Relocating a Lab & Equipment

Program growth, mergers, acquisitions, funding changes, the need to optimize utilization of capital investments, or the need to lower operational costs are some reasons for moving or relocating lab equipment.

Relocation is a complex undertaking that will impact scientists, research, customers, and business goals because it disrupts work. In addition to packaging and shipping scientific instruments, relocating a lab involves moving expensive equipment, hazardous materials, and samples that may require special permits. A poorly managed relocation can negatively impact the integrity of research or cause significant delays in ongoing research. It can also cause damage to sensitive equipment and the incurring of high costs to complete the move.

Everything needs to be scheduled — from decontamination to cleaning, technician prep, packing, moving, unpacking, and finally calibration in the new lab — every little detail matters. Proper planning and implementation are crucial in minimizing delays and potential complications arising from the move. They help mitigate potential financial, scientific, and regulatory compliance risks.

A laboratory relocation can take four to six months of planning. Outsourcing the process to specialized lab equipment movers can streamline the transition process and minimize disruptions to the lab’s primary mission. They have the expertise in managing the complexities associated with moving scientific instruments and samples. Relocation specialists will often assume end-to-end responsibility for all aspects of the move, working closely with all stakeholders and leaving personnel to focus on their work.

Here are some key things to consider before, during, and after moving and relocating laboratory equipment.

Before the move

From planning and inventories to documentation and permits, there are a number of things you need to consider before relocating lab equipment.

Build a relocation team

Things can easily go wrong with a move if there is no project manager or designated team to handle the move. Before the move, create a knowledgeable team of a few key people who will ensure proper planning, implementation, permitting, and documentation.

A strong project team should include both internal and external stakeholders. Internal stakeholders can help identify gaps, and external stakeholders have specialized expertise and experience in different areas, including lab moving and relocation.

External stakeholders may consist of specialists from the Division of Occupational Health and Safety (DOHS), the Division of Radiation Safety (DRS), and the Division of Environmental Protection (DEP), as well as your relocation specialist. Involving these specialists in the planning phase will ensure that you are better prepared to handle contingencies if and when they happen.

Conduct a site assessment

It is vital for the team, especially the external stakeholders, to understand the background of the move and the nature of the lab’s work or research. Conduct a thorough site assessment of both the old and new facilities to:

  • Determine the updated chemical and equipment inventories and any other additional assets, including chairs and tables that need to be moved.
  • Identify any necessary renovations or repairs.
  • Confirm the needs for temperature-sensitive chemicals, biological samples, and supplies.
  • Determine the permits that may be required for hazardous material.
  • Map the physical layout of the old and new labs, ensuring that the lab design of the new facility optimizes the available space. The design should also be flexible for easy scalability if need be.

Develop a project plan

The plan should include all aspects of the move, including the budget allocations, timelines, reporting metrics, and expectations. The project team is responsible for this task.

The team should also plan for anticipated logistical obstacles and contingencies. Constant communication, detailed plans, and flexibility will allow the team to remain on track when the unexpected happens.

The National Institute of Health (NIH) guidelines recommend the following timeline of events to move your lab safely.

Take inventory

Inventory all equipment, supplies, and materials to help keep track of everything during the move.

Taking stock will ensure that you know what you need to move and any risks involved. It allows you to assess equipment and labor needs accurately. An inventory also helps you determine the type of movers you need to maintain compliance with set safety rules and regulations throughout the move. It is crucial to note that only qualified, trained, certified packers and movers should handle hazardous materials.

During this process, you can also separate and dispose of materials that can be discarded. You don’t have to move with what you don’t need, including outdated or broken equipment. After taking inventory, you can take steps and measures to make the moving process leaner, safer, and more cost-effective.

Beware of the chain of custody

Pay attention to any items needing chain of custody documentation, especially for labs that handle legal cases or work with live animals. This documentation will help you know who is responsible for an item as it goes through the moving process, especially if you are utilizing multiple vendors.

Obtain permits for hazardous materials

Different towns and cities require compliance with various regulations and requirements. Permits you may need include flame storage permits, source registrations, EPA IDs for hazardous waste generation, or wastewater discharge permits.

