Summary: Moving lab equipment internationally involves coordinating a lot of moving parts. Planning your move step by step—and choosing an experienced laboratory equipment mover—will be your two keys for success. 

 

Key Takeaways in This Article: 

  • The Challenges of International Lab Equipment Moves 
  • A Step-by-Step Guide to Moving Lab Equipment Internationally 

Moving lab equipment across international borders can be a complex and high-stakes undertaking. Successfully transporting sensitive equipment, navigating regulatory and customs compliance, and minimizing down time requires thoughtful planning—and careful selection of the right lab equipment movers. 

In this step-by-step guide, we’ll walk you through the key stages of moving laboratory equipment internationally. Whether you’re working for a university, clinic, hospital, research organization, pharmaceutical company, or biotech company, this resource will help you navigate the process of relocating your laboratory with confidence. 

The Challenges of International Lab Equipment Moves 

International mobility can have a positive impact on researchers’ abilities to collaborate and output more research, according to a study in the Journal of Informetrics.  

However, moving an entire laboratory requires coordinating a number of moving parts, as well as navigating potential risks. Transporting fragile, sensitive instruments, biological materials, and lab chemicals across international borders raises the stakes considerably.  

The challenges are significant, including: 

  • Potential damage to fragile, specialized lab equipment: Items like chromatography systems, centrifuges, glassware, electronics, and biosafety cabinets are all easily damaged. An international move often involves long distances, across several different modes of transportation.  
  • Downtime that impacts research timelines: When lab equipment moves aren’t coordinated carefully, important research can get delayed. 
  • Navigating regulatory hurdles: International moves require expertise in customs documentation, import/export laws, and possibly biohazard or hazardous material compliance. Errors can be costly in terms of both time and money. 

Choosing an experienced laboratory equipment mover to handle your lab relocation will be a major key for ensuring a safe, efficient, and precise lab move. 

Below, we’ll walk you through a well-coordinated lab equipment move so you know what to expect. 

A Step-by-Step Guide to Moving Lab Equipment Internationally 

Step 1: Conduct a Complete Lab Audit 

Begin with a comprehensive audit of all your lab equipment and materials. This audit will form the foundation for customs documentation, insurance requirements, and any moving quotes you obtain from lab equipment movers you might consider partnering with.  

Include: 

  • Item names, models, manufacturer information, serial number, and specifications 
  • Value and replacement cost 
  • Risk profile (fragility, hazardous components, temperature sensitivity) and handling instructions 

Take special note of any items that might create issues with international import/export or customs clearance, including regulated chemicals, biological materials, and hazardous materials 

You may also want to consider a risk assessment and a safety plan to identify potential risks of the move, including the steps you and your lab equipment movers can take to mitigate these risks and protect all personnel involved. 

Step 2: Plan Your Timeline and Downtime Strategy 

International lab equipment moves can require 6-12 months of preparation from start to finish. Start as early as possible and involve all stakeholders in your plan, including: 

  • Researchers and lab users 
  • Procurement and operations teams 
  • Safety and compliance officers 
  • IT and data managers 

During the planning phase, identify the ideal timeline for your move. For example, university labs may wish to target summer months in between semesters to minimize disruption to research. 

Step 3: Choose a Specialized Lab Equipment Mover 

Look for a professional laboratory equipment mover with international experience to handle moving your lab equipment. A specialized provider will: 

  • Create a comprehensive laboratory moving plan that includes all the items you want to move: equipment, supplies, biological materials, laboratory chemicals, and more. 
  • Provide end-to-end project management, including a complete timeline for your move. 
  • Bring an expert crew that understands how to handle, package, and label all of your equipment and materials. 
  • Have experience in preparing the paperwork to clear all of your laboratory equipment and materials into your destination country. 

It's also a good idea to look at your lab equipment movers' track record. Ask about similar past projects they've completed to get a sense of whether they have the expertise to handle your project. 

Tip: If you need help relocating laboratory directors, lab managers, or other staff, look for a provider that can also handle household moves to simplify the entire operation.  

