Client-Trainer Agreement Small Group Coaching and Classes

This agreement is between Steph ("the trainer/coach") and the undersigning client. It covers the terms of your coaching relationship, including payments, attendance, cancellations, and mutual commitments.

By signing this agreement, both parties confirm they have read, understood, and accepted all terms below.

This agreement covers Small Group Coaching and/or Class-based training services provided by Steph, trading as Steph E PT.

Your coach will deliver group-based training sessions at the agreed frequency, time(s), and day(s). Your programme is designed to help you achieve your health and fitness goals within a supportive group environment. 

All payments are collected by monthly direct debit via Stripe. By signing this agreement, you authorise Steph E PT to collect your agreed monthly fee on the 1st of each month.

If you join partway through a month, a one-off pro-rated payment will be taken to cover the period between your start date and the next collection date. Your regular monthly payment will then begin automatically from the following month.

Your monthly fee covers access to your agreed number of sessions per week as outlined in your membership plan. This is a fixed monthly fee and is not reduced based on sessions attended.

If a payment fails, Steph E PT will notify you promptly. Please resolve any payment issues within 7 days. If a failed payment is not resolved within 14 days, your membership may be suspended until the balance is cleared.

If you need to pause your membership for any reason (holiday, injury, or other circumstances), speak to your coach about suspending your plan. A suspension keeps your direct debit mandate active so you do not need to re-register when you return. Suspensions are granted at the coach's discretion and require reasonable notice.

Group sessions and classes run at the scheduled time regardless of individual attendance. If you are unable to attend a session for any reason, including holidays, illness, or other commitments, the session will continue for the rest of the group. No session will be owed to you and no credit or refund will be given for missed sessions.

Your coach will provide a minimum of 48 weeks of coached sessions per calendar year (1st January to 31st December). This allows for 4 weeks of trainer leave per year, which has been reflected in your monthly membership price.

When your coach takes planned leave, no sessions will be provided during that period. You will be given a clear plan of action to maintain momentum with your health and fitness during any absence. This will be communicated at least one month in advance.

You are required to give one full calendar month's written notice to cancel or make any changes to your payment plan or membership with Steph E PT.

For example, if you inform Steph E PT with your written notice on 15th January, then February will be the full month's notice.

The trainer's commitment: Your coach will provide no less than one calendar month's notice of any planned absence affecting your sessions. Your coach will also provide no less than one calendar month's notice of any changes to your session time, day, or structure.

If your coach needs to cancel a session at short notice due to illness or emergency, you will be offered a replacement session or alternative arrangement where possible.

1. Wear suitable workout clothing and footwear to all sessions.

2. Inform your coach of any medical conditions, injuries, or medications before your first session and whenever anything changes.

3. Arrive on time. Late arrivals may join the session in progress but no additional time will be given.

4. Be respectful of other group members and follow any safety instructions given by your coach.

5. Communicate openly with your coach about how you are feeling during sessions, including any pain, discomfort, fatigue, or concern for your safety.

I understand that my participation in exercise programmes, group sessions, classes, or events conducted by Steph and Steph E PT is voluntary and at my own risk.

I am aware that exercise can be physically demanding and, in rare cases, may result in injury. I will perform all exercises at my own pace, based on my own fitness level, strength, and movement ability.

I confirm that I will inform Steph of any symptoms during exercise, including fatigue, shortness of breath, chest discomfort, or any pain or concern for my safety. If I have high blood pressure, diabetes, a heart condition, any existing injury, have had recent surgery, or am taking prescribed medication that could affect my performance, I will inform Steph before participating in any exercise.

I understand that I will be given instructions on how to perform exercises and use equipment, and I will ask if there is anything I do not understand before starting.

Steph and Steph E PT will not be liable for any injuries or damage arising from participation in training. Steph shall not be responsible for articles lost or stolen during training.

By taking part in training with Steph E PT (including but not limited to personal training, group training, classes, or events), I agree that images or video captured during my training may be used for marketing, publicity, social media, press releases, and other promotional purposes by Steph E PT, including on StephEPT.com and associated social media channels.

I confirm that I have read and understood this agreement in full. I understand that I should inform my coach of any medical condition and that I may be advised to consult my doctor before starting.

I acknowledge that I have either received medical clearance to participate, or that I have chosen to participate without consulting my doctor and accept full responsibility for doing so.

I release Steph from any liability for personal injury or other damage sustained during any exercise programme.

I acknowledge receipt of this agreement and confirm acceptance of all terms and conditions.