Use the Demos hub and run demo rounds

The Demos hub coordinates structured vendor demonstration rounds: which vendors participate, when sessions occur and who should score them. A round is not the scorecard itself, and it is not the per-vendor meeting log. Keeping scheduling, scoring and meeting evidence separate lets the same session remain easy to administer and easy to audit.

Before you start

• Agree the round objective, participating vendors, session format and a fair agenda.

• Publish the demo scorecard before inviting scorers, and make sure the intended scorers can access the project or external scoring path.

Step by step

1. Open the Demos hub

From the project, open Demos and review existing rounds. Create another round when the agenda, stage or scorer group changes materially rather than overwriting completed history.

2. Define the round

Give the round a clear name and context, select the participating project vendors and set the supported schedule details. Use a consistent format where vendors should be compared.

3. Attach the scorecard

Select the published demo-scoring evaluation that captures the required criteria. Preview it before invitations so scorers see the intended release.

4. Invite the scorers

Add the internal members or eligible stakeholders who should score this round. Explain whether scoring is individual and when submissions are due.

5. Run and monitor sessions

Use the hub to track the round and scorer progress. Record general session logistics here, but put vendor-specific meeting outcomes, recordings and attachments on that vendor’s Meetings & notes panel.

6. Close the evidence loop

After sessions, chase incomplete scorecards and review demo results in Compare. Do not average informal notes into the score manually when a structured scorecard exists.

What happens next

• Create a later round for clarification or finalist demonstrations without erasing the first-round record.

• Use the demo results alongside RFI, stakeholder and sandbox evidence in the project comparison.

Troubleshooting

A scorecard is not selectable

Confirm it is the demo-scoring evaluation type, belongs to the project and has a published release.

An invited scorer cannot open the round

Check project access or the stakeholder invitation, the invited email and whether the person was assigned to this round.

A meeting attachment is missing from the round

Meeting files and recordings belong on the project vendor’s Meetings & notes panel; the Demos hub focuses on round administration.

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