Putting it all together: Developing a Budget

It’s critical to plan for recruitment at the pre-award phase. To be successful in fulfilling recruitment goals, it is essential to build in sufficient recruitment funds in the grant budget. Below, we'll demonstrate an example recruitment plan and budget for a new weight loss study.

Table of Contents

Getting Started

First, we'll use the tips in the Getting Started Video to look at our study protocol and estimate our screen fail rate.

Study Details:

• Target Enrollment: 50 participants
• Recruitment Period: 6 months
• 3 Month Intervention
• Visit Schedule: Screening, Baseline, Month 1 and Month 3.
• Eligibility Criteria: Women, 45-65 years old, BMI greater than 25 kg/m², non-diabetic, no history of cardiovascular disease.

Based on previous experience with a similar study, we estimate we’ll have to screen 8 women to find 1 eligible. To find our 50 participants, that means we will have to talk to at least 400 women who are interested in participating.

Finding Your Participants

Next, we need to determine how to find these women. Using the tips in the Finding Your Participants video, we make a plan that considers the eligibility criteria and target population. In this scenario, the study population is not highly targeted, and a range of women will fit the eligibility criteria. We’ll want to plan for multiple methods so we can evaluate and adjust our effort as we evaluate our progress. To create the recruitment plan and budget, we’ll include a mix of methods to make sure we have enough strategies and resources to find our participants. In our example, we’re going to select four recruitment methods to reach our 400 interested women.

Recruitment Methods

Print Material

The study team can put together basic print material for recruitment and post the materials on and off campus. If we consistently post and repost flyers in high traffic areas, we may receive a couple of calls a week. In this example, we want to post and replenish flyers at 20 locations on and off campus, so we’ll plan to print 200 flyers. We will create a 4-color flyer on quality glossy paper and print it at a local office supply store at $0.64 per print.

Total for Print Material: $128

Calculated as: 200 flyers x $0.64 per flyer

Social Media

We want to promote the study at a steady pace on social media throughout the 26-week recruitment period, so we decided to set a weekly social media recruitment budget of $70/week. We’re hoping to get 2-3 calls per week with this budget.

Total Cost Breakdown:

• Initial Set-up: $440
• Monthly Maintenance (across 6 months): $110 x 6 = $660
• Facebook Advertising Costs (daily for 26 weeks): $10/day x 7 days/week x 26 weeks = $1,820

Total for Social Media Marketing: $2,920

Calculated as: $440 (set-up) + $660 (maintenance) + $1,820 (advertising)

Newspapers

In addition to the social media ads, we decide the study needs print exposure as well. In a prior campaign, we got about 15 calls per ad. To be conservative, here we’ll estimate 13 calls per ad. We decide to run a print ad in the San Francisco Chronicle every other week for 20 weeks, or 10 total imprints. A 1/9^th page ad costs $405.33. With a plan to run 10 imprints every other week for 20 weeks, we include $405.33 X 10 = $4053.30 for newspaper ads in the recruitment budget.

Total for Newspapers: $4,053.30

Calculated as: $405.33 per ad x 10 ads

EHR Recruitment Service

To maximize all recruitment avenues, we will also engage the CTSI Participant Recruitment Services in facilitating outreach via MyChart message and letter to a cohort identified in the EHR. We estimate between 2-5% return on this outreach and decided to base our estimates conservatively at 2%. The APEX data pull has identified 7000 potentially eligible women for this study. Of these, 2000 women do not have an active MyChart account for this study so we will send letters to 10% of these women. In the study recruitment budget, we include $2,336 for this outreach.

Total Cost Breakdown:

• Setup Fee: $440
• Programming (high estimate): $1120
• Monthly Maintenance (6 months): $660
• Total Cost for Letters: $0.58/letter X 200 letters* = $116 + taxes
• Total Estimate: $440 (set up) + $1120 (programming) + $116 (cost of letters) + $660 (maintenance) = $2336

Total for EHR Recruitment Letter Service: $2336

Budget and Recruitment Plan

Plugging all this into our recruitment budget, we find that this plan should help us complete our enrollment goals.

Recruitment Source	Per Imprint / Week / Letter	Number	Total Cost (Includes all applicable setup and maintenance fees)	Recruitment Calls	Estimated Eligible (8:1 screen fail rate)
Flyer Printing	$0.64	200	$128	50	6.25
Social Media	$70	26	$2920	80	10
Newspaper Imprint	$405.33	10	$4,053.30	130	16.25
EHR Recruitment Service	$0.58	7000	$2336	140	17.5
TOTAL			$9,437.30	400	50

Notes:

• Flyer Printing: Total cost is calculated based on printing 200 flyers at $0.64 each. Prices may vary and are subject to change.
• Social Media: Budget includes setup, maintenance, and advertising costs over 26 weeks.
• Newspaper Imprint: Includes the cost of running 10 ads in the San Francisco Chronicle. Prices may vary and are subject to change.
• EHR Recruitment Service: Includes setup, programming, and letter costs for outreach to 7000 individuals.