winning Tender Presentation

Imagine yourself sitting across from your Evaluator, your heart pounding with anticipation. They hold the key to your business’ future, the power to decide whether your project will receive funding or not.

But what exactly are they looking for?

What sets apart a winning tender presentation from a losing one?

Tender presentations are tricky for Bidders like yourself, to get right because your team must perform to a timeframe and often to a specific Agenda set by the evaluators.

To make it worse, over the last couple of years, we’ve been seeing more and more Buyers making tender decisions not so much on the tender response documents submitted by bidders, but on the tender presentations made by Bidders.

So, the pressure is really on for a winning tender presentation!

And these tender presentations aren’t straightforward.

They are tricky to get right because you have to perform to a timeframe and often to a specific agenda set by the Evaluators.

Are you ready to learn how to prepare a tender presentation that will not only impress but also secure the tender?  We’re going to begin firstly, by showing you what Evaluators are looking for and then how best to prepare.

What evaluators are looking for in a winning tender presentation?

By understanding the Evaluators expectations, you can tailor your winning tender presentation to stand out from the competition and increase your chances of securing the contract.

1. Tender presentation compliance

Firstly, Evaluators are looking for compliance.  This is how well your tender presentation team covers the agenda points, scope of work, questions (relevant answers) and strictly keeps to the time allocated.

Winning tender presentation tip:

Usually, Clients will issue an agenda, but sometimes you need to ask for it.

Be wary of a Client who says ‘Present the most important features of your tender offer’. This may be a smokescreen and indicates that a Buyer isn’t being open about what they want to hear from the tender presentation team. 

2. Remember your Client’s key values

Secondly, Evaluators are looking for how well your presentation team aligns to the Client’s key values and behaviours. Compliance (from above point) is the ‘what’, and this is the ‘how’.

Winning tender presentation tip:

If one your Client’s key values is ‘authenticity’ then you’ve got to be yourself as you present.

3. Tender presentation evaluators are looking for focus

Thirdly, Evaluators are looking for how well your presentation team is focussed on finding a way forward (‘dependability’). This is often evaluated through the question and answer sessions that follow on from your presentation.

Winning tender presentation tip:

During your presentation teams preparation, brainstorm potential questions.  Consider questions that could arise based on your presentation, the RFP, and the client’s industry or challenges.

4. Team contribution during the presentation

Fourthly, Evaluators are looking for how each member of your presentation team contributes.  Remember, evaluators can’t evaluate someone who isn’t participating significantly in the presentation.

Winning tender presentation tip:

Assign roles and responsibilities to each team member.  Clearly define each team member’s role in the presentation, ensuring that everyone knows their specific contribution.

We’re just a call away to help you with your presentation preparation

How best to prepare for the tender presentation

Step 1 – Put together the best team

The most important thing is to make sure that you have the right people presenting in your team.  Usually, you will fail on compliance if you don’t have people who are fully across what the Client wants and what your company is proposing.

But also, you need people – frankly – who have some character and a little bit of sparkle.

Step 2 – Plan the tender presentation

Then, gather your team in a closed-door session (away from distractions!), and work out what you need to present, as well as how you’ll present it (who presents what). Don’t go over the allotted time: many Evaluators will stop you, if you do.

Tip: use PowerPoint (and similar programs) very sparingly. You don’t want to bore an Evaluator! The rough rule-of-thumb is no more than 1 slide for every 5 minutes that you are presenting. Remember that the Evaluator is evaluating you, not your ability to make nice looking PowerPoint slides.

Step 3 – Practice. Practice. Practice.

Then practice, give constructive supporting feedback to all team members and practice again!

Step 4 – Appoint an MC

Your MC’s role will be to orchestrate the team’s progress through the actual presentation.  They will keep the team to time and manage the Q&A section on the day. 

Step 5 – Practice Q&A

Work out the ’10 Questions they will likely ask you’ and practice Q&A.

As you practice these questions, always keep an eye on the allotted time allowed in the presentation.

Need help with these ten questions – call the Tender team now here

Step 6- Final rehearsal

Then, run a final rehearsal to assess:

* What does the team look like as they present?  Are they cohesive? Organised? Respectful of each other? In short, do they look like a team that, if you were the Buyer, you would want to work with over the contract period?

* The quality of the information they present – does it precisely address the Buyer’s requirements?

* The timeliness of the Team

How can Tender Evaluation help with your winning tender presentation?

We bring over five hundred hours of presentation evaluation and team coaching experience to help you and your team perform at their best.

We assess your team and coach individuals as your Buyers’ evaluators will, helping to identify and address any potential weaknesses or areas for improvement within the team.  Our presentation coach has more than 40 years team coaching experience, and formal qualifications in both Coaching and Training.

Your presentation team members will leave our sessions ready with –

Stronger communication and collaboration skills, able to better articulate the complex tender ideas

Confidence in their presentation abilities.  We guide body language, tone of voice, and overall presentation style, so each presenter is able to deliver a more engaging and persuasive performance.

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