The Lab Startup Checklist
THE LAB STARTUP PLAYBOOK
The Lab Startup Checklist
A pre-operational guide from the Science Exchange Virtual Lab Manager team — three sections, one lab that’s ready to run science.
Before you start
The operational foundation for a new lab takes more coordination than most founders expect.
Who this is for: Founders and lab managers at early-stage biotech companies standing up a new lab. When to start: As early as possible — ideally before you sign a lease. Several items have lead times or retroactivity rules that make early action essential. What’s inside: Three sections in sequence: business readiness, lab space, and initial equipment.
Drawn from the VLM team’s first-hand experience across various early-stage lab launches.
SECTION 1
Business Readiness
Get this right before you place a single order. The administrative groundwork that founders consistently underinvest in.
Documentation /4
- W-9 prepared and saved somewhere accessible to the team
- Business license obtained
- Signed lease (first and last page) saved and accessible
- Credit reference letter obtained May need assistance from bank or established business partner to create
Email and Communication /3
- Dedicated purchasing email address created Separate from personal accounts
- Dedicated invoicing/accounting email address created
- Dedicated team members assigned to each inbox
Purchase Tracking System /3
- PO system established Software or structured spreadsheet with sequential numbering
- Sequential PO numbering convention documented and shared with team
- Every order is assigned a PO number before it is placed
Tax Exemptions /2
- Tax exemption eligibility confirmed with accountant Varies by state, entity type, and purchase use
- State sales tax exemption certificates filed with suppliers Before placing orders — cannot be applied retroactively
Approval Structure and Budgets /2
- Purchasing approval thresholds defined Who can authorize what, at what dollar amount
- Roles assigned and documented, including backups
- Overall lab operating budget set
- Project-level budget process established
Startup Discount Programs /4
- Thermo Fisher new lab / startup discount program application submitted
- VWR new lab / startup discount program application submitted
- MilliporeSigma new lab / startup discount program application submitted
- Relevant trade group memberships explored for additional pricing and distributor benefits
e.g. MassBio, CLS, Biocom
SECTION 2
Lab Space
What needs to happen before equipment arrives. Don’t assume your space is ready just because it looks full.
Start these the day you sign the lease; lead times are typically 4–6 weeks. If you are leasing a space in an incubator facility, these accounts may be handled by the incubator.
Know What You’re Working With /3
- Incubator / shared space secured OR own space leased
- Complete list of building-provided services collected
e.g. janitorial, hazardous waste collection, consumables stockroom, internet, shared equipment, conference rooms.
If services are not provided by your building, you’ll need to establish them. - Floor plan reviewed and evaluated for equipment locations and fit
Pay close attention to available outlets, water lines, etc.
Utilities and Gas Accounts /7
- Electrical capacity confirmed for planned equipment load
- Dedicated circuits identified for high-draw equipment Biosafety cabinets, high-draw centrifuges, -80°C freezers
- Electrical service account initiated
- HVAC capacity confirmed for planned equipment and headcount
- Liquid nitrogen, dry ice, compressed air, and gas account setup initiated Slow to establish; start immediately
- Gas lines confirmed available and adequate If leased space
- Water supply connections confirmed Location and capacity
Physical Logistics Audit /4
- Loading dock access confirmed Hours, restrictions, delivery vehicle size limits
- Freight elevator, delivery door, and hallway dimensions measured Before ordering any large equipment
- Delivery and receiving procedures confirmed with building management
- Person identified on your team to coordinate receiving
Infrastructure /5
- Benches installed and load-rated for planned equipment
- Shelving installed
- Proper storage solutions in place Chemical, cold, dry
- Safety infrastructure in place Eyewash stations, fire extinguishers, first aid — confirm requirements with building
- Equipment monitoring options evaluated for -80°C freezers and CO₂ incubators
SECTION 3
The Minimal Viable Lab
What you actually need first. Start with what’s required to run your first experiment. Don’t get distracted trying to plan for everything you may eventually need.
Equipment Planning /4
- Equipment list created with catalog numbers, potential suppliers, and brief descriptions
- Long-lead-time items identified Anything with >2 week lead time — order immediately
- Critical single-source items identified Items with no acceptable alternative — secure supply first
- 1–2 backup suppliers identified for everything else
Near-Universal Equipment Essentials /8
Although equipment needs will vary with your specific science, these apply to most early-stage biotech labs
- Cold storage ordered Refrigerator, -20°C freezer, and/or -80°C freezer
- CO₂ incubator(s) ordered
- Pipettes ordered (with adequate tip supply)
- Centrifuges ordered
- Thermal cycler ordered If PCR is part of your work
- Water bath and/or bead bath ordered
- Biosafety cabinet or flow hoods ordered If cell culture or biological work is planned
- Deionized (DI) water system ordered
Supplies and Consumables /3
- Initial consumables list created
e.g. tips, tubes, gloves, media, reagents. Don’t overlook small things like lab notebooks, tube racks, labels, etc. - Initial order placed with adequate buffer stock
- Inventory tracking system established early Can be as simple as a spreadsheet
Vendor Accounts and Relationships /6
- Primary distributor account established
e.g. ThermoFisher, VWR, Quartzy — take advantage of new lab programs - Chemical supplier account established e.g. Sigma Aldrich
- Direct manufacturer accounts opened for any critical single-source items
- Specialty supplier accounts opened as needed for your specific science
- Preferred vendor list documented and shared with anyone who can place orders
- Vendor account numbers and login information stored in a secure password manager
Safety and Compliance /6
- Safety officer designated
- Waste disposal service arranged Chemical, biological, sharps — as applicable to your work
- Safety training completed or scheduled for all lab personnel
- Compliance consultant engaged If no in-house expertise, especially for state licenses
- State licenses confirmed or applied for
- Lab insurance confirmed
Your Summary
Go back to any section to keep checking things off.