Step 4: Assist with Documentation, as Needed 

An expert lab equipment moving provider will work closely with you to gather the documentation needed for your shipment to clear customs in your destination country. They'll ask for your help in assembling this paperwork, which might include: 

  • Commercial invoices for your equipment and instruments listing the value and country of origin 
  • Material Safety Data Sheets (MSDS) for chemicals and other hazardous goods 
  • Technical datasheets, documentation of CE markings (for moves to the EU), or other documentation required by specific countries 

Promptly providing the necessary documentation to your lab equipment mover when requested will help keep your lab equipment move on track. 

Step 5: Get Ready for Moving Day 

Your lab equipment mover will show up with all the specialized materials they need to safely pack, label, and transport all of the items in your laboratory. (Including custom crates for specialized equipment, as needed.)  

If there are any procedures you need to follow—such as decontamination protocols—make sure they're complete well before moving day. 

Step 6: Understand Next Steps 

Once everything is packed and ready to go, make sure you know: 

  • How you’ll stay updated on the progress of your shipment 
  • Who to reach out to if you have questions along the way 
  • What to expect next: In many cases, this will be a notification that your shipment has cleared customs and your lab equipment movers are ready to schedule your final move-in date 

Step 7: Set Up Your New Laboratory 

Once your shipment has cleared customs, your lab equipment mover will deliver everything to your new location. The crew will carefully unpack everything, verifying each item against the original inventory list.  

Then, you and your staff can get everything set up to support your workflow, recalibrating equipment as needed. 

Frequently Asked Questions About Moving Lab Equipment Internationally 

Finally, we'll answer some of the more frequent questions we get about moving laboratory equipment to help you better understand the process—and choose the right laboratory equipment mover. 

The safest way to move lab equipment is to partner with a laboratory equipment movers that specializes in these types of relocations. These experts understand the challenges these types of moves present, and they know how to execute with the highest attention to detail. The result is a safe, stress-free move that minimizes down time and gets research up and running ASAP.  

Depending on the complexity of the move, international lab equipment moving projects can require anywhere from 3–6 months to 9–12 months from initial planning to completion. This includes time for equipment audits, selecting a lab equipment mover, assembling documentation for customs, freight shipping, customs clearance, and final setup and recalibration at the destination. 

Lab equipment movers generally start with an on-site or virtual assessment to understand the dimensions, fragility, and shipping requirements of your instruments and equipment. They will leverage specialized materials like anti-static packaging and custom crates to ensure your breakables, high-value machinery, and sensitive equipment arrive in perfect condition.

Required documents may include commercial invoices, Material Safety Data Sheets (MSDS) for chemicals and hazardous materials, import/export permits, technical datasheets, and certificates of origin. An experienced laboratory equipment mover will partner with you on the paperwork to pave the way for efficient customs clearance. 

 

Costs vary widely based on distance, size, and complexity of your laboratory move. The best way to get a sense of your cost is to request a quote from up to three lab equipment movers to give you a baseline of what your move should cost.  

The DeWitt Move team would be happy to help with a free quote for your lab equipment move. 

Look for laboratory equipment movers with: 

  • A proven track record in international lab relocations 
  • References from clients in your field 
  • Experience in navigating international customs regulations 
  • Expertise in handling non-regulated and regulated substances, as well as hazardous materials 
  • Full insurance coverage, in case of loss or damage

After delivery, your lab equipment movers will unpack everything, checking each item against the master inventory list. Their goal? To help you and your team resume your research or production as soon as possible. 

Moving Your Lab Equipment, Step by Step 

Relocating your lab across borders can feel like a significant undertaking—because it is. However, the right partner can help minimize disruption to your work, protect your research, and ensure a smooth transition to your new laboratory. 

Our expert team would be happy to assist with a safe and secure lab equipment move. We'll work closely with you and your team to tailor a custom plan for your international laboratory move. Get started today with a complimentary consultation.  

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