---
title: "Software Vendor Selection: The Pitfalls and Successes of Vendor Demos"
description: This article focuses on the third phase of software vendor selection and divides into scheduling and evaluating software demonstrations by your chosen vendors.
image: https://blog.montrium.com/hubfs/Blog/Conducting-Demonstrations.jpg
---

[![Montrium_Logo_smaller](https://blog.montrium.com/hs-fs/hubfs/montrium-2023/images/logo/Montrium_Logo_smaller.png?width=130&height=32&name=Montrium_Logo_smaller.png "Montrium_Logo_smaller")](https://www.montrium.com/)

 ←

- Products
  
  Close
  
  ## Book a live demo
  
  Schedule a demo with a representative.
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
    - ## Products
      
      Our pre-configured applications enable our clients to work better and smarter.
      
      
      
      ![63f778fbb0527c09d8b57985_Group](https://blog.montrium.com/hubfs/montrium-2023/images/header/63f778fbb0527c09d8b57985_Group.svg)
      
      ## Book on our demo today!
      
      Discover & access advanced features
      
      
      
      Request Demo
      
      
      
      #### Montrium eTMF
      
          - [eTMF Connect](https://www.montrium.com/etmf-connect)
          - [eTMF Connect features](https://www.montrium.com/etmf-connect-features)
      
      
      
      
      #### Platform Overview
      
          - [Platform Overview](https://www.montrium.com/platform-overview)
          - [Trust Center](https://www.montrium.com/trust-center)
          - [Customers](https://www.montrium.com/customers)
          - [Platform FAQ](https://www.montrium.com/faq#anchorFaq)
      
      
      
      
      #### Montrium RIM
      
          - [Regdocs Connect](https://www.montrium.com/regdocs-connect)
          - [RegDocs Connect Features](https://www.montrium.com/regdocs-connect-features)
      
      
      
      
      
      
      #### Montrium eQMS
      
          - [Quality Connect](https://www.montrium.com/quality-connect)
          - [Quality Connect features](https://www.montrium.com/regdocs-connect-features)
      
      
      
      
      #### Modules
      
          - [Document Control](https://www.montrium.com/document-control-software)
          - [Training Management](https://www.montrium.com/training-management-software)
          - [CAPA Management](https://www.montrium.com/capa-software)
          - [Change Control](https://www.montrium.com/change-control-software)
- [Pricing](https://www.montrium.com/pricing)
- Services
  
  Close
  
  ## Reach out to our team
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
    - ## Services
      
      Carefully crafted services delivered by experts
      
      
      
      ![image21089](https://blog.montrium.com/hs-fs/hubfs/montrium-2023/images/header/image21089.webp?width=233&height=170&name=image21089.webp)
      
      ## Looking for additional support?
      
      Reach out to our team today
      
      
      
      Book a consultation
      
      
      
      #### Adobe Services
      
          - [Free Adobe Acrobat Sign validation pack](https://www.montrium.com/adobe-sign-validation-pack)
          - [Adobe Acrobat Sign validation services](https://www.montrium.com/adobe-sign-validation-services)
- Resources
  
  Close
  
  ## Book a live demo
  
  Schedule a demo with a representative.
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
    - ## Resources
      
      Our pre-configured applications enable our clients to work better and smarter.
      
      
      
      ![image21088](https://blog.montrium.com/hs-fs/hubfs/montrium-2023/images/header/image21088.webp?width=168&height=162&name=image21088.webp)
      
      ## Book on our demo today!
      
      Discover & access advanced features
      
      
      
      Request Demo
      
      
      
      #### Resources
      
          - [Blog](https://blog.montrium.com/blog)
          - [Webinars](https://www.montrium.com/webinars)
          - [Podcasts](https://www.montrium.com/podcasts)
          - [Resources Center](https://www.montrium.com/resource-center)
          - [Demo Center](https://www.montrium.com/demo-center)
          - [FAQ](https://www.montrium.com/faq#anchorFaq)
          - [Customer success stories](https://www.montrium.com/customer-success-stories)
- Company
  
  Close
  
  ## Book a live demo
  
  Schedule a demo with a representative.
  
  
  
  
  
  
  
  
  
  
  
  
  
  
  
    - ## Company
      
      Our pre-configured applications enable our clients to work better and smarter.
      
