Policy and Procedures

Studio Policy Procedures & Program Guidelines 2021


Health Coaching | Personal Training | Group Fitness | Assessment Information


In accordance with Newbody Training System LLC training policy and rules clients who purchase personal training session(s) will receive one full assessment included with the initial purchase. The full assessment will be conducted prior to the first training session.


Cancellations must be made 24 hours in advance in order to reschedule or receive a full refund. If the cancellation is less than 24 hours of the scheduled time the training session and the money are nonrefundable.


The trainer will wait 15 minutes for the client to show up for the scheduled appointment. If the client fails to show up for the scheduled appointment, the appointment and fee(s) will be forfeited. If the client is late for the appointment the trainer is not obligated to make up the missed time. If the client is 15 minutes late and arrives for the appointment the session will only be 45 minutes.


Appointment Confirmation


All personal training sessions must be confirmed by the trainer and client no later than 24 hours prior to the scheduled appointment. If the appointment is not confirmed or is not confirmed within this time frame the trainer may not be available to meet for the appointment. It is the responsibility of the client and the trainer to communicate in an effective and timely manner in confirming appointments.


Refund Policy


All training sessions or services must be purchased in advance. Patrons requesting and obtaining a refund of any remaining session or sessions will be charged a $20 service fee. Refund requests require a 48-hour written notice. Refunds mailed; please allow for 7‐10 business days for refund checks to be issued and mailed.




Expiration Date Policy


All training sessions or services must be purchased in advance. All sessions must be used in their entirety within four (4) months from the date of purchase. Any sessions remaining after the four (4) month period will be considered expired and nonrefundable.


No Show Clients


Clients who do not cancel appointments within the designated time (i.e., 24 hours in advance) & do not show for the scheduled appointment will not be reimbursed for the missed session.


Inclement Weather


In the event of inclement weather, the training studio will be closed unless otherwise notified all training sessions will be offered for makeup at the discretion of trainer.



Any Fitness programs & events offered on weekends will be handled on a case

by case basis. Personal Training sessions offered on weekends will be offered at

the discretion of the trainer.



Participant Attire


Participants must wear clothing and shoes conducive to the exercise(s) being conducted. Non‐marking athletic shoes only not worn outside only on the studio training floor; no boots, shoes with metal buckles, flip‐flops, etc. are permitted. Clothing with an offensive, derogatory or sexual nature is not permitted. Participants who are dressed inappropriately will be asked to adjust as needed or asked to leave the





Client to Trainer Ratio


In order to provide safe, fun and an effective workout session for the participant,

the training session will be limited to one client or family training partners.


Appointment & Payment Timeline


All payments must be made 24 hours in advance at the studio main office. All payments must be prepaid; services will not be rendered without prior payment. In the event that prior payment is not received from the client, the client will be notified in writing to remit payment within a designated time. If payment is not received within the designated time; the client’s sessions will be suspended until payment is received.


The client will be notified if the membership is suspended and when the membership has been reactivated upon payment. Clients and trainers must sign‐in each training session. The sing‐in sheets will be signed by both the trainer and the client in order to verify services rendered.


Disclosure Statement


Newbody Training System LLC will not release, sell or distribute any personal information obtained during the assessment and/or training process to third parties. Participants may disclose personal and private information regarding their health and physical status. Newbody Training System LLC will maintain the confidentiality of these conversations with the participants at all times. Newbody Training System LLC must first ask and be granted the permission of the participant to disclose any of the information originally given to the trainer.



Other Program Information




A full assessment will evaluate muscular strength or endurance, flexibility, body

composition, resting blood pressure, resting heart rate, sub‐maximal cardiovascular fitness and height and weight measurement and is included in the cost of a Health Coaching or Personal Training Package. A single assessment will evaluate one of the following: height/weight measurement, blood pressure, body fat percentage or flexibility. Appointments for assessments are required; appointments must be made at least 24 hours in advance.


Initial Consultations


The initial consultation will be used to build a personalized program for the client


Public Relations


All Health Coaching, Personal Training and all program related services policies and procedures are subject to change on

short notice.


Exercise Prescription & Adherence

Exercise prescription commonly refers to the specific plan of fitness-related activities designed for a specified purpose, which is often developed by a fitness or rehabilitation specialist for the client or patient.

Adherence to the exercise prescription is of the utmost importance.  The success or failure of your program will be guided by your ability to follow your training schedule and its prescribed methods without flaw.  Non-compliance to the exercise protocol can mean termination of your contract. 

As you begin your training keep in mind that it is the job of the certified trainer to design and administer your program. To achieve the results that you and the trainer have decided will work best for your adherence is necessary.  Should you not be able to follow the prescription at the time it is prescribed, any necessary changes should be made at that time before you begin.  Two or more absences can lead to termination of your contract; No-Refunds will be given.

Hiring a professional trainer is a serious first step to reaching your goals. It is a financial investment in yourself and a commitment of time.  Clearing your schedule and giving priority to your training sessions is absolutely necessary.   Now that you have had your consultation it is assumed that you will take care of any and all prior obligations and you will be ready to move forward with your training.

Your training is administered in stages; any 2 missed sessions during any stage of your training will lead to an evaluation of your readiness for training.  Any 3 will mean a contract termination. 

Remember you have hired a Certified Professional Trainer to guide you through the next stages of your personal physical development.   Take this step only when you are ready, this is very serious.

Professional Training Agreement

1.  All Training Packages have expiration dates.  These dates must be honored to help ensure your results.  Any sessions not used by the expiration date will not be honored without prior written request.  No refunds will be made.

2.   You must notify the trainer at least 24 hours in advance of any necessary schedule change.  In the event of a "no show" or unauthorized schedule change, you are responsible for paying that session.


3.   Be 10 minutes early for your appointment dressed in proper attire and properly ready to exercise.  This courtesy is appreciated to help keep appointments from overlaping.


4.  If the trainer is late you will be credited for that time.  In the event that the trainer does not show, you will be given an extra session. 


5.   Each session will last approximately 30 to 60 minutes.  Any time you request more than the initial time, the extra time will be deducted from future sessions.