Involve an Environmental Health and Safety (EHS) manager or consultant early on in the process to provide insight into aspects such as shipping and receiving capabilities and material storage.

Identifying, separating, and labeling hazardous material

According to the NIH guidelines, four weeks before moving you should divide your chemical inventory into two categories: chemicals necessary in the new lab and chemicals to be discarded as waste. Use proper disposal methods, such as contacting DEP to pick up chemicals you don’t need, and ensure you have the necessary permits for the chemicals to be moved.

During the move

Before the actual physical moving and relocation of the lab equipment, there are some critical steps to consider during the move.

Packing

You need clear communication about who is responsible for packing what. While your movers wrap and pack large specialty equipment, your lab personnel can handle the packing and labeling of the contents of drawers, cabinets, and shelving.

Labeling

Your project plan should indicate where every piece of equipment will go. To make the process more efficient, you can use color coded stickers or signage to show the room number or floor the equipment should be delivered to. The clearer the labeling, the smoother the move will go.

Cleaning and sterilization

The laboratory personnel are responsible for decontaminating, cleaning, and sterilizing all of your fume hoods and biosafety cabinets (BSCs).

Moving equipment

Your movers will provide specialized equipment for moving large lab equipment such as fume hoods, incubators, refrigerators, freezers, and biosafety cabinets. Ensure the process is well-documented in your plan.

Verification of the new location’s readiness

A site visit should be conducted a day before the move to ensure that all systems are operational. These include:

  • Temperature and humidity controls such as heating and air-conditioning
  • Electrical systems, including backup generators and UPS outlets Vacuums
  • Safety equipment, including eyewash stations, safety showers, smoke detectors, and emergency lights
  • Sewer lines
  • Phone, data, and internet connections
  • Water quality
  • IT/LIS systems

On the actual moving day, be sure to oversee the transportation of materials to ensure the proper handling of all your lab equipment, materials, and supplies.

After the move

Schedule time to unpack — the time it will take will vary depending on the complexity of the lab. Check equipment positioning and ensure vendors are on hand to connect, recalibrate, and verify that equipment is operating optimally. Retake an inventory to confirm that everything arrived and that you have all the recertification certificates and permits needed to start operations.

How can CFI help?

Whether expanding to a new space, renovating a space, moving operations, or relocating, it is important to remember that it can be risky and costly if not handled properly. Using experts with experience handling such equipment helps reduce the risk of damaging equipment and disrupting all your carefully done research.

CFI’s specialists have extensive training in handling, packing, and transporting high-value research equipment. We handle lab moves with the most secure, careful technique to ensure a damage-free, seamless relocation. We also tailor our services to meet each client’s unique needs.

Need help from experts? Reach out to CFI for a free consultation. Our experts will guide you through your lab equipment moving and relocation process. They will help identify potential risks, propose solutions, and assist you in making the move quickly, safely, and cost-effectively.

FAQ’S

A molecular lab is responsible for the development and performance of molecular testing. It uses powerful and sensitive techniques, such as PCR, to detect, quantify, and analyze genes, proteins, or other molecules that may indicate infectious diseases or conditions such as cancer.

An ideal setup should allow for dedicated areas for sample and reagent preparation, amplification reaction, and detection activities. Depending on the PCR method used, the lab should be designed with three or four separate rooms or areas.

The potential for cross contamination is significantly reduced by physically separating the clean and dirty areas and by performing pre- and post-amplification activities in separate rooms.

Each area requires separate sets of equipment and supplies. However, standard molecular testing laboratory equipment includes:

  • personal protective equipment, including color-coded lab coats for each room or area, disposable gloves, and safety glasses
  • pipettes, filtered tips, tubes, and racks
  • refrigerators or freezers, centrifuges, vortex mixers, autoclaves, thermal cyclers, laminar flow or biosafety cabinets, etc.

The most effective way to prevent cross contamination is by having a lab design that physically separates pre- and post-amplification lab areas. Other methods include minimizing sample manipulation and practicing good laboratory habits.