      
      
      ![image-21087](https://blog.montrium.com/hs-fs/hubfs/montrium-2023/images/header/image-21087.png?width=140&height=170&name=image-21087.png)
      
      ## Book on our demo today!
      
      Discover & access advanced features
      
      
      
      Request Demo
      
      
      
      #### Company
      
          - [About](https://www.montrium.com/about)
          - [Events](https://www.montrium.com/events)
          - [Newsroom](https://www.montrium.com/newsroom)
          - [Customers](https://www.montrium.com/customers)
          - [Careers](https://www.montrium.com/careers)
          - [Contact Us](https://www.montrium.com/contact-us)
      
      
      
      
      
      
      #### Partnerships
      
          - [Partners](https://www.montrium.com/partners)
          - [Co-marketing partnerships](https://www.montrium.com/marketing-partners)
          - [Technology Partners](https://www.montrium.com/technology-partners)
          - [Services Partners](https://www.montrium.com/service-partners)
- [Support](https://support.montrium.com)

[Book a demo](https://www.montrium.com/demo) Get in touch

Close

## Reach out to our team

0%

- [Home](https://blog.montrium.com/)
- [Blog](https://blog.montrium.com/blog)
- [Software Vendor Selection: The Pitfalls and Successes of Vendor Demos](https://blog.montrium.com/blog/software-vendor-selection-conducting-demonstrations)

# Software Vendor Selection: The Pitfalls and Successes of Vendor Demos

![Oliver Pearce](https://blog.montrium.com/hubfs/oliver1.png)

 Written by

Oliver Pearce

 Published on

 June 2016

 Topics

RegOps

![](https://blog.montrium.com/hubfs/Blog/Conducting-Demonstrations.jpg)

[![post-detail](https://blog.montrium.com/hubfs/montrium-2023/images/webinar/icon-plane.svg)](https://telegram.me/share/url?url=https://blog.montrium.com/blog/software-vendor-selection-conducting-demonstrations)

[![post-detail](https://blog.montrium.com/hubfs/montrium-2023/images/webinar/icon-twitter.svg)](https://twitter.com/share?url=https://blog.montrium.com/blog/software-vendor-selection-conducting-demonstrations)

[![post-detail](https://blog.montrium.com/hubfs/montrium-2023/images/webinar/icon-messenger.svg)](fb-messenger://share/?link=https://blog.montrium.com/blog/software-vendor-selection-conducting-demonstrations)

<https://www.linkedin.com/cws/share?url=https://blog.montrium.com/blog/software-vendor-selection-conducting-demonstrations>

## Contents

Vendor software demonstrations are one of the critical elements of software evaluation, and must be properly planned to get the most value. You as a software buyer could miss a huge opportunity by letting a software salesperson dictate the flow of the demo. Software demonstrations are there to show you how each product would meet your business needs and work in the context of your organization. Without the proper planning and control, the exercise of participating in a software demonstrations can quickly become redundant and a waste of time for your vendor selection team. Time is valuable, so getting this right the first time is important.

In follow-up to the first two articles in this series, [**Software Vendor Selection: Defining Your Requirements**](https://blog.montrium.com/blog/software-vendor-selection-defining-your-requirements), and **[Software Vendor Selection: Searching for the Right Vendor](https://blog.montrium.com/blog/software-vendor-selection-finding-the-right-vendor), **we will now take you through the third phase of software vendor selection and divide into scheduling and evaluating software demonstrations by your chosen vendors.

## **Contacting vendors for demonstrations**

Having received all the completed questionnaires and RFI answers, you should be able to continue to narrow the scope of the potential vendors and start to schedule demonstration sessions for your key stakeholders.  We recommend scheduling back to back demonstrations for the stakeholders so that you can take advantage of having all of them altogether. This will also make it easier to compare vendors side by side, reducing the likelihood of overlooked details. 

## **Preparing for the demonstrations**

Fixed timeslots should be coordinated and a “script” of sort should be delivered to the potential vendor. At the very least it can be helpful to provide the vendor with information on your key areas of focus for the demo, so you can see the functionalities  that matters most to your organization. It can also be helpful to prepare a set of questions from your vendor selection team to ensure you get the most out of the demo session.

If you’re struggling to identify what to ask during a product demonstration, here’s a great [questionnaire for software demonstrations](https://info.montrium.com/edms-demo-questions-workbook) you can use. Ideally you should look to cover all of the key areas of functionality that you want demonstrated  and also think about some of the more technical aspects that need to be present. 

