Relocating a laboratory isn’t like moving a typical office space. Like moving any workspace, there is a lot to consider, but with the right planning and partners, it can run as smoothly as a well-organised lab. Whether it’s a biopharma lab, university facility, or a clinical diagnostic suite, every lab relocation demands meticulous planning and precise execution.

At Restore Harrow Green, we’ve managed countless laboratory moves across the UK, from NHS pathology labs to private life sciences hubs, so we know the pitfalls to avoid and the best practices to follow. This in-depth guide walks you through the what, why and how of a successful laboratory relocation, blending practical advice with regulatory insight.

Why do labs relocate in the first place?

There’s usually more than one reason behind a lab move, and it’s rarely a simple one. Most often, it’s a mix of internal and external drivers, like:

• Expansion or downsizing: Research institutes often relocate as a natural step in their growth journey, whether they’re expanding to support a growing team and cutting-edge research, or streamlining. A move provides the perfect opportunity to assess what’s working, invest in better infrastructure, and create a space that supports researchers’ needs.
  
• Upgrading to modern infrastructure: Relocation allows organisations to step into purpose-built facilities with enhanced power supplies or airflow systems, unlocking their full potential.
  
• Mergers and partnerships: When institutions join forces, shared lab spaces often need reconfiguring or moving to accommodate joint operations or departmental restructuring.
  
• Disaster recovery: Unplanned events such as flooding, structural failure or contamination incidents can necessitate emergency relocation to preserve research continuity.
  
• Strategic repositioning: Labs sometimes move to science parks, innovation hubs or university campuses to benefit from proximity to collaborators, funding opportunities or emerging talent.

What are the components of a laboratory relocation?

A lab relocation is a multi-stage, specialist operation involving numerous technical and compliance factors. Here’s what’s typically involved:

• Asset catalogue and audit: Creating a full inventory of equipment, materials and data, everything from cryogenic samples to microscopes, so nothing gets lost or compromised.
  
• Hazardous materials planning: Many labs work with volatile chemicals, biological agents, or radioactive substances. These need dedicated handling protocols, safety checks, and transport licences.
  
• IT systems and data infrastructure: Servers, data storage units, lab management software, and secure research databases all require careful migration planning to avoid data loss or service interruption.
  
• Temperature-sensitive transport: For labs working with biological samples, vaccines, or reagents, maintaining cold-chain integrity during the move is mission-critical.
  
• Custom-built packing and crating: Sensitive equipment, spectrometers, chromatography systems, and centrifuges must be packed using anti-vibration, anti-static, or shock-absorbing materials.
  
• Dismantling and reinstallation: Some equipment needs to be disassembled, transported in parts, and then expertly reassembled and calibrated on site.
  
• Compliance documentation: Including licenses, insurance, transport manifests, chain-of-custody logs, and decontamination records. Every stage needs to be logged and traceable.
  
• Project management and contingency planning: A senior relocation coordinator should oversee the entire timeline, coordinating specialists, keeping departments informed, and building in buffers for any unexpected issues.

What are some of the big regulatory challenges?

1. Maintaining chain of custody for samples and data

Biological materials often have to be stored at -80°C or even colder, and even short exposure to ambient temperatures can destroy sample integrity. We recommend using dry shippers, temperature monitors and GPS tracking to enable real-time visibility.

For example, at Restore Harrow Green, we offer biobanking-grade solutions and dry shipper transportation, complete with audit trails, ensuring samples arrive just as they left.

2. Regulatory compliance during a laboratory relocation

A lab relocation must adhere to numerous standards, including:

• MHRA (Medicines and Healthcare products Regulatory Agency) guidelines
  
• COSHH (Control of Substances Hazardous to Health)
  
• CLP and REACH regulations for chemical handling
  
• HTA (Human Tissue Authority) licensing

Beyond these, depending on the lab’s remit, you may also need to ensure Good Laboratory Practice (GLP) or Good Manufacturing Practice (GMP) conditions are maintained throughout the move.

Restore Harrow Green’s team is trained in regulatory compliance during a laboratory relocation, and our project managers work with your compliance officers to map legal requirements against logistical steps.

3. Equipment calibration and validation post-move

It’s not just about getting kit from A to B. High-precision equipment like LC-MS machines or fume hoods often requires recalibration, validation or requalification after reinstallation.

Our team works in tandem with OEM engineers to coordinate calibration and recommissioning, minimising downtime and ensuring seamless continuity.

Safety and compliance during a lab relocation

Health and safety are a central consideration in any laboratory relocation. While the risks are well understood by most laboratory teams, they require careful coordination and adherence to site-specific protocols during the move. A comprehensive health and safety plan should include:

• Site-specific risk assessments: Every lab has a unique layout, infrastructure, and risk profile. A thorough risk assessment identifies potential hazards, from equipment access issues to the proximity of fire exits and ventilation systems. It should cover both the origin and destination sites.
  
• COSHH assessments: For labs handling hazardous substances, Control of Substances Hazardous to Health (COSHH) assessments should be used to identify all chemicals and biological materials being relocated, their risk classifications, and safe handling, storage, and transport methods.
  
• PPE allocation and usage protocols: Make sure all team members are provided with and trained to use the correct personal protective equipment, such as nitrile gloves, lab coats, goggles, or face shields, depending on the materials being moved.
  
• Staff training and briefings: Before relocation begins, all personnel should receive safety briefings specific to their role in the move. This includes manual handling techniques, chemical spill responses, emergency contact procedures, and first aid protocols. Specialised training should be given to teams handling cryogenic materials or radioactive substances.
  
