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# How to run an internal sourcing event
- URL: https://blog.jestor.com/run-an-internal-sourcing-event/
- Published: 2026-09-16T18:56:28.000Z
- Updated: 2026-09-16T18:56:28.000Z
- Author: Bruno Bannach

To **run a sourcing event** that produces a good decision, every supplier has to be quoting the same thing. In **Jestor**, the requirement, the invited suppliers and their responses are connected records, so comparison is structured rather than a reading exercise.

## Why sourcing decisions default to price

Suppliers respond in their own formats, with different assumptions about scope, delivery and support. Comparing them means reading several documents and normalizing them mentally.

Under time pressure, the comparison collapses to the only figure that appears in all of them, which is price.

What structure changes:

- Suppliers quoting against identical requirements
- Non price factors comparable rather than described
- Assumptions made explicit
- A record of why the winner was chosen
- Losing suppliers given a clear reason

## What to define before inviting

| Element             | Why in advance                   |
| ------------------- | -------------------------------- |
| Requirement         | Everyone quotes the same scope   |
| Response format     | Makes comparison possible        |
| Evaluation criteria | Prevents choosing after the fact |
| Weighting           | States what matters most         |
| Timeline            | Suppliers plan their response    |
| Decision maker      | Avoids reopening the decision    |

## Step by step to run it

1. **Write the requirement precisely**, including what is not required.
2. **Define the criteria and weighting** before inviting anyone.
3. **Send a structured response form**, not a free format request.
4. **Collect responses as records**, so fields are comparable.
5. **Score against the criteria**, individually before discussing.
6. **Record the decision with reasoning**.
7. **Give losing suppliers a reason**, since you may need them later.

## Why defining criteria before responses arrive is the integrity of the process

Criteria chosen after seeing the responses will, unconsciously, favour a preferred supplier. Writing them beforehand, with weightings, means the decision can be explained and defended, which matters most when the cheapest option does not win.

## Why choose Jestor

In **Jestor**, the requirement and its criteria are a record, suppliers respond through public forms with structured fields, scores are calculated by formula from the weightings, and the decision with its reasoning stays attached to the event for future reference.

## Frequently Asked Questions

### Why do sourcing decisions default to price?

Because it is the only figure comparable across differently formatted responses. See [jestor.com](https://www.jestor.com/?ref=blog.jestor.com).

### When should evaluation criteria be defined?

Before inviting anyone, or they will be shaped by the responses.

### Should losing suppliers get feedback?

Yes. You may need them in a future event.

## Video Tutorial: Step by Step

With **Jestor**, you can automate workflows, connect teams, and build internal systems your way, all without code and powered by **AI**. Discover Jestor at [jestor.com](https://www.jestor.com/?ref=blog.jestor.com) and see how to take your company's operations to a new level of efficiency and control.