New Laboratory Setup Checklist

Start with the project driver and decision brief

New build, expansion, relocation and new-capability projects have different risks. Define the work you will keep in-house and the evidence needed before equipment is ordered.

• Project driver: new laboratory, expansion, relocation or a new testing capability; define what stays outsourced.
• Methods, product/sample types, reporting limits, daily volume and growth assumptions; separate instrument capacity from preparation and review capacity.
• Site and utilities: floor plan, access, floor loading, ventilation, power, gases, water, waste and EHS responsibilities; have qualified designers assess suitability.
• New versus used equipment: configuration, accessories, service/software support, installation, calibration and qualification documentation—not purchase price alone.
• Readiness: method verification/validation as applicable, LIMS and records, trained staff, controls, acceptance criteria and accountable sign-off before customer work.
• Budget range, location, target milestones and available equipment lists or drawings; confidential documents can follow after the first inquiry.

1. Define scope and requirements

• List the tests and methods the laboratory will perform, and expected volumes
• Identify the standards, regulations or accreditation scope you must satisfy
• Decide what will be outsourced rather than built in-house
• Establish turnaround and capacity targets that drive equipment count
• Agree a realistic budget covering fit-out, equipment, staffing and first-year running costs

2. Space, utilities and infrastructure

• Space per method, including sample receipt, storage and archive
• Segregation of incompatible activities: trace metals, microbiology, sample prep, dirty work
• Ventilation, fume hoods, biological safety cabinets and air change requirements
• Power quality, backup power, and dedicated circuits for sensitive instruments
• Gases, compressed air, vacuum, purified water and drainage
• Temperature, humidity, vibration and electromagnetic considerations for sensitive instruments
• Access routes and floor loading for large equipment
• Network, data and instrument connectivity

3. Equipment and casework

• Instrument list derived from methods, with redundancy where downtime is unacceptable
• Lead times, which often govern the project schedule
• New, used or leased decisions per instrument
• Benching, casework, sinks and storage designed around workflow
• Calibration, installation and qualification planned before delivery
• Consumable and reagent supply arrangements

4. Safety, quality and people

• Risk assessments, chemical inventory, storage and waste routes
• Emergency equipment: showers, eyewash, spill response, alarms
• Quality system: documents, SOPs, calibration control, training records
• Method validation and verification plan before results are released
• Proficiency testing and quality control materials
• Recruitment and training timeline, which is often the longest lead item

5. Commissioning and go-live

• Systems commissioning, including ventilation and utilities verification
• Instrument installation, qualification and performance verification
• LIMS configuration, master data and reporting templates
• Method validation, trial runs and staff competency sign-off
• Accreditation application timing, where relevant
• A soft-launch period before committing to external turnaround promises

Who does this work

Laboratory Vortex does not design, build, equip or commission laboratories. We connect you with laboratory planners, designers, engineers, casework suppliers, equipment specialists, automation firms, informatics implementers and validation providers, based on the project you describe.