#### 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.

#### Section 1 — Business Readiness /20

#### Section 2 — Lab Space /19

#### Section 3 — Minimal Viable Lab /27

#### Total /66