Pitch appointments are usually very tense. 

This applies both to the presenting representatives of the bidding companies and to the auditorium of the outsourcing company.

A neutral moderation relieves all participants. It ensures relaxation and a smooth process. Representatives of the potential client focus on the crucial things: is this the right service provider!

Use professional moderation. Make sure you are relaxed. Then you will draw more insights from the appointment.

Many pitch appointments start with a mini round of introductions. Then the service provider presents. That is standard. 

Try this format instead:

Start with an emotive speech.

• What are your objectives?
• Why do you need a service provider?
• What do you want to achievetogether?

You achieve three things with this:

1. You provide for relaxation and a positive mood at the beginning.

2. You skilfully bring external and internal participants into line.

3. You focus yourself and your team on the big picture instead of small details.

Set a framework and introduce emotively. Thisincreases the quality of your pitch appointment.

Companies strive for fair award decisions. That is why it is often said: 

"We note down all questions and answers and make them available to all providers."

Or more precisely:

"We organise an open Q&A session. All providers thus learn what everyone wants to know and how we respond. This ensures maximum transparency."

What is the effect of this approach?

Providers fail to ask the critical questions. The questions that explore possible weaknesses. The considerations that aim at innovative and unusual solutions. The impulses that represent the concrete added values of the individual companies in comparison.

But that's what pitch appointments are all about. Some transparency just doesn't help.

Therefore, provide only all the questions required to understand your task as well as your corresponding answers. Preserve the added value, innovative solutions and thus "assets" of the bidders. Then you get more insights and choose better. 

Pitch appointments often bring together many people whose time needs to be used efficiently. Not to be forgotten are the associated costs.

For this reason, it sometimes happens that the organisers want to pack as muchas possible into the day. 4 presentations of 2 hours each are quickly on the agenda.

• Motto: "A lot is good."

It would be better to schedule only 3 presentations and leave enough space for breaks in between. After all, the concentration of the audience decreases with each turn.

This increases the quality of decision making enormously. You also take better account of biological needs. 

Provide for sufficient breaks (at least 15 minutes without buffer for overruns) between pitches.

Provider presentations are often spread over several days. For internal participants, this presents a great challenge. How do you keep the concentration and tension high? 

In order to make appointments comparable and not to favour a bidder, pitch appointments often take place on a fixed grid.

• Keep the grid.
• However, provide variety in the form of moderation. 
• Use different anecdotes and transitions.

You thus ensure that

1. you get more valuable judgements because participants listen properly. 

2. you reduce the temptation to check e-mails or chat at the same time because familiar things are being repeated.

3. you feel better entertained on the side.

Provide for variety in the case of several pitch appointments. You will thus achieve better results.