1
Start
2
Business
3
Lab Space
4
Equipment
5
Done
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.
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Documentation
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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
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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
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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
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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
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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
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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
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.
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Know What You’re Working With
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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
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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
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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
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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
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.
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Equipment Planning
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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
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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
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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
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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
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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
Here’s where things stand.
Work through the items below and come back here anytime to see your progress.
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0 of 66 items complete
Go back to any section to keep checking things off.
Section 1 — Business Readiness
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Section 2 — Lab Space
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Section 3 — Minimal Viable Lab
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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.
This will be connected in the final build