**READ ALSO: [17 Questions to Ask in a Regulatory EDMS Software Demonstration](https://blog.montrium.com/blog/17-questions-to-ask-in-a-regulatory-edms-software-demonstration)**

## **Best practices for attending software demonstrations**

There are also some best practices for attending software demonstrations to ensure your team gets the most value from the session. If you’re evaluating a handful of vendors and scheduling time for each to demo their software, making the most of this time is important. Here’s a [guide to attending demonstrations](https://info.montrium.com/best-practices-for-attending-demos) that we put together that will help you prepare.

[![New Call-to-action](https://no-cache.hubspot.com/cta/default/334618/c9170243-1b12-4379-96ed-678ed7a5d317.png)](https://cta-redirect.hubspot.com/cta/redirect/334618/c9170243-1b12-4379-96ed-678ed7a5d317)

 

## **Conduct a post demo evaluation**

This is a good opportunity to get your internal group of participants  involved  again to discuss their opinion on each  session. Ask them their thoughts and try to understand what they thought was lacking or good about the individual solutions. Hopefully everyone would have taken their own notes and scores for areas of the systems, so analyzing the effort should be simpler. Gather info on the scenarios that may not have been explained correctly, and relay feedback to the vendors.

## **Relay feedback to the vendor**

No software vendor likes to give a demonstration and then see the tumbleweed roll past their email inbox. If there were points that the vendor missed or areas that the team thought were good, relay those items back to them.

## **Schedule follow up discussions**

Reach out to  those vendors who provided great demonstrations of their product to talk through next steps. For those vendors who didn’t make the cut, thank them for taking the time and explain the reasons for not carrying on the conversation.

**In summary:**

- Identify from RFI responses who you want to contact for demonstration
- Schedule demonstrations with each vendor (back to back if possible)
- Create a demo questionnaire so you don’t forget to ask important questions (use our free template)
- Score and narrow down vendors based on live demonstrations and answers to questions during the session.
- Conduct a post-demo evaluation
- Relay feedback to the vendor
- Schedule follow up discussions

 [![New Call-to-action](https://no-cache.hubspot.com/cta/default/334618/c9170243-1b12-4379-96ed-678ed7a5d317.png)](https://cta-redirect.hubspot.com/cta/redirect/334618/c9170243-1b12-4379-96ed-678ed7a5d317)

 

![Oliver Pearce](https://blog.montrium.com/hubfs/oliver1.png)

Oliver Pearce

<https://ca.linkedin.com/in/opearce>

Oliver heads up Montrium's Commercialization team and is a regular contributor to the Montrium blog. Oliver writes on a wide range of topics that tie in his passion for technology and his deep understanding of the regulatory requirements.

## Get our best content delivered straight to your inbox

![subscribe-top](https://20882350.fs1.hubspotusercontent-na1.net/hubfs/20882350/Montrium-2023/Blog/Images/subscribe-top.svg)

## You may also like

[![](https://blog.montrium.com/hubfs/Blog/RFP-Thumbial.jpg) - RegOps Software Vendor Selection: Requesting Proposals & Quotes Read It](https://blog.montrium.com/blog/software-vendor-selection-requesting-proposals-quotes)

[![](https://blog.montrium.com/hubfs/Blog/select-the-vendor-whos-won.jpg) - RegOps Software Vendor Selection: Selecting the Winning Vendor Read It](https://blog.montrium.com/blog/software-vendor-selection-selecting-the-winning-vendor)

[![](https://blog.montrium.com/hubfs/Blog/Defining-Requirements-Vendor-Selection.jpg) - RegOps Software Vendor Selection: How to Define Your Requirements Read It](https://blog.montrium.com/blog/software-vendor-selection-defining-your-requirements)

[![](https://blog.montrium.com/hubfs/Social%20Suggested%20Images/eTMF-Checklist.jpg) Software Vendor Selection: Finding the Right Vendor Read It](https://blog.montrium.com/blog/software-vendor-selection-finding-the-right-vendor)

[![](https://blog.montrium.com/hubfs/Blog/Questions_in_Demo.jpg) - RegOps 17 Questions to Ask in a Regulatory EDMS Software Demonstration Read It](https://blog.montrium.com/blog/17-questions-to-ask-in-a-regulatory-edms-software-demonstration)

[![](https://blog.montrium.com/hubfs/3%20-%20Landing%20Page%20Banners/change-saas-app.jpg) 5 Practical Steps to Assessing a SaaS Vendor for GxP Regulated Applications Read It](https://blog.montrium.com/blog/5-practical-steps-to-assessing-a-saas-vendor-for-gxp-regulated-applications)

