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A person budgeting for a medical communication project, looking over spreadsheets and financial information
Andrew O'Reilly3 min read

How to Budget for Medical Communications Projects

Creating a budget for a medical communications project is essential for ensuring the success and effectiveness of your project. By following best practices and considering key factors, you can develop a budget that aligns with your goals and maximizes the impact of your project. Here are some tips on how to budget effectively for a medical communications project!

Define Scope and Objectives

Before allocating funds, clearly define the scope and objectives of your medical communications projects. Determine the specific goals you want to achieve, as well as your key performance indicators (KPIs), whether it's educating healthcare professionals, raising awareness about a medical condition, or promoting a new healthcare product or service. In addition, at this point of your budgeting journey, you should also identify if external support (such as a medical communication agency) is necessary for this project.

If you do decide to access external support, make sure you find a vendor that can provide you with a clear quote which allows for small scope changes, so your budget doesn’t unexpectedly increase when you request small edits to your project. Reliable vendors will be clear about what their costs are, and will align their costs to your goals and KPIs, so you can reflect back on what you’ve paid to see what the benefit was to your project. They will also have a staff member that you can easily connect with regarding any budgeting or payment questions.

Identify Your Audience

Understanding your target audience is crucial for budgeting for medical communications projects. Consider the demographics, needs, and preferences of your audience to tailor your projects accordingly. Knowing your audience before allocating funds is key. If your project has a small, hard-to-target audience, budget may need to be allocated for market research and audience analysis. In addition, if your audience is identified as being difficult to communicate with, budget might need to be put aside specifically for the development of targeted messaging. 

Assess What Resources You Currently Have

Take stock of the resources you currently have, including people power, technology, and existing materials. This will help you determine what additional resources you may need and how much you'll need to budget for them. Consider factors such as staffing, equipment, software, and materials needed to deliver your projects effectively.

Prioritize Needs and Expenses

Once you have a clear understanding of your scope, objectives, audience, and resources, prioritize your needs and expenses accordingly. Identify essential expenses that are critical to achieving your goals and allocate funds accordingly. This may include costs for content development, production, distribution, and evaluation of your projects. You may be able to find cost savings in areas that are less of a priority. For example, if a project you’re developing requires a message board - but it being on a custom-built software isn’t necessary - you may be able to save budget by using a pre-existing message board website.

Monitor Your Budget

Budget planning doesn’t stop when your project begins. Make sure you are checking in on your budget at least weekly as the project continues - monitor any incoming invoices as well as payment schedules. Keep track of any quotes you’ve received, as well as receipts or invoices, in a budgeting folder and track each of these financial pieces in a spreadsheet. 

Budgeting for medical communications projects requires careful planning and consideration of key factors such as scope, objectives, audience, resources, and expenses. By following best practices and seeking expert advice, you can develop a budget that maximizes the impact of your projects and helps you achieve your educational goals.

If you’d like to talk to CTC about how we can help you with your next project, please don’t hesitate to reach out to us for a free quote within 48 hours, or sign up for our newsletter so we can keep you up-to-date on industry news, our offerings and much more. Just for doing so, we’ll plant 10 trees on your behalf as part of our environmental protection efforts.


Andrew O'Reilly

Andrew’s primary role is to understand the needs of our healthcare and pharmaceutical clients. He then works with our internal teams to develop proposals and execute medical communications projects that address the client need. From pitch to project completion, Andrew is ultimately responsible for delivering an exceptional experience to our customers.