EdTech Impact Buyers’ Guide 2025 – Part 5: Engaging Suppliers Strategically

This is the fifth and final instalment in our five-part series designed to help schools take a strategic, evidence-informed approach to selecting and implementing education technology.

Having defined your EdTech strategy (Part 1), learned how to evaluate evidence (Part 2), navigated contracts and compliance (Part 3), and prioritised privacy and accessibility (Part 4), it’s time to turn your attention to one of the most practical steps: engaging with suppliers.

Whether at exhibitions like Bett, during demos, or in one-to-one meetings, the questions you ask can make the difference between investing in a tool that genuinely supports your school’s goals – or one that drains your budget and staff time.

Below are the key areas and questions you should cover when speaking to suppliers.

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🔎 What Evidence Do You Have That Your Product Works?

Ask the supplier to provide their evidence portfolio. Have they conducted any studies prior to launching their product? Ideally, this should include research with control groups to truly measure effectiveness. The more studies, published papers, kitemarks, certifications, or awards they have, the more confidence you can have that the company cares about providing credible, research-backed results.

Next, dig deeper into the research – its quality and depth is crucial in understanding the real impact. Did it thoroughly analyse product usage, or only look at surface-level outcomes and trends? Has it been independently conducted or externally verified?

Crucially, ensure that the evidence aligns with the specific outcomes valued by your school. For example, improvements in areas like student engagement, wellbeing, or specific learning outcomes, rather than just academic attainment.

🔐 How Does the Product Meet Cybersecurity and Data Privacy Standards?

Any EdTech tool your school adopts must be reliable and secure against technical failures, breaches, and third-party risks – especially if it processes sensitive data, content, or intellectual property. Reliability here isn’t optional: it’s a baseline.

Before events like Bett, consult your Data Protection Officer (DPO) about GDPR requirements for new products. Suppliers who are willing to complete due diligence questionnaires, contribute to Data Protection Impact Assessments (DPIAs), and provide transparent documentation will make the approval process much smoother.

Key resources to request include:

• Template processor agreements and End User Licence Agreements (EULAs)
• Lists of sub-processors and data transfer details
• Clear alignment with the Age-Appropriate Design Code (AADC)

Data managers will also want to know exactly what data is processed and how. Does the product require CSV uploads, or does it integrate securely with existing data tools?

Suppliers who are proactive in answering these questions not only reduce risk but also build confidence that their product is secure, compliant, and ready for use in your school.

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🧒 How Does the Product Ensure Learners Are Safeguarded?

With statutory guidance like Keeping Children Safe in Education (KCSIE) raising expectations, safeguarding must be a central consideration when evaluating EdTech.

For communication-enabled products, ask what protections are in place for learners. For example:

• Does the tool support anonymous incident reporting?
• Does it avoid “over-blocking,” allowing age-appropriate usage while still keeping students safe?

Safeguarding isn’t just about reacting to incidents – it’s about preventing them. Increasingly, schools are looking at how technology can enhance preventative safeguarding processes:

• Does the system help identify concerns before they escalate?
• Does it provide tools that reduce the likelihood of future incidents?

The KCSIE framework and Ofsted inspection guidance emphasise the need for filtering and monitoring systems working together. Be sure to check whether a prospective solution is designed to support both functions in tandem, ensuring compliance and protecting students effectively.

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♿ Does the Product Support SEN/EAL Students?

Accessibility should never be a bolt-on feature – it needs to be part of the design from the very beginning. A truly inclusive product is one that empowers every learner, regardless of their needs or background.

When speaking to suppliers, ask:

• Has the product been tested against recognised accessibility standards (e.g. WCAG)?
• What accessibility features are built in (adjustable text size, contrast settings, alternative formats)?
• Which assistive technologies does it support (screen readers, text-to-speech, speech recognition)?
• How does the supplier respond if a learner’s access needs are not fully met?

It’s also important to dig into how the product supports students with specific needs, including those who are blind, D/deaf, dyslexic, or physically disabled, as well as those with English as an Additional Language (EAL).

The ultimate question: can the supplier show evidence that their product helps narrow attainment gaps for these learners? An inclusive EdTech solution should do more than just “work” for SEN/EAL students — it should actively enable them to thrive.

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🌍 What Is Your Sustainability Strategy?

With schools now required to develop sustainability action plans, it’s important that any EdTech solution aligns with your environmental goals as well as your educational ones.

When speaking with suppliers, ask:

• What is their company-wide sustainability strategy?
• How does their product fit into your school’s sustainability plan (e.g. reducing printing, avoiding duplication, lowering energy usage)?
• For AI-driven solutions, what measures are in place for energy efficiency and the use of green computing practices?
• How do they ensure the longevity of devices, parts, and software, reducing waste and replacement cycles?

Sustainability isn’t just about cutting costs. It’s about making decisions that support your school’s environmental commitments and ensure the responsible use of technology for the future.

By integrating sustainability considerations into your procurement process, you can select solutions that not only enhance learning but also help your school meet its environmental targets.

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🔗 Does the Product Integrate With Other EdTech?

A product’s value is often determined by how well it fits into your existing digital ecosystem. Interoperability reduces workload, avoids duplication, and creates a smoother experience for both staff and students.

