Terms and Conditions
This has been designed to support Urban Reform members within the HQ, to experience a smooth process whilst training with our team. It is extremely important everyone understands the standards we set to maintain the best services offered to our clients.
Bookings and cancellations
In this section we provide clear statements on how to book and the importance of our cancellation policy to make sure everyone gets equal access when booking on our classes.
Class Booking Policy
* Members must book classes exclusively via the GoTeamUp booking system.
* Completion of screening forms is mandatory prior to attending any class.
* Walk-ins are strictly prohibited.
* Members are responsible for managing their own bookings and ensuring accuracy.
* Members must attend the specific time slot for which they are booked. Attending an unbooked time slot will result in denied access.
* Class bookings are available until 30 minutes before the scheduled start time.
* A valid payment method must be registered on the system to enable class bookings.
Late Cancellation/No-Show Policy
* Late cancellations are defined as cancellations made within 3 hours of the class start time. Cancellations made more than 3 hours in advance are not considered late.
* Members will receive one warning for a late cancellation or no-show within a 30-day period.
* Members with two or more late cancellations or no-shows in a 30-day period will be charged for any subsequent occurrences after the initial warning.
Membership Cancellation Policy
* Members must provide 7 days' notice to cancel their membership by contacting urbanreformbookings@gmail.com.
* Cancelling a direct debit without following the proper cancellation procedure will result in the member being blocked from future bookings.
Membership Freeze/Pause Policy
* Members may freeze or pause their membership for a maximum of 2 months per calendar year.
* The minimum freeze duration is 1 week.
* Members must notify Urban Reform HQ at least 7 days in advance to request a membership freeze.
Memberships and respecting the UR facility
We hope you respect our facility as much as we have been put into making this facility the best we can possibly be, cleanliness is a high priority for the team at UR and we hope you can support us with this.
Membership Upgrades & Downgrades Policy
* Membership upgrades can be made at any time.
* Members are permitted one downgrade within a 3-month period.
* Downgrades incur a £6 administrative charge.
Facility Cleanliness Policy
* All equipment must be returned to its designated location after use.
* Members must clean and sanitise all equipment used during their session.
* Any litter generated on-site must be disposed of in the appropriate bins.
* Members are required to bring their own towels for hygiene purposes.
Safety Policy
* Members must exercise caution when entering and exiting the gym, particularly regarding vehicle traffic.
* Members must wipe their feet before entering the facility to maintain cleanliness.
* Unsupervised members are not permitted to remain on-site. If found, they will be required to leave immediately.
* The operation or use of the facility's heating systems by members is prohibited.
Shower Policy
* Showers may only be used when a supervisor is present on-site.
* Members must coordinate with the team in advance if they wish to use the showers.
* If supervision cannot be provided, members must leave the premises immediately after showering.
Community Group Policy (WhatsApp Group)
Eligibility
* The WhatsApp group is exclusively for active and past UR members. People who are not present/past members are required to leave the group. Assistance will be provided if needed.
Code of Conduct:
* Members must maintain professionalism, kindness, and courtesy at all times.
* Offensive language, hate speech, spamming, and excessive self-promotion are strictly prohibited.
* All members must respect the privacy of others.
* Discussions must remain relevant to Urban Reform HQ’s shared goals and community interests.
Content Guidelines:
* Coaches will seek permission before sharing any photos or videos of members.
* Sharing of personal, illegal, or harmful content is prohibited.
* Members must respect copyright and intellectual property laws when sharing content.
Moderation:
* Group leaders are responsible for maintaining a positive and respectful environment. Persistent rule violations may result in removal from the group and, in severe cases, termination of membership.
Dispute Resolution:
* Disputes will be mediated by Urban Reform HQ owners to preserve community harmony.
Referral Policy
Referral Rewards:
* Refer 1 person: Receive 25% off next month’s membership.
* Refer 2 people: Receive 50% off next month’s membership.
* Refer 3 people: Receive 1 free month of membership.
* Refer 4 or more people in a single month: Earn a recurring membership discount.
Attendance Rewards:
* Members achieving attendance milestones will be eligible for rewards, including shoutouts, vouchers, complimentary membership months, and trophies.
Additional Policies
Health and Injury Waiver
* Members participate in all activities at Urban Reform HQ at their own risk.
* It is the responsibility of members to ensure they are physically and medically fit to participate in fitness activities.
* Members should seek professional medical advice if they have any underlying health concerns or conditions.
* Urban Reform HQ accepts no liability for injuries, illnesses, or health conditions arising from participation in activities, except in cases of proven negligence by Urban Reform HQ staff.
Photography & Media Release
* By participating in activities at Urban Reform HQ, members grant permission for photographs or videos taken on-site to be used for marketing or promotional purposes.
Equipment Damage Policy
* Members are expected to handle all equipment with care and follow proper usage guidelines provided by staff.
* Intentional or negligent damage to Urban Reform HQ equipment or facilities will result in the member being held financially responsible for repair or replacement costs.
* Repeated instances of equipment misuse may result in membership suspension or termination.
Phone Usage Policy
* To maintain focus and ensure a high-quality training environment, phone usage is not permitted during classes. Members who wish to take photos or videos may do so before or after the session. Recording or using phones during class can be distracting and disrupt the purpose-driven training experience we strive to create.
Code of Conduct & Consequences
Urban Reform HQ maintains a high standard of professionalism and expects all members to adhere to these Terms & Conditions to ensure a safe, respectful, and welcoming environment for all.
Behaviour Expectations:
* Members must act respectfully toward staff, fellow members, and the facility at all times.
* Any form of abusive, aggressive, or inappropriate behaviour will not be tolerated.
Violation of Terms:
* Breaches of these Terms & Conditions will result in appropriate action, which may include:
* Warnings
* Restrictions on access to facilities
* Termination of membership
Serious Violations:
* Serious violations, such as harassment, abusive behaviour, or intentional disregard for facility rules, may result in immediate membership termination without refund.
Contact:
* For any questions or concerns regarding these Terms & Conditions, please email urbanreformbookings@gmail.com