Vendor Introduction Meeting Protocols

New Process 11/2025

Vendor Introduction Meeting Process

Step 1: Vendor Request Submission

• Direct all vendors to complete the Vendor Introduction Meeting Request Form.
• Purpose:
• Track all requests in one place.
• Address vendors in the order requests are received.
• Collect key information

Step 2: Review Form Submissions

• Regularly monitor the Microsoft Form responses.
• Review:
• Notes section
• Meeting type preference (in-person or virtual).
• Vendor status (new or existing).
• Capability statement (form directs vendors to send via email).
• Prioritize vendors based on submission date.

Step 3: Schedule the Meeting

Add Key Personnel

• Goods and Services – Gary or Annette
• Construction – Gary
• Include uthub-hsp@austin.utexas.edu
• For new business vendors, schedule with HUB Office staff only.
• Purpose: Gauge vendor capabilities and determine next steps

• Add Other relevant stakeholders (Purchasing, Facilities, etc.) if applicable.

In-Person

• In-person meetings: Reserve a conference room or appropriate space.
• Add parking and address

Virtual

• Virtual meetings: Set up a Microsoft Teams link and send invite.

Step 4: Send Meeting Invite Template

Subject: UT Austin: Vendor Introduction Meeting w/ [Vendor Name]

Hello,

The UT Austin HUB and Small Business Programs Office has received your request for a Vendor Introduction Meeting.

Please accept this calendar invite to confirm your attendance, and reply to this email with your capability statement, if it has not been emailed.

Reminder: This meeting is informal and will last approximately 30 minutes. Vendor Introduction Meetings create a space for suppliers and the university to learn about one another. Attendees will have time for a question-and-answer session.

Let us know if you have any questions. We look forward to meeting with you!

Virtual

Meeting Link: [Insert link]

In-Person

Meeting Type: [In-person / Virtual]

Location:

UT Austin – Office of HUB and Small Business Programs

1616 Guadalupe Street, Suite 3.306 Austin, TX 78701

Parking is available at the Guadalupe Garage (GUG), next to the UTA building. Please note, this garage does not have elevators. Staff can validate your parking ticket inside.

Designated staff can validate parking in the Guadalupe Garage via https://portal.amano-one.com/login

Step 5: Vendor Introduction Protocols

Vendor Introduction Meeting Protocols - HUB/SB Office Online "Desk Manual" - University Wiki Service

Step 6: Update Tracking

• After the meeting or outreach:
• Update the Microsoft Form responses Contacted and Completed section.
• Example:
• Y/N
• Waiting for additional availability
• Pending Follow-up
• Name - Scheduling secondary meeting

Step 7: Share Meeting Notes

If the Program Administrator Was Not in Attendance

• Within 24 hours send a short summary including the following information:
  • What does the company specialize in or best scope of work?
  • How long have they been in business?
  • What is their limit to bid on a project?

Share vendor information with team at the next team meeting or sooner if applicable.

Old Version:

Vendor Introduction Meeting Procedure:

1. Contact made to HUB Office

   • Generally, we get Vendor Introduction Meeting Requests via email. We also can set up a Vendor Introduction Meeting with vendors we meet at outreach events.

2. Ask for Capability Statement

   • Ask the vendor to email you a capability statement and to also email you 25 words or less a description of their business prior to the in-person or video meeting.
   • If we are following up with vendors, we met at an outreach event and have already their capabilities statement, we can scan the statement and save it to the right UT BOX folder.
     • UT BOX Link for Construction Related Vendors: https://utexas.app.box.com/folder/127256640087
     • UT BOX Link for Procurement Related Vendors: https://utexas.box.com/s/coolok8fl00qqcdjl8jbvarzg0ck24y0
   • Offer the vendor a few available times/dates to hold a 30-minute virtual (or in-person) meeting. 

3. Schedule the Vendor Introduction Meeting

   • The appointment should be made via the UTHUB-HSP inbox.
   • Invite HUB/SB Associate(s) and Buyer(s) if appropriate.

4. Preparation for the Vendor Introduction Meeting

   • Review the capability statement.
   • Review vendors' email response if they sent a brief description of their company.
   • If vendor is a HUB, check the HUB status a look over the class and item codes to see if they reflect the work described.
   • Consider any questions you may have for the vendor.

5. At Vendor Introduction Meeting

   • Use the Standardized Questions List
   • Keep notes attached to the meeting in UTHUB-HSP calendar invite.

Vendor Meeting Standard Format and Questions:

1. Introduce all the participants.

2. Informal agenda:

   • Vendor to discuss their business.
   • Questions from us for clarification of the business
   • Description of what our office does to help the HUB vendors.
   • Description of the procurement process at The University of Texas at Austin
   • Conclusion. Clear instructions on what the vendor needs to do and what our office will do after the meeting as a follow-up. 

3.  Allow the Vendor to give you a short demo or explanation of their business.

4. Questions to ask the vendor:

   • How do you classify your type of work?
   • What do you feel is most unique about your company vs your competitors?
   • Ask vendor who are their biggest competitors if they know. 
   • If the business isn't clearly defined, ask them where in the university community do, they see themselves selling their goods or services. 
   • Be clear about what our office can do to help them in the procurement process so they don't misunderstand and want more than we can offer. 

5. If the Program Administrator Was Not in Attendance

   • Within 24 hours send a short summary including the following information:
     • What does the company specialize in or best scope of work?
     • How long have they been in business?
     • What is their limit to bid on a project?