Yearly Waiver Program Review Checklist
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A once-a-year walkthrough of your waiver document, signing process, storage, and access controls so nothing has quietly drifted since the last review.

[ ] Confirm the waiver names your current legal entity, not only the trade name, and that the business address and state are correct.
[ ] Compare the activities listed in the waiver against every class, session, tour, or rental you now offer, and add anything new.
[ ] Have an attorney licensed in your state read the release language, especially if you added a location, an activity, or equipment since last year.
[ ] Check that the core release sentence is visually conspicuous: its own heading, short wording, and a separate initial box or checkbox.
[ ] Review every field you collect and remove any field that nobody on staff ever reads.
[ ] Confirm the minor process: a parent or legal guardian signs, the child is named, and the medical authorization and pickup permission are included.
[ ] Assign a new version number and date to the revised document and write one line describing what changed.
[ ] Retire the previous version everywhere it lives: printed stacks, kiosk tablets, booking links, confirmation emails, and QR codes.
[ ] Complete the pre-arrival waiver from a phone exactly as a new customer would, starting from the confirmation email.
[ ] Scan every QR code on your signage and confirm each one opens the current version of the form.
[ ] Run a mock check-in at the front desk and confirm staff can see whether a person is signed and current within a few seconds.
[ ] Confirm a fallback exists when the Wi-Fi or a tablet fails, and that staff know where it is and how to use it.
[ ] Pull three random signed waivers from the past year and confirm each carries a timestamp, the version shown, and the signer's identity.
[ ] Search for one specific signer by name, by email, and by date of birth, and time how long each retrieval takes.
[ ] Restore one signed waiver from your backup to prove the backup actually works.
[ ] Export a small batch of waivers as PDF files with their metadata to confirm you could leave your software vendor if you ever had to.
[ ] List everyone with full access to signed waivers and remove anyone who has left or changed roles.
[ ] Check that front desk accounts see signed status only, not medical notes, emergency contacts, or signature images.
[ ] Confirm your system logs who viewed or downloaded a record, and look at that log for anything unexpected.
[ ] Read your written retention policy and confirm the disposal step actually ran for records past their period.
[ ] Verify that waiver contact details have not been used for marketing without a separate opt-in.
[ ] Ask your insurance carrier before renewal whether they have new expectations for your waiver program.
[ ] Put next year's review on the calendar next to the renewal date and name the person responsible for it.