Gyms, fitness & sports clubs templates

Membership terms, health declarations, personal trainer agreements, safeguarding and risk assessments for gyms, studios and sports clubs.

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Professionally structured documents, ready to fill in and use.

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Download in Microsoft Word and edit every line.

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Clear guidance notes on what to change for your business.

For UK businesses

Written for small and growing UK businesses.

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21 documents

Gyms, fitness & sports clubs templates

Membership terms, health declarations, personal trainer agreements, safeguarding and risk assessments for gyms, studios and sports clubs.

One price for the whole category

All 21 gym, fitness & sports club documents for £29

Buy the pack once and get every document below as an editable Word file, with guidance notes to help you adapt each one.

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All 21
Agreements 6
Policies 8
Letters 1
Forms & records 6

Agreements

Signed by everyone involved
Gym and Fitness Club Membership Terms and ConditionsConsumer-friendly membership terms for a gym, studio or leisure club – membership types, fees and direct debits, minimum terms, freezes, cancellation, health and safety, conduct, liability and data – written with the Consumer Rights Act 2015 and the new subscription contract rules in mind.8 pagesRead more ›Personal Training Client AgreementAn agreement between a personal trainer and their client covering sessions and packages, payment, cancellations and late arrival, health screening, the client’s responsibilities, nutrition advice limits, online coaching, liability and data.6 pagesRead more ›Self-Employed Personal Trainer Agreement (Gym and Trainer)A licence agreement letting a self-employed personal trainer work from your gym – rent or commission, use of the facilities, standards, insurance, safeguarding, client ownership, restrictions and termination – drafted to support genuine self-employment.8 pagesRead more ›Freelance Class Instructor AgreementAn agreement for a freelance instructor who teaches group exercise classes at your gym, studio or club – classes and fees per class, cover and substitutes, music licensing, standards, insurance, safeguarding, invoicing and termination.6 pagesRead more ›Sports Club Constitution (Unincorporated Members’ Club)A complete constitution for an amateur sports club run by its members – objects, membership, subscriptions, committee and officers, meetings and voting, finance, safeguarding, discipline, property held by trustees, amendments and dissolution.7 pagesRead more ›Sports Facility and Pitch Hire AgreementTerms for hiring out a sports hall, studio, court or pitch to clubs, coaches and groups – bookings, fees, deposits, cancellation, the hirer’s responsibilities for safety, safeguarding and insurance, damage, and ending the hire.5 pagesRead more ›

Policies

Your house rules
Membership Freeze, Transfer and Cancellation Policy and FormsA clear internal policy for handling membership freezes, transfers and cancellations fairly and quickly, with member request forms, confirmation letters and a cancellations log.9 pagesRead more ›Gym Rules and Member Code of ConductHouse rules for members and guests – safe use of equipment, hygiene, behaviour, changing rooms, photography, unstaffed hours, under-18s and what happens if rules are broken – ready to display and link to from your terms.7 pagesRead more ›Safeguarding Policy for Sport and Fitness (Children and Adults at Risk)A complete safeguarding policy and procedures for a sports club, gym, leisure centre or fitness business – roles, safer recruitment, codes of practice, recognising and responding to concerns, allegations against staff, online safety, records and a concern report form.7 pagesRead more ›Junior Members Policy and Parental Consent Form (Gyms and Fitness Facilities)Rules for children and young people using a gym, studio or leisure facility – minimum ages, supervised sessions, inductions, equipment restrictions, changing rooms, collection – with a parental consent and medical form.6 pagesRead more ›Photography and Filming Policy and Consent Form (Sport and Fitness)Rules for taking, using and storing photos and videos of members and participants – especially children – including events, social media, livestreaming and personal devices, with a consent form and an image log.6 pagesRead more ›Normal Operating Procedure and Emergency Action Plan (Gym and Sports Facility)A site operating procedure covering staffing, opening and closing, supervision, cleaning, first aid and defibrillators, plus emergency action plans for fire, serious injury, cardiac arrest, lost child, violence, power failure and lockdown.7 pagesRead more ›Sports Injury, First Aid and Concussion ProcedureA procedure for first aid cover, recording injuries, RIDDOR reporting and managing suspected concussion in line with the UK Concussion Guidelines for Non-Elite (Grassroots) Sport, with a head injury record and graduated return-to-sport plan.7 pagesRead more ›Member Privacy Notice (Gym, Fitness Studio and Sports Club)A plain-English privacy notice for members, guests, juniors and parents – covering membership data, health information, payments, access systems and CCTV, apps and wearables, marketing, governing body registration, retention and members’ rights.5 pagesRead more ›

Forms & records

Collect and record information
Membership Application and Health Declaration FormA joining form that collects member details, emergency contacts, a pre-exercise health questionnaire, consents and the member’s declaration – with a staff section for ID, induction and GP clearance.5 pagesRead more ›Club Membership Form and Codes of Conduct (Players, Parents, Coaches and Spectators)An annual club membership and registration form for adults and juniors – contact, medical and consent sections – with codes of conduct for players, parents and carers, coaches and volunteers, and spectators.6 pagesRead more ›Coach and Volunteer Recruitment Pack and DBS Check RecordSafer recruitment documents for coaches, instructors and volunteers – role description, application and self-declaration, reference request, interview questions, DBS check and qualification record, and a single central register.7 pagesRead more ›Gym Induction Checklist and RecordA structured induction for new members and returning users – facility tour, emergency procedures, safe use of each equipment area, goals and health check – with a signed record for your files.5 pagesRead more ›Gym Equipment Inspection and Maintenance LogDaily, weekly and monthly equipment checks, a fault reporting and out-of-use procedure, servicing records and an asset register for gym and sports equipment.6 pagesRead more ›Gym and Fitness Class Risk AssessmentA pre-filled risk assessment for a gym and group exercise studio – equipment, free weights, slips and trips, overcrowding, medical emergencies, hygiene, unstaffed hours, lone working, children and adults at risk – with an action plan.4 pagesRead more ›

Gyms, fitness & sports clubs pack

£29

for all 21 documents

  • Editable Word files
  • Guidance notes in every document
  • Written for UK businesses
  • Download and keep
Get the packOr every category with All-Access – £295 a year

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Credit control policy

Set your payment terms, credit limits and collection process.

Word document

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First payment reminder letter

A friendly reminder when an invoice becomes overdue.

Word document

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Final demand letter

A firm final request before taking further action.

Word document

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Late payment interest and compensation letter

Claim statutory interest and compensation on late commercial payments.

Word document

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Payment plan agreement

Agree instalments with a customer who is behind on payments.

Word document

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Customer credit application form

Collect the details you need before offering credit.

Word document

Enquire

Expenses policy

Explain what staff can claim and how to claim it.

Word document

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Financial procedures manual

Document how money is handled, approved and recorded in your business.

Word document

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All 21 documents in this category come together as one pack for £29. Templates are a starting point – for anything complex or high-value, we recommend having your final document checked by a solicitor.

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Download and adapt

Open in Word, follow the guidance notes and make it your own.

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Part of AML Finance Group

Need an accountant too?

Our sister firm, AML Accountancy Solutions, is an award-winning accountancy practice helping businesses and individuals across the UK with their accounts, tax, bookkeeping and payroll.

Visit AML Accountancy Solutions