Relocating a laboratory is a complex and high-stakes process that requires meticulous planning, coordination, and execution. Whether moving to a new facility, renovating your current space, or expanding operations, a well-organized relocation helps minimize downtime, protect sensitive equipment, and comply with regulatory standards.
Lab relocations demand more lead time than typical moves. Begin 12 months out for small labs and 18 months out for complex facilities. This covers three make-or-break areas:
Phase your preparations:
The biggest time sink most labs overlook? IT infrastructure. Networked instruments often need reconfiguration that takes weeks.
A complete inventory is the backbone of any successful lab relocation. Start by categorizing all items into three groups:
Start by tagging every instrument with its move priority level. High-priority items like actively used analyzers should be moved last, while low-priority spares can be packed first.
For chemicals, conduct a full audit. Expired or unknown substances should be disposed of through lab pack services or hazardous waste contractors.
Pay special attention to sensitive equipment. Document calibration statuses and service histories, noting which instruments need manufacturer recertification after the move. A simple but often overlooked step is to photograph instrument setups before disassembly to streamline reinstallation.
For biological samples, create redundancy. Irreplaceable materials should have backups, with dry shippers arranged for transport. One practical tip is using color-coded labels (red for fragile items, blue for temperature-sensitive materials, and yellow for hazardous substances) to streamline the packing process visually.
The entire inventory process typically takes 2-3 weeks, but it prevents countless issues during and after the move.
A strategic moving plan minimizes lab downtime and prevents equipment damage. The key is phasing: relocate non-critical items first, then secondary equipment, and finally mission-critical instruments just before reopening.
Core components include creating a detailed moving schedule with assigned teams. Designate staff to oversee packing (lab techs), equipment shutdown (facilities), and post-move validation (QA). For sensitive instruments like HPLC systems, schedule manufacturer technicians for deinstallation and reinstallation. These services often require 2-4 weeks’ notice.
Three phases ensure smooth execution:
Label every item with its destination room, handling requirements, and priority level to avoid confusion during setup.
Lab relocations must navigate a web of regulations, from hazardous material transport to biosafety protocols. Notify and update relevant oversight bodies such as your IBC, and ensure the new facility meets ongoing EPA and OSHA compliance standards.
The golden rule? Assign one team member as the compliance lead to audit each phase. Missing a single permit, like an IBC amendment for BSL-2 materials, can halt your relocation entirely.
Choosing the right moving partner is one of your most critical relocation decisions. Standard movers won’t understand how to handle sensitive instruments, temperature-sensitive materials, or hazardous substances requiring certified transport.
Start vetting movers 6-9 months in advance. For analytical equipment like HPLCs or mass spectrometers, verify that they use vibration-dampening air-ride trucks and custom crating. Ultra-low freezers require temperature-validated vehicles with backup power. The slightest warming can compromise samples worth thousands.
Ask for lab-specific references, ideally from facilities with similar equipment profiles. Require proof of insurance covering full instrument replacement costs, and confirm their team includes technicians trained in deinstalling delicate devices. Many pharmaceutical companies mandate movers with ISO 13485 certification for GMP environments.
Relocation is complete only when every instrument functions as it should. Start validation immediately after the equipment arrives at the new facility.
Begin with basic functionality checks. Power on all devices and verify no physical damage occurred during transit. For sensitive instruments like HPLCs or spectrophotometers, schedule manufacturer recertification to confirm calibration is still within acceptable limits. These services often need 1-2 weeks' notice.
Networked equipment requires special attention. Reconnect LIMS systems and test data transfer integrity. Confirm all software licenses transferred properly, as some are tied to specific locations or hardware.
Don't overlook environmental factors. Verify that:
Finally, document every validation result. This creates a compliance record and helps troubleshoot any lingering issues.
A lab relocation impacts researchers, collaborators, and regulators. Begin notifications early, ideally during initial planning phases. Internal teams need advance notice to schedule around critical experiments, while external partners require updated project timelines. Regulatory bodies must receive permit modifications well before moving day.
During the transition, appoint a primary contact to field all inquiries. This person shares progress updates, coordinates vendor access, and serves as the single source of truth to prevent misinformation.
Once operational, host orientation sessions covering the new lab's layout, safety protocols, and emergency procedures. Even simple changes like relocated eyewash stations or revised chemical storage zones require a demonstration.
For optimal clarity, combine brief weekly email updates with targeted outreach to high-priority stakeholders like grant administrators or institutional safety officers.
Even the best-planned relocations encounter surprises. A robust contingency plan ensures minor setbacks don’t derail your entire timeline. Start by identifying single points of failure (equipment, permits, or personnel) that could cause cascading delays.
For critical equipment like ultra-low freezers or incubators, arrange backup storage with reliable temperature control. Partner with a nearby lab or vendor for emergency space if construction or inspections run long. Keep a list of on-call technicians who can address last-minute calibration or IT issues.
Communicate contingency protocols to your team in advance. Designate who makes time-sensitive decisions, such as rerouting shipments or pausing non-essential packing. A simple decision tree (e.g., "If X fails, activate Y") prevents hesitation during crunch time.
The goal isn’t to predict every problem. It’s to build flexibility into your timeline so the unexpected doesn’t become catastrophic.
With careful planning and execution, your lab relocation is now complete. The systems are in place, the equipment is validated, and your team is ready. While minor adjustments may still pop up, the heavy lifting is behind you. Now it's time to get back to the work that matters.