Best Practices for Clinical Trial Budgeting

Clinical trial budgeting remains one of the biggest bottlenecks in study startups, driving delays, rework, and frustration across sponsors, CROs, and research sites.

In this episode of the Clinical Trial Podcast, recorded live at Research Revolution, a clinical research conference hosted by Florence Healthcare, we take a hard look at why clinical trial budget negotiations continue to break down—and what experienced operators are doing differently.

This conversation brings together sponsor, site, and consultant perspectives to unpack the real drivers of delay, including slow escalation pathways, unclear or inconsistent budget justifications, misaligned expectations, and communication gaps between stakeholders.

Rather than rehashing theory, this episode focuses on practical, experience-driven insights you can actually apply.

In this episode, you'll learn:

• The most common causes of delays during clinical trial budget negotiations
• How sites can create clear, defensible budget justifications without triggering endless revision cycles
• What sponsors look for when approving higher-than-expected line items
• Best practices for internal rate cards, fee schedules, and budgeting templates
• How improved communication and transparency can reduce negotiation friction and speed study startup

This episode features insights from:

1. Kristen McKenna, Senior Manager and Investigator Contracts Lead at Pfizer
2. Heidi Castle, Director of Business Development at Mercy Research
3. Matt Lowery, CEO and Principal Consultant at The Pathways Group

If you're involved in clinical trial budgeting, contracting, or study startup - whether at a sponsor, CRO, or research site - this episode offers practical insights to help you navigate negotiations more effectively and avoid common pitfalls.

Listen to the episode to hear how sponsor, site, and consultant leaders approach clinical trial budgeting and study startup.