6 Essential Steps for a Smooth and Secure Laboratory Relocation Plan

Step 1: Select the Right Laboratory Moving Partner

Timeline: 6-8 months before move date

Choosing the right moving partner is perhaps the most crucial decision you’ll make in your laboratory relocation process. The specialized nature of lab moves requires expertise that general moving companies simply don’t possess.

What to look for in a laboratory relocation specialist:

• Specific laboratory experience: Verify they have completed similar lab moves for comparable facilities
• Industry-specific knowledge: Ensure they understand the unique requirements of your type of laboratory (pharmaceutical, academic, clinical, etc.)
• Proper certifications: Confirm they hold certifications for handling specialized equipment and hazardous materials
• Insurance coverage: Verify they have adequate insurance specifically covering high-value scientific equipment
• References: Request and contact references from previous laboratory clients
• Detailed assessment process: Assess their thoroughness in evaluating your specific needs
• Equipment expertise: Confirm they have experience with your particular equipment models

Make the right choice the first time. The moving partner you select will determine the success or failure of your entire relocation. Move Solutions brings specialized laboratory moving expertise to every project. Request references and case studies from our previous lab relocation clients!

Step 2: Develop a Detailed Laboratory Relocation Plan

Timeline: 4-6 months before move date

The foundation of a successful laboratory move is a comprehensive relocation plan that accounts for every aspect of your transition.

Key components of your laboratory relocation plan should include:

• Inventory assessment: Create a detailed catalog of all equipment, supplies, and materials that need to be relocated
• Equipment requirements: Document the specific handling, transport, and installation requirements for each piece of equipment
• Timeline development: Establish realistic timeframes for decommissioning, transport, and recommissioning
• Team assignments: Designate move coordinators and define responsibilities for each phase
• Risk assessment: Identify potential challenges and develop contingency plans
• Compliance considerations: Ensure adherence to all regulatory requirements throughout the move

Don’t know where to start? Creating a comprehensive laboratory relocation plan can be overwhelming. Move Solutions’ experienced team can help you develop a customized relocation strategy tailored to your specific needs. Schedule a planning session with our relocation specialists!

Step 3: Coordinate with Equipment Manufacturers and Service Providers

Timeline: 3-4 months before move date

Many laboratory instruments require specialized decommissioning, transport, and recalibration procedures to maintain warranty coverage and operational accuracy.

Critical actions during this phase:

• Contact equipment manufacturers to arrange for certified technicians
• Schedule decommissioning services based on your move timeline
• Confirm recalibration protocols for the new location
• Arrange for specialized transport services for sensitive instruments
• Document all manufacturer requirements and recommendations

Some equipment may require manufacturer involvement in the move process. Failing to follow proper procedures could void warranties or result in equipment damage.

Worried about maintaining equipment warranties? Contact Move Solutions for assistance coordinating with manufacturers and ensuring all protocols are followed.

Step 4: Address Hazardous Materials and Compliance Requirements

Timeline: 2-3 months before move date

Laboratories typically contain chemicals, biological specimens, and other regulated materials that require special handling during relocation.

Essential compliance considerations:

• Inventory evaluation: Document all hazardous materials requiring transport
• Disposal planning: Identify items that should be disposed of rather than moved
• Regulatory compliance: Ensure all transport methods meet local, state, and federal requirements
• Documentation: Prepare all necessary permits and manifests for hazardous materials
• Training: Ensure staff is properly trained on safe handling procedures

Stressed about compliance? Navigating hazardous material transport regulations can be complex and time-consuming. Move Solutions has extensive experience managing compliant laboratory relocations. Get expert guidance before you begin your move!

Step 5: Execute a Phased Decommissioning Process

Timeline: 1-2 weeks before move date

A methodical approach to dismantling your laboratory minimizes confusion and reduces the risk of damage or loss.

Best practices for laboratory decommissioning:

• Implement a zone-by-zone decommissioning schedule
• Document the condition and configuration of each piece of equipment
• Photograph cable connections and equipment setups before disconnection
• Use color-coded labeling systems to ensure proper reassembly
• Pack smaller items in clearly labeled, cushioned containers
• Maintain a detailed inventory of all packed items with corresponding box numbers

Our systematic approach to decommissioning has helped hundreds of labs relocate without losing critical components. Let us handle your lab move with the same attention to detail.

Step 6: Manage Installation and Validation at the New Location

Timeline: 1-2 weeks after transport

The final phase of your laboratory relocation plan focuses on establishing full operational capability at your new facility.

Critical components of the recommissioning process:

• Prioritize equipment installation based on operational dependencies
• Follow manufacturer protocols for equipment setup and calibration
• Conduct thorough testing of all systems before resuming operations
• Verify environmental conditions meet equipment specifications
• Document all calibration results and operational parameters
• Implement a phased approach to resuming research activities