• Emergency response protocols: Establish clear response plans for different emergencies, chemical spills, fire, electrical failure, or injury. Fire extinguishers, spill kits, eyewash stations and emergency contact details should be accessible at both sites.
  
• Decontamination and clearance procedures: Any equipment or area leaving the lab must be properly decontaminated to prevent biological, chemical or radioactive contamination.
  
• Access control and security: Coordinate secure access to restricted lab zones and supervise movement of sensitive or classified materials to prevent breaches.
  
• Insurance and incident logging: Ensure your insurance policies are updated for relocation activity and that any incidents during the move are logged in accordance with institutional and regulatory protocols.

At Restore Harrow Green, our project teams are not only trained in regulatory compliance, they’re also equipped with real-world experience in anticipating and mitigating the risks that traditional movers might miss. Here, safety isn’t a checklist; it’s a culture.

How to prepare for a laboratory relocation: a step-by-step checklist

Every lab relocation is unique, but success always hinges on careful preparation and a structured process. Below, we’ve broken down the key stages to help you navigate the move with confidence and clarity.

Stage 1: Initial consultation and scoping

Begin by engaging all key stakeholders. This includes lab managers, research leads, health and safety officers, IT teams, and compliance specialists. At this stage:

• Conduct a detailed asset audit to understand what will be moved.
  
• Identify sensitive materials and determine any that require specialist handling (e.g., radioactive sources, cryogenic substances, or confidential research).
  
• Flag equipment needing decontamination, disassembly, or manufacturer approval before the move.
  
• Pinpoint areas of operational risk and contingency needs.

Stage 2: Planning and feasibility assessment

With scoping complete, develop a comprehensive project plan. This includes:

• Defining your relocation objectives (e.g., minimum downtime, seamless regulatory handover).
  
• Drafting a timeline that considers operational constraints such as ongoing trials, equipment calibration schedules, and site readiness.
  
• Planning communications for transparency across departments.
  
• Establishing budget estimates, procurement needs, and storage provisions (for interim storage if needed).

Stage 3: Regulatory and compliance alignment

This stage ensures the entire move meets both legal and sector-specific regulations:

• Complete a full compliance check: HTA, COSHH, MHRA, REACH, CLP, and more, depending on your operations.
  
• Prepare permits and regulatory notifications.
  
• Check that chain-of-custody documentation is in place for samples, hazardous substances, or confidential data.
  
• Begin coordinating with third-party vendors for calibration or validation certificates needed post-move.

Stage 4: Technical logistics and equipment preparation

In the lead-up to the physical move:

• Begin packing of non-critical or archived items.
  
• Arrange the decommissioning of high-value equipment (e.g., autoclaves, spectrophotometers, biosafety cabinets).
  
• Work with Restore Harrow Green to design bespoke crating for fragile or precision items.
  
• Segregate materials needing cold chain transport or special packaging.
  
• Finalise labelling and inventory tagging using barcodes or RFID for traceability.

Stage 5: Relocation day execution

Execution day should run like clockwork:

• Coordinate move teams and vehicle scheduling (air-ride, climate-controlled vehicles as necessary).
  
• Oversee critical item handling, including escorted transport for hazardous or high-value materials.
  
• Monitor environmental conditions in transit using GPS and temperature trackers.
  
• Use Restore’s project manager as your single point of contact to keep the move agile and responsive.

Stage 6: Post-move setup and validation

Once the lab is in its new home:

• Reinstall, reconnect, and recommission equipment.
  
• Collaborate with OEMs to validate and calibrate scientific instruments.
  
• Conduct compliance walkthroughs and log chain-of-custody completion.
  
• Test the IT infrastructure and data access.
  
• Debrief stakeholders and document lessons learned for future reference.

Following this staged approach not only safeguards your assets and people but also helps you return to full operation with minimal downtime and maximum compliance.

Safety and compliance during a lab relocation: your responsibilities

Whether you’re a university lab or a clinical facility, regulatory bodies expect full traceability and minimal disruption. To make sure of this, keep the following in mind:

• Proper documentation of decontamination and disposal
  
• Maintained environmental controls (especially temperature and humidity)
  
• Accurate logs for all moved assets
  
• Personnel briefings before, during and after the move

Restore Harrow Green’s experienced project teams bring in-depth compliance knowledge during laboratory relocations, ensuring peace of mind throughout the process.

What makes a relocation partner ‘lab-grade’?

Here’s why labs choose Restore Harrow Green:

• Specialist lab relocation teams trained in biosafety, chemical handling, and equipment logistics
  
• End-to-end project management, from scoping to recommissioning
  
• Cold chain and biobanking solutions
  
• Regulatory expertise across the life sciences and clinical sectors
  
• Tailored, risk-mitigated planning backed by decades of experience

Case study: laboratory relocation for Pureaffinity in White City

Pureaffinity, a green technology company focused on smart materials for environmental applications, needed to relocate from the Imperial College Incubator to a larger space in White City due to rapid growth. We partnered with their team to plan and execute the move, starting with a full audit of assets, before carefully packing and transporting delicate scientific instruments using specialist crating. 

The move was scheduled around their workflow to ensure minimal disruption, with our team providing on-site support to streamline day-one operations. The relocation was completed within budget, on time, and without any unplanned downtime. 

As the client shared, “Tom and Constantin were an absolute credit to your company and really took the stress and pressure out of the lab move. We actually got quite a bit done on the first day, which meant the second day was somewhat more relaxed.”Restore Harrow Green brings unmatched expertise in laboratory relocations. From delicate instruments to critical cold-chain logistics, we’ve seen and solved it all. Get in touch with our lab relocation specialists to start planning a compliant, stress-free move today.