Clinical Trial Supply Planning for the Holiday Season

The holiday season brings celebration and reflection, but for those managing clinical trials, it also introduces complex logistical challenges. While patients continue treatment, investigational sites, depots, and suppliers often scale back operations. Combined with shipping delays, regulatory blackouts, and limited staffing, these factors make clinical trial supply planning for the holiday season essential.

At Clinical Supply Consulting (CSC), we know that clinical trials cannot pause for the holidays. Proactive planning and strong communication help teams maintain supply continuity, protect patient schedules, and keep studies moving forward.

The Holiday Challenge

Clinical supply operations become more complex in December. Many investigational sites and depots close or operate with reduced staff, limiting the ability to process last-minute shipments. Regulatory restrictions often prevent the shipment of controlled substances during the last two weeks of December, requiring deliveries to be made in advance.

At the same time, shipping networks become congested as sponsors push to meet year-end deadlines, leading to courier backlogs and limited carrier capacity. Without proactive clinical trial supply planning, these conditions can result in delayed deliveries, missed doses, and disrupted dosing schedules. When operations resume in January, post-holiday backlogs can further delay shipments, creating additional pressure for teams and patients who depend on timely access to medication.

Proactive and Focused Clinical Trial Supply Planning

Early, structured planning is the most effective way to minimize disruption during the holidays. Reviewing dosing schedules and triggering shipments in advance ensures that sites have sufficient inventory to carry them through shutdown periods. Adjusting Interactive Response Technology (IRT) resupply triggers and inventory thresholds helps maintain adequate safety stock levels and prevents shortages.

It is equally important to identify shipments that are critical or temperature-sensitive and prioritize those for early delivery. Confirming that someone will be available at each site to receive deliveries protects product integrity and avoids failed shipments. By emphasizing clinical supply planning several weeks ahead, sponsors can operate with greater confidence and reduce the likelihood of last-minute challenges.

Communication to Reduce Risk

Clear, consistent communication is just as critical as logistical preparation. Aligning internal teams, including supply, clinical, and quality functions, ensures that everyone understands timelines, shutdown schedules, and contingency plans.

Keeping sites informed about shipment cutoffs, depot closures, and emergency contact procedures helps manage expectations and prevent surprises. Patients should also be reminded of holiday schedules and encouraged to confirm that they have enough medication for the duration of the break. Transparent, proactive communication builds trust, reduces uncertainty, and helps both teams and patients navigate the season with confidence.

How CSC Supports Clinical Trial Supply Planning for the Holiday Season

At Clinical Supply Consulting (CSC), we help sponsors and CROs navigate the complexities of clinical trial supply chains throughout the year, particularly during periods of disruption like the holidays. Our consultants collaborate closely with clients to plan shipments early, manage controlled substance restrictions, coordinate depot schedules, and implement clear communication strategies that keep sites and patients informed.

With thoughtful planning, proactive communication, and the right expertise, sponsors can maintain supply continuity, protect patient safety, and ensure trials run smoothly through even the busiest time of year. If you are preparing for potential supply challenges this season, contact the CSC team today to learn how we can help keep your study on schedule.