Clinical Trial Equipment Supply: 5 critical questions to ask during your planning phase

When you are putting a clinical protocol together, the "perfect" study exists on paper. But as any procurement professional knows, the transition from protocol to site activation is where the real pressure begins.

The frustration of a study falling behind timeline is a weight no clinical team wants to carry. We’ve seen the stress that follows when equipment supply issues lead to site delays, causing a ripple effect of site frustration and a poor patient experience. Ultimately, these "minor" logistical oversights lead to the one thing every study fears: increased patient dropout rates.

Poor regulatory knowledge can leave your devices gathering dust in customs, while uncalibrated equipment can lead to questionable data accuracy—threatening both your trial’s integrity and patient safety. When costs spiral beyond the initial budget, it doesn't just create dissatisfaction; it creates conflict.

Keeping your study on track

To ensure your study remains on track and your reputation remains intact, here are the five crucial questions you must ask your equipment supplier during the planning stage.

1. Can you realistically meet our budget?

Transparency at the planning stage is the best way to avoid disappointment later. While the "best price" is always the goal, a lack of clarity regarding your budget framework can lead to significant friction if the required equipment isn't achievable.

A strategic supplier won’t just give you a quote; they will identify solutions. At Woodley Trial Solutions, we look at your study holistically. If your budget is tight, we can offer rental and purchase options that make your equipment supply more manageable. Having this confidence in your supplier from day one is essential for a smooth study rollout.

2. What is your proven global logistics expertise?

The world is more navigable than ever, but that doesn't mean importing medical devices is straightforward. If your study locations are in hard-to-reach areas, you need a partner who truly understands the terrain.

Test your supplier on their Importer of Record (IoR) credentials. Any high-quality global logistics team should be able to advise you on regional nuances. With offices in the UK, US, and the Netherlands - plus global storage depots - our team is specifically geared to support the safe, timely arrival of your medical equipment, bypassing the regulatory traps that cause delays.

3. Based on our study, what products would you recommend?

A knowledgeable supplier should be more than a catalogue; they should be an expert. Once you share your budget and delivery locations, they should be able to suggest the most suitable devices for those specific regions.

Whether your priority is cost-efficiency or cutting-edge technology, your supplier needs to know what is popular, what is reliable, and - critically - what is regulated for use in your target countries. With over 35 years of experience, we understand which products provide the right solution without triggering customs delays.

4. How do you safeguard data accuracy and patient safety?

The integrity of your data is the heartbeat of your trial. Reliable equipment calibration is the only way to guarantee this, yet not all providers offer it as an integrated service.

It is worth asking your supplier if they handle this in-house. At Woodley Trial Solutions, we provide in-house calibration for our rental equipment, offering total accountability. To ensure zero downtime, we even manage "hot-swaps" - shipping out a replacement device while we safety and quality check the existing one. This assurance of calibration provides immense peace of mind for both the sponsor and the site.

5. What are your sustainability policies?

Sustainability is no longer a "nice to have"; it is a mandatory part of the supplier qualifying process. Offsetting your carbon footprint is vital for modern clinical trials.

Ask your supplier how they comply with global environmental regulations and be sure you have confidence in their response. A supplier who is committed to sustainability is a supplier who is committed to the future of clinical research.

Plan for Success with Woodley Trial Solutions

Don’t let your study fall behind before it has even started. By asking these questions early, you can build a resilient supply chain that protects your timelines, your budget, and your patients.

Whether you require equipment rental or purchasing, we are here to provide solutions that completely suit your requirements.

Ready to start your planning? Get in touch with the Woodley Trial Solutions team today to ensure your next study is your most successful one yet.