When investing in a new water leisure area, the focus is usually on design and construction. However, once the project is completed, the real challenge begins: management. For this, having comprehensive technical and operational documentation is essential.

But doubts often arise. Which documents should I request from the manufacturer, and which ones am I, as the operator, responsible for creating and maintaining?

In this post, we clarify all the documentation that every water park or aquatic leisure area must have according to the applicable European regulations.

Documentation to be requested from the manufacturer and/or installer (according to regulations)

During construction and, especially, before handing over a new aquatic facility, the supplier or manufacturer is responsible for providing a complete dossier and technical report to ensure the quality and safety of their work. As an operator, you must ensure that you receive:

• Document including the full address of the manufacturer/supplier and qualifications of the employees involved in the project. It may seem obvious, but we have often encountered cases where, following a change of ownership or operator of a facility, this information was not available.
• Design documents related to safety. This mainly refers to construction plans, installation plans, hydraulic layouts, and service schematics.
• Technical specifications and information for installed equipment. Datasheets or equivalent documentation.
• Certificates of good manufacturing practices, materials, and other components. These are internal certifications of the manufacturer’s production processes.
• Certificate of compliance with regulations. This covers both the aquatic leisure areas and the relevant product safety standards. In practice, this does not carry the same legal validity as an inspection certificate issued by a third-party entity. However, it represents a significant commitment from the supplier regarding the warranty of the work and installed equipment.
• Detailed safety and operating instructions. This includes proper design of safety signage for users, as well as maintenance and internal inspection instructions for each piece of equipment or attraction.
• Risk assessment document for the facility (provided by the manufacturer). This document is fundamental as a starting point for establishing safety protocols and operational procedures by the operator.
• Definition and reporting of correct equipment functioning before opening. No one knows better than the manufacturer or installer how the aquatic facility should operate during its first opening, and this must be properly documented.

In addition, as a complement to the above (the minimum required by regulations), we recommend that the developer of the new facility request the following actions from the installer before opening:

• Adjustment of all functions of the aquatic leisure equipment and calibration of the water chemical treatment.
• Specific training for the facility maintenance staff, lasting at least one full working day.
• Presence of a technical representative from the supplier or installer during the opening day, as it is common for minor issues to arise when the facility opens to the public.

And, of course, to complete all of the above, conduct a formal pre-opening inspection (commissioning) by an accredited inspection entity, such as ourselves, to identify any non-conformities and require the supplier to take corrective actions within the warranty period.

Documentation to be prepared and managed by the operator (according to applicable regulations)

Once the facility is operational, the responsibility for daily management falls on the operator. For this, it is essential to create and keep the following documentation up to date:

• Operational risk assessment document: Unlike the previous analysis prepared by the manufacturer (which serves as a basis), this document focuses on the risks arising from the facility’s daily operations. It is a living document that should be updated continuously as the operator gains experience and identifies variables or factors that, for example, increase the likelihood of accidents or incidents.
• Internal technical instruction manual: Operational protocols specific to the facility.
• Emergency instructions: Clear and accessible action plans for all staff.
• Record-keeping system and logs: Systematically track all events. This includes the incident log, the internal inspection register, and the water quality log.

What happens if part of this documentation is missing?

This happens more often than you might think. Many facilities find that their documentation, particularly the sections they are responsible for, is incomplete.

This is where our operational safety consulting service can help. It is designed to guide facilities in the preparation and implementation of all technical documentation. Through online consulting, we work with you to develop:

• Risk analysis document for each piece of equipment.
• Customized maintenance instructions.
• All record-keeping documentation (maintenance logs, repair records, etc.).
• Support in creating safety signage.
• In short, we help you build a documentation system tailored to your facility that complies with the industry’s best practices.

If you don’t have it yet, we invite you to check our blog on best practices in lifeguard auditing, management, and documentation in water parks and resort pools.

At The Fun Lab, we’ll be happy to assist you and support you with any needs related to your aquatic leisure project. Keep exploring our blog to stay up to date with our latest news, technical articles, and ongoing projects.