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.

Business Readiness

Get this right before you place a single order. The administrative groundwork that founders consistently underinvest in.

Documentation

• 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

Email and Communication

• Dedicated purchasing email address created
• Dedicated invoicing/accounting email address created
• Dedicated team members assigned to each inbox

Purchase Tracking System

• PO system established
• Sequential PO numbering convention documented and shared with team
• Every order is assigned a PO number before it is placed

Tax Exemptions

• Tax exemption eligibility confirmed with accountant
• State sales tax exemption certificates filed with suppliers

Approval Structure and Budgets

• Purchasing approval thresholds defined
• Roles assigned and documented, including backups
• Overall lab operating budget set
• Project-level budget process established

Startup Discount Programs

• 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

Lab Space

What needs to happen before equipment arrives. Don’t assume your space is ready just because it looks full.

Know What You’re Working With

• Incubator / shared space secured OR own space leased
• Complete list of building-provided services collected
• Floor plan reviewed and evaluated for equipment locations and fit

Utilities and Gas Accounts

• Electrical capacity confirmed for planned equipment load
• Dedicated circuits identified for high-draw equipment
• Electrical service account initiated
• HVAC capacity confirmed for planned equipment and headcount
• Liquid nitrogen, dry ice, compressed air, and gas account setup initiated
• Gas lines confirmed available and adequate
• Water supply connections confirmed

Physical Logistics Audit

• Loading dock access confirmed
• Freight elevator, delivery door, and hallway dimensions measured
• Delivery and receiving procedures confirmed with building management
• Person identified on your team to coordinate receiving

Infrastructure

• Benches installed and load-rated for planned equipment
• Shelving installed
• Proper storage solutions in place
• Safety infrastructure in place
• Equipment monitoring options evaluated for -80°C freezers and CO₂ incubators

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

• Equipment list created with catalog numbers, potential suppliers, and brief descriptions
• Long-lead-time items identified
• Critical single-source items identified
• 1–2 backup suppliers identified for everything else

Near-Universal Equipment Essentials

• Cold storage ordered
• CO₂ incubator(s) ordered
• Pipettes ordered
• Centrifuges ordered
• Thermal cycler ordered
• Water bath and/or bead bath ordered
• Biosafety cabinet or flow hoods ordered
• Deionized (DI) water system ordered

Supplies and Consumables

• Initial consumables list created
• Initial order placed with adequate buffer stock
• Inventory tracking system established early

Vendor Accounts and Relationships

• Primary distributor account established
• Chemical supplier account established
• Direct manufacturer accounts opened for any critical single-source items
• Specialty supplier accounts opened as needed
• Preferred vendor list documented and shared with anyone who can place orders

Safety and Compliance

• Safety officer designated
• Waste disposal service arranged
• Safety training completed or scheduled for all lab personnel
• Compliance consultant engaged
• State licenses confirmed or applied for
• Lab insurance confirmed

Here’s what’s still ahead — 66 items to work through.

• Section 1 — Business Readiness
• Section 2 — Lab Space
• Section 3 — Minimal Viable Lab

Science Exchange Virtual Lab Manager

Running a lab is a real job. The VLM team can do it for you. The Science Exchange Virtual Lab Manager team works with early-stage biotech companies on exactly this: procurement setup, vendor relationships, and the ongoing operational work that keeps labs moving. If you'd rather have an experienced operator handling this so your scientists can stay focused on the science, that's what VLM is built for.