Planning with Lab Users for Complexity, Change, and Collaboration
Spacesmith’s work on advanced academic labs—such as Carnegie Mellon’s Scaife Hall, pictured here—highlights the need for precise, flexible design strategies that anticipate complexity and prioritize user-driven innovation. Image: Courtesy of Spacesmith
Designing laboratories for higher education is never straightforward, and the more advanced the research, the greater the complexity. Recent projects undertaken by the architecture and design firm Spacesmith at academic institutions, such as Columbia University’s Chandler Hall, Carnegie Mellon’s Scaife Hall, and NYU’s Paulson Center—illustrate the critical importance of balancing technical precision, user engagement, and flexible infrastructure to future-proof campus labs. From helium recovery systems to outlet blocks loaded with gases and power options, their experience offers a roadmap for avoiding common missteps and embracing adaptability from day one.
Bring in the scientists—immediately
A recurring theme in lab design, according to Kim Wood, AIA, project manager at Spacesmith, is the absolute necessity of involving researchers from the beginning. In one Columbia University lab focused on dark matter experiments, the science itself was so niche and cutting-edge that there were no relevant case studies to consult. "What they do this month isn't what they'll be doing next month," says Wood.
Having the user who knows the science involved in the beginning makes sense, says Wood. "What are the specific pieces of equipment? What are the adjacencies? What are their workflows? Things that we can't necessarily assume for them." Project teams can ask specific questions and guide things like building codes, she adds, but "it is essential to have the lab user—who knows their science better than anyone else will—involved in the beginning."
Spacesmith principal William Long, AIA, LEED AP, adds that engaging lab users early in the design process gives them a sense of ownership and ensures the space truly supports their work. "I think we see these new labs as part of the compensation packages that the University dangles to retain or hire new professors or researchers," he says. "So these researchers are on board from day one with their very specific requirements for the research that they're being pursued for."
When users are not included in early conversations, it often leads to costly redesigns and unusable layouts. Worse, it can create friction between facilities teams and the researchers they're trying to serve. As Wood notes, "I'm never going to fully understand their science, and so I need them as a partner to really make it clear to myself and my team what the things they need are. Our task as the architects is to design that space right."
Flexibility is the baseline, not a bonus
It is crucial to engage end users from the outset—ensuring spaces reflect real research needs, avoid costly missteps, and foster a true partnership between scientists and designers. Pictured: Paulson Center at NYU. Image: Courtesy of Spacesmith
Labs must support not only current experiments but also future endeavors. Spacesmith's team encountered this firsthand at Columbia University, where they co-developed custom outlet blocks with the lab users. "There was an assortment of different power voltages and wattages. You had helium, you had water, you had vacuums, you had all the options there with valves that could all be switched off and on to handle the changing of the science and the equipment, which was cool," Wood explains.
This "future-ready" design solution created enormous adaptability at each workstation, but it also required careful coordination with building systems to ensure there was enough capacity to support those services. "It's not as simple as just saying, 'Give them everything, throw everything at it,' because you may not have that in the building," she cautions.
Unexpected events can upend the best-laid plans
External factors can throw even well-planned labs off course. During one project, geopolitical tensions had a direct impact on lab design. "The conflict in Ukraine had started around the time that we were wrapping up doing construction documents," Wood says. "Unbeknownst to me, Ukraine is one of the largest exporters of helium." As helium prices spiked, Spacesmith had to pivot mid-design to incorporate a recovery system rather than relying on standard helium cylinders. "We ended up developing and designing an entire system that involved cooling it down, expanding into these large balloons that we had to find space for, and have storage cylinders in between," she says.
Wood notes that it was fascinating to see how the science, material availability, and the need to pivot within the constraints of the space all came together to shape the final design. "Especially in higher education, you're given only so much space, and they're trying to fit 10 pounds into that five-pound bag," she says.
Managing the unseen starts with the right team
A clearly defined decision-making process—led by a focused group of key faculty—is essential to keeping lab projects on track and avoiding costly delays. Pictured: Chandler Hall at Columbia University. Image: Courtesy of Spacesmith
Technically advanced labs often come with demanding spatial requirements, but many of the most critical systems are invisible. That means coordination is key. "We were trying to fit a ton of stuff into a small area," says Wood. "It's this big, wide, open, beautiful space with these workstation areas for them to do their experiments. If you pop a tile in the ceiling, you would be absolutely amazed by how much we got up in there."
The team relied heavily on BIM 360 modeling and laser surveys to resolve conflicts and map existing conditions. In addition to structural and mechanical systems, cryostats and other sensitive equipment require non-ferrous construction, adding yet another layer of complexity to the design. "As architects, we think about our clearance, we think about materiality, we think about constructability," says Wood. She notes that the presence of cryostats required careful planning to avoid magnetic interference, which meant using non-ferrous materials, such as aluminum, instead of typical steel components—an added challenge that demanded precise coordination of every element in the space.
"It had to be in the BIM model. It had to be accurate, and we had to make sure that the structural engineer was talking to the mechanical [and] talking to the actual contractor," she stresses.
She also emphasizes that institutions need to budget for not just construction, but also for the right experts. One of the most persistent misconceptions about lab design is underestimating cost, especially for MEP systems. "More than likely, you're going to need an acoustician who looks at vibrations, you might have to bring in a helium specialist, or even a shielding consultant," Wood says. "There are significantly more consultants than on a typical construction job."
"Oftentimes [clients] don't understand the cost for the engineering to be correct," continues Wood. This includes sophisticated HVAC systems, gas lines, water purification systems, and sound and vibration control measures. Understanding a building's existing systems is essential. "Know the building you're going into. You want to know what your electrical services are. You want to know what you have for heating and cooling," says Wood. Without this baseline knowledge, scope and cost can quickly spiral out of control.
Long points to another critical factor: the decision-making process. "Having a clearly defined decision-making and limiting decisions to a small core group of faculty who would be involved [is crucial]," he says. Without a structured process, he notes, too many voices can derail the project and delay construction. "Clearly defined decision-making and processes would help save you from headaches," he said.
Engaging lab users is the key to functional, future-proof spaces
Perhaps the most significant insight from Wood and Long is that lab users aren't typical architecture clients, and that's a huge advantage. Whether adapting 80/20 framing to create custom structures or developing homegrown tools, researchers are often deeply involved in shaping their workspace when given the chance.
"Something that I really like about doing lab projects, that is very cool, is you get to learn about something that's so outside of architecture," says Wood. "But what I would say even more interesting about these lab users is how DIY they are—they are so smart and quick to figure out how to make things work on their side."
The trust and respect run both ways, notes Long. "Getting it done right is not as easy," he says, emphasizing the extensive behind-the-scenes work needed to make the process look seamless when a skilled team is involved. "There's a lot of stuff behind the scenes or behind the walls that we spend a lot of time coordinating. It's not always evident, but that's why we need the time that we need to do the work."
For institutions embarking on new lab projects, the message is clear: start early, plan for change, budget beyond the obvious, and engage researchers as true creative partners. While complexity can be high, the right collaboration yields a facility that supports science for decades to come.
