How to plan a clinical trial recruitment campaign
Plan the route from study awareness to site screening, with clear responsibilities for recruitment materials, follow-up, and reporting.
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Start with the study site’s capacity. A campaign that creates more enquiries than a coordinator can answer can leave prospective participants waiting and hide where recruitment is actually slowing down. Agree on recruiting locations, languages, and contact hours with the site before planning media.
Map the steps with the study team
List what happens from seeing an ad through requesting information, reaching the coordinator, and being screened by the study team. Assign an owner to each step. Decide how the site will handle people who cannot be reached and how often it can report aggregate outcomes.
Prepare materials for review
For US studies under FDA oversight, consult the FDA’s guidance on recruiting study subjects and have the responsible study team confirm the review process with its institutional review board. Share the copy, visuals, placement, destination page, and proposed changes with that team. Keep the invitation consistent with the study materials and avoid language that promises a favorable outcome.
Measure the steps the site can act on
Track operational counts such as enquiries, successful contacts, and screening appointments, using aggregate reporting where possible. Keep study and health information in the approved systems for the project. If enquiries are plentiful but contacts are low, review response times and contact instructions before increasing budget.
The study landing page checklist covers the public page and its handoff to the study site.