[![](https://blog.montrium.com/hubfs/Blog/Regulatory-Navigator.jpg) - RegOps - Regulations & Standards The Complete Feature Round-up of Montrium’s Regulatory Navigator Read It](https://blog.montrium.com/blog/the-complete-feature-round-up-of-montriums-new-regulatory-navigator)

[![](https://blog.montrium.com/hubfs/Banners/Document-Management-Cloud-Based.jpg) - RegOps 9 Key Attributes of a Cloud-Based EDMS in the Life Sciences Read It](https://blog.montrium.com/blog/9-key-attributes-of-a-cloud-based-edms-in-the-life-sciences)

[![](https://blog.montrium.com/hubfs/Blog/eTMF-Budget-Blog-Thumb.jpg) - Trial Master Files How to Build a Killer Budget for an eTMF System Read It](https://blog.montrium.com/blog/how-to-build-a-killer-budget-for-an-etmf-system)

[![](https://blog.montrium.com/hubfs/Blog/Reasons-to-love-Saas.jpg) 15 Undeniable Reasons to Love SaaS in the Life Sciences Read It](https://blog.montrium.com/blog/15-undeniable-reasons-to-love-software-as-a-service-in-the-life-sciences-saas)

## Get our best content delivered straight to your inbox

[![Montrium_White_Logo_smaller](https://blog.montrium.com/hs-fs/hubfs/montrium-2023/images/logo/Montrium_White_Logo_smaller.png?width=130&height=32&name=Montrium_White_Logo_smaller.png "Montrium_White_Logo_smaller")](https://www.montrium.com/)

#### Montrium eTMF

- [eTMF Connect](https://www.montrium.com/etmf-connect)
- [eTMF Connect features](https://www.montrium.com/etmf-connect-features)

#### Montrium RIM

- [RegDocs Connect](https://www.montrium.com/regdocs-connect)
- [RegDocs Connect features](https://www.montrium.com/regdocs-connect-features)

#### Montrium QMS

- [Quality Connect](https://www.montrium.com/quality-connect)
- [Quality Connect features](https://www.montrium.com/quality-management-software-features)

#### Platform overview

- [Platform overview](https://www.montrium.com/platform-overview)
- [Pricing](https://www.montrium.com/pricing)
- [Montrium FAQ](https://www.montrium.com/faq#anchorFaq)
- [Trust center](https://www.montrium.com/trust-center)

#### Resources

- [Demo center](https://www.montrium.com/demo-center)
- [Resource center](https://www.montrium.com/resource-center)
- [Podcasts](https://www.montrium.com/podcasts)
- [Webinars](https://www.montrium.com/webinars)
- [Blog](https://blog.montrum.com/blog)

#### Montrium by industry

- [Non-profit](https://www.montrium.com/montrium-by-industry/non-profit)
- [Medical device](https://www.montrium.com/montrium-by-industry/medical-devices)
- [CRO](https://www.montrium.com/montrium-by-industry/cros)
- [Pharma/Biotech](https://www.montrium.com/montrium-by-industry/pharma-biotech)

#### Adobe Acrobat Validation

- [Adobe Acrobat validation services](https://www.montrium.com/adobe-sign-validation-services)
- [Free Adobe Acrobat validation pack](https://www.montrium.com/adobe-sign-validation-pack)

#### Montrium by team

- [Clinical operations](https://www.montrium.com/clinical-operations)
- [Regulatory affairs](https://www.montrium.com/regulatory-affairs)
- [Quality and compliance](https://www.montrium.com/quality-and-compliance)
- [IT & security](https://www.montrium.com/it-and-security)

#### Company

- [About](https://www.montrium.com/about)
- [Newsroom](https://www.montrium.com/newsroom)
- [Events](https://www.montrium.com/events)

#### Contacts

507 Place d'Armes,Suite 1500 Montreal, QC H2Y 2W8,Canada +1.514.223.9153 

[info@montrium.com](mailto:info@montrium.com)

Montrium Europe SPRL,Boulevard de Waterloo77 1000 Bruxelles, Belgium

+32.2.808.3008

[info@montrium.com](mailto:info@montrium.com)

#### Socials

[Follow us on Facebook](https://twitter.com/Montrium) [Follow us on Instagram](https://www.facebook.com/Montrium/) [Follow us on Instagram](https://www.linkedin.com/company/montrium)

Montrium Inc. All rights reserved, 2026

[Terms and Conditions](https://www.montrium.com/terms-conditions) [Privacy Legacy](https://www.montrium.com/privacy-policy)