When assessing a tool, ask:

• Does it link with platforms you already use in school?
• Does it integrate with your MIS/SIS securely?
• Can it connect with other classroom tools to extend functionality?

Some of the best EdTech products work seamlessly with others. For example, platforms like Thinglink, Book Creator, and Mote all connect directly with Canva, allowing staff to create and share resources without reformatting or constantly switching tools.

Strong interoperability not only improves efficiency but also reduces cognitive overload, ensuring staff and students spend more time focusing on learning – not on wrestling with technology.

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🆓 How Do Free Trials Work – and How Are We Supported?

Most suppliers offer a 30-day free trial, but this is rarely enough to judge a product’s true value. Where possible, ask if the trial can be extended to at least a full term (around three months) so staff and students can test it in authentic classroom conditions.

Equally important is the support provided during the trial. Simply giving out logins isn’t enough – suppliers should help you make the most of the opportunity. Ask:

• Which features are available during the free trial, and what happens to them afterwards?
• Will staff and students retain access to content created during the trial?
• What training and troubleshooting support is included?
• Do they offer clear guidance on how to measure impact, with recommended KPIs to track?

Suppliers who combine flexible trial periods with proactive support not only make evaluation easier, but also build trust and confidence in their product.

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📈 How Do You Support Long-Term Implementation?

Successful EdTech adoption doesn’t end once the contract is signed – it depends on how well the product is embedded into your school’s everyday practice. That means suppliers need to provide ongoing, flexible support that matches your context and capacity.

When engaging with exhibitors, ask:

• Do they offer flexible training formats (on-demand videos, live webinars, in-person sessions, train-the-trainer models)?
• Can training be tailored to your CPD calendar and staff schedules?
• What support is offered after initial setup – such as follow-up sessions, a dedicated account manager, or user communities for peer learning?
• Are other schools in your trust using the product, and can experiences be shared?

A good supplier will see training as an ongoing partnership, not a one-off event. The most impactful implementations come when professional development, technical support, and school priorities are aligned – ensuring staff confidence, consistent use, and measurable impact over time.

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🎁 How Does the Freemium Offer Work?

Many suppliers provide a freemium package, where teachers can access basic features for free and unlock premium ones by generating new sign-ups or referrals. While this model can be attractive, it’s important to assess whether it’s realistic in your context.

Consider:

• Do you have the capacity to recruit enough new users to unlock additional features?
• Are the free features robust enough to properly test the product with colleagues?
• Will the freemium version allow you to gather meaningful evidence before committing to a larger pilot or purchase?

Freemium packages can be a helpful way to explore a product without upfront cost, but always clarify what limitations apply and whether the free version gives a fair representation of the full product experience.

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💰 How Is the Price Calculated?

Many EdTech products base their pricing on the number of students enrolled in a school. While common, this model may not always be fair or cost-effective – especially if certain groups (such as EYFS or KS1 students) are unlikely to use the product. Paying for non-users can quickly drive up costs.

When discussing pricing, ask suppliers:

• Do they offer alternative packages based on active users or seats?
• Can seats be reallocated between students as needed?
• Are there flexible models available for specialist settings where staff-to-student ratios differ from mainstream schools?

Newer or smaller companies may also be open to more adaptable pricing structures, so it’s worth exploring options beyond the standard per-student model. Negotiating for a package that reflects your actual usage will help ensure better value for money.

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📊 How Will You Demonstrate Success in Our School?

When engaging with exhibitors, it’s important to move beyond generic claims of impact and focus on what matters most in your own context. Ask suppliers:

• How will they demonstrate that the product is effective in your school or college?
• Which outcomes do they use to define success, and do these align with your priorities – for example, improvements in student engagement, wellbeing, or staff workload, as well as attainment?
• What tools or processes are provided to help you measure and evidence impact locally?

Don’t hesitate to probe further if answers feel vague or overly reliant on sales jargon. If a supplier cannot provide clarity during the conversation, ask for a follow-up with the right team member.

Finally, avoid pressure to sign up on the spot for the sake of a “special event discount.” A supplier that values partnership will be willing to honour the same offer once you’ve had the time to review and reflect with your colleagues.

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🔮 How Does the Product Support Future-Proofing and Adaptability?

Technology and education are constantly evolving, and any EdTech investment should be able to adapt alongside them. When speaking with suppliers, ask how their solution is designed to remain relevant over the next 3-5 years.

Key questions include:

• Does the product have a clear development roadmap, and how often is it updated?
• How will it adapt to advances in AI, machine learning, or interoperability standards?
• Can the solution evolve with your school’s digital strategy without frequent overhauls or costly upgrades?

Future-proofing your decisions now will help you avoid disruption later, ensuring that your chosen tools continue to support teaching, learning, and school priorities as needs change.

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📘 Conclusion

This article marks the end of the EdTech Impact Buyers’ Guide 2025 – a five-part series designed to help schools take a strategic, evidence-informed approach to selecting and implementing education technology.

Across the series, we’ve looked at how to define your strategy, evaluate evidence, navigate contracts, prioritise privacy and accessibility, and engage suppliers with confidence. Our hope is that these insights have made the decision-making process clearer, and given you practical tools to avoid common pitfalls while focusing on what matters most: impact for staff and learners.

If you’re ready to take the next step, you can begin exploring and comparing solutions directly in the EdTech Impact marketplace here.