You tell us the problem
The more specific, the better. “Our reception has a queue at 08:45 and the visitor book is illegible” produces a far better demo than “we would like to see the platform”.
Not a feature list. A specific Tuesday-morning problem: the reception queue, the absence chase, the trip approval that took five weeks, the fire drill, the month-end reconciliation. We will build the demo around that one thing.
We will not put you into a sequence of follow-up emails. If the first conversation says we are not right for you, that is where it ends and we will tell you who might be.
The more specific, the better. “Our reception has a queue at 08:45 and the visitor book is illegible” produces a far better demo than “we would like to see the platform”.
Fifteen minutes to understand how your school actually does that thing today, and which of your current systems are involved. This is what stops the demo being generic.
We use your scenario, not ours, including the awkward version of it. Bring the person who does the job daily; they ask better questions than anyone else in the room.
If it fits, you get a scope you can take to your governors with each part itemised. If it does not, you get a sentence explaining why rather than a follow-up call.