![](https://dc.ads.linkedin.com/collect/?pid=568201&fmt=gif)

```json
{
  "@context" : "https://schema.org",
  "@type" : "BlogPosting",
  "author" : {
    "@type" : "Person",
    "name" : "Oliver Pearce",
    "url" : "https://blog.montrium.com/blog/author/oliver-pearce"
  },
  "dateModified" : "2023-07-31T17:03:52.269Z",
  "datePublished" : "2016-06-28T15:00:00.000Z",
  "headline" : "Software Vendor Selection: The Pitfalls and Successes of Vendor Demos",
  "image" : [ "https://blog.montrium.com/hubfs/Blog/Conducting-Demonstrations.jpg" ],
  "mainEntityOfPage" : {
    "@id" : "https://blog.montrium.com/blog/software-vendor-selection-conducting-demonstrations",
    "@type" : "WebPage"
  },
  "publisher" : {
    "@type" : "Organization",
    "logo" : {
      "@type" : "ImageObject",
      "url" : "https://blog.montrium.com/hubfs/montrium_logo_2023_gradient.png"
    },
    "name" : "Montrium"
  }
}
```

```json
{
  "@context" : "https://schema.org",
  "@id" : "https://blog.montrium.com/blog/software-vendor-selection-conducting-demonstrations/#breadcrumbs",
  "@type" : "BreadcrumbList",
  "itemListElement" : [ {
    "@type" : "ListItem",
    "item" : "https://www.montrium.com",
    "name" : "Home",
    "position" : 1
  }, {
    "@type" : "ListItem",
    "item" : "https://blog.montrium.com/blog",
    "name" : "Montrium Blog",
    "position" : 2
  }, {
    "@type" : "ListItem",
    "item" : "https://blog.montrium.com/blog/software-vendor-selection-conducting-demonstrations",
    "name" : "Software Vendor Selection: The Pitfalls and Successes of Vendor Demos",
    "position" : 3
  } ]
}
```

```json
{
  "@context" : "https://schema.org",
  "@id" : "https://blog.montrium.com/blog/software-vendor-selection-conducting-demonstrations/#blogposting",
  "@type" : "BlogPosting",
  "about" : [ {
    "@type" : "Thing",
    "name" : "RegOps"
  } ],
  "articleSection" : "RegOps",
  "author" : {
    "@type" : "Person",
    "description" : "Oliver heads up Montrium's Commercialization team and is a regular contributor to the Montrium blog. Oliver writes on a wide range of topics that tie in his passion for technology and his deep understanding of the regulatory requirements.",
    "image" : {
      "@type" : "ImageObject",
      "url" : "https://info.montrium.com/hubfs/oliver1.png"
    },
    "jobTitle" : "",
    "name" : "Oliver Pearce",
    "sameAs" : [ "" ],
    "url" : "http://www.montrium.com"
  },
  "dateModified" : "2023-07-31T17:03:52-05:00",
  "datePublished" : "2016-06-28T15:00:00-05:00",
  "description" : "This article focuses on the third phase of software vendor selection and divides into scheduling and evaluating software demonstrations by your chosen vendors.",
  "headline" : "Software Vendor Selection: The Pitfalls and Successes of Vendor Demos",
  "image" : {
    "@type" : "ImageObject",
    "height" : "480",
    "url" : "http://info.montrium.com/hubfs/Blog/Conducting-Demonstrations.jpg",
    "width" : "725"
  },
  "inLanguage" : "en-US",
  "isPartOf" : {
    "@id" : "https://blog.montrium.com/blog/#blog",
    "@type" : "Blog"
  },
  "keywords" : [ "RegOps" ],
  "mainEntityOfPage" : {
    "@id" : "https://blog.montrium.com/blog/software-vendor-selection-conducting-demonstrations",
    "@type" : "WebPage"
  },
  "name" : "Software Vendor Selection: The Pitfalls and Successes of Vendor Demos",
  "publisher" : {
    "@id" : "https://company.montrium.com/#organization",
    "@type" : "Organization",
    "logo" : {
      "@type" : "ImageObject",
      "height" : 641,
      "url" : "https://cdn.prod.website-files.com/6384d2343a69e90062fc1181/697d0f2f1a3f5f635cde4595_Montrium%20Logo%20-%20Purple.png",
      "width" : 3689
    },
    "name" : "Montrium"
  },
  "timeRequired" : "PT4M",
  "url" : "https://blog.montrium.com/blog/software-vendor-selection-conducting-demonstrations",
  "wordCount" : 699
}
```