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The Hidden Challenges of Laboratory Relocation (and How to Avoid Them)
May 4, 2026
The expertise and planning behind a laboratory relocation are often understated. Between sensitive materials, downtime risks, and high-value items, the biggest details are not just within the materials being moved, but the logistics behind them. Understanding these hidden challenges is the difference between a smooth relocation and costly disruption.
Laboratory relocations are vastly different from traditional moves. Aside from the expensive research equipment and materials being moved, there is a direct impact on active research and manufacturing timelines, where applicable. Any missteps during a relocation can result in damaged equipment, compromised samples, or delays in time-sensitive research. While looking at the big-picture logistics is still important, it is often the smaller details that can make the difference between a smooth move or a hectic one.
Lack of Visibility and Planning Structure
Without a centralized plan across teams, it is very easy for there to be miscommunications between facilities, operations, and quality teams. This can result in delays, extended downtime, and possibly duplicated work.
Working with dedicated project managers and a single point-of-contact helps streamline communication and keep things running smoothly and on time.
Temperature Control Risks
Temperature sensitive samples and research require precise temperature control and tracking. When transporting these materials, it is crucial that temperature requirements are maintained precisely with continuous monitoring.
Selecting a partner that understands the importance of keeping temperature sensitive materials safe during a move with proper reporting, decommissioning, and monitoring is paramount. With these parameters in place comes peace of mind and sample integrity.
Chain of Custody and Tracking
Do you know where your assets are? Are your samples stored at the proper temperature? Do you have proper documentation for every step of your move in case of an audit? Team up with a company that has these parameters in place to remove any guesswork, unexpected interruptions, or chain of custody gaps.
Along with these challenges, there are a few behind-the-scenes details that are often overlooked but play an important role in avoiding mistakes or damage. Sequencing, staging, pre-move prep, decommissioning, and inventory accuracy are all pieces of the puzzle with their own specific considerations.
Sequencing and Staging Strategy
To avoid bottlenecks, a move should have proper staffing and strategy behind it. What needs to be prioritized? What needs to be packaged in a certain way? At what phase of the move should certain actions take place?
Is the new site prepped and ready for the move as well? It is important that the destination has finalized floor plans for incoming equipment and that there is proper HVAC and electrical in place as well.
“What cadence are we looking for? Do we want to do a complete shut down or do a phased move? Sometimes one room stays live while others are shut down for the move. Continuing the science is important, so we like to reduce any downtime.” said Craig Goldsmith, Account Executive.
Pre-Move Site Prep
To mitigate risk of damage to equipment or building fixtures, a pre-move walkthrough and prep are necessary. Knowing where to lay down floor protection, if elevator padding is required, and planning the most efficient pathway for moving materials in and out ensure proper protection for the building and materials being moved alike.
Inventory Accuracy Prior to Move
Relocating to a new space already comes with a lot to manage, but trying to move materials that our outdated, unlabeled, or unknown can cause the process to get out of control. Proper labeling and inventory of all materials in the current space ensures a streamlined and optimized move. Freezer inventory services can help maintain space and accuracy for continued research.
Utility and Equipment Restart Planning
Some research equipment requires proper decommissioning or decontamination to be safely moved and ensure successful reinstallation at the new site. Check with manufacturers to determine if assistance is required for a specific piece of equipment prior to the move to avoid any delays.
“A question I always ask is, is any equipment under contract with the OEM where their support will be needed or required for the decommission?” says our Director of Client Development, Zack Newman, “It's critical to understand this information upfront as you build out your relocation strategy. Understanding if our support is needed to work in tandem with the vendors can help things run smoothly.”
Addressing major challenges early on and focusing on all the details, big or small, ensures a smooth relocation with minimal downtime. In these cases, the goal is not just getting from point A to point B, but making sure that operations, data, and timelines are on track during the process.
Moving your lab and research soon? Start by talking with the right partner. The experts at Tobin Scientific have extensive experience in moving high value items, along with ultra-low temperature and freezer transport to handle all aspects of a move. Let us keep your research and operations moving forward.
