FAQ — Cara Conway Personal Training

SCHEDULING & CONTRACTS

Private training operates on a recurring weekly appointment schedule over a 3-month contract period rather than a session-bank model.
For example, a client training 2x per week may reserve Mondays and Wednesdays at 10 AM each week throughout the duration of the active contract period.
Contract timelines are based on the active contract period rather than tracking and extending individual sessions.
As a result, the total number of sessions completed during a contract period may vary slightly depending on calendar structure, annual closures, and training frequency.
Your recurring appointment times are reserved specifically for you throughout the active contract period to support consistency, scheduling stability, and long-term training progress.
For new clients, your 3-month contract usually begins on your first training session. However, recurring appointment times cannot be held without an active contract. If you ask me to reserve a recurring appointment time before officially starting, your contract may begin when those appointment times are reserved for you.
For renewing clients, each new 3-month contract begins immediately following the expiration of the previous contract period in order to maintain recurring appointment times.
No. Recurring appointment times are reserved only for the duration of your active contract period.
To continue training at the same recurring appointment time following contract expiration, timely contract renewal is required. Renewal discussions and contract resigning typically occur within the final 3 weeks of the active contract period.
Appointment times cannot be guaranteed once a contract has expired.
Recurring training times may be changed if another suitable appointment becomes available. Changes are subject to trainer availability and cannot be guaranteed.

ATTENDANCE, FLEXIBLE ABSENCES & MAKEUPS

Private training clients are allowed up to 2 Flexible Absences per contract period for travel, personal scheduling conflicts, illness, or the illness of an immediate family member.

A Flexible Absence may be used for one missed scheduled session if the client requests the opportunity to schedule a make-up session. Make-up opportunities are subject to trainer availability and are not guaranteed.

If no suitable cancellation or scheduling opening becomes available within the 2-week make-up period, the missed session will be forfeited.

Illnesses are handled under the same Flexible Absence and make-up policies as any other absence. If you would like the opportunity to schedule a make-up session, you may request to use one of your Flexible Absences.
Emergencies are handled under the same attendance, Flexible Absence, and make-up policies as any other cancellation. Cancellations made with less than 24 business hours’ notice, including emergencies, are not eligible for a Flexible Absence or make-up opportunity.
If you know there are certain dates you may regularly miss training (for example, every second Thursday of the month), those sessions would still fall under your contract’s flexible absence and make-up policies.
As those dates approach, alternate training times may be discussed based on trainer availability at that time, but are not guaranteed.
If you anticipate an extended period of travel that will significantly disrupt your recurring training schedule, please let me know as soon as possible. Any accommodations for extended travel are at the trainer’s discretion and may require a separate Extended Travel Addendum.
The missed session will be forfeited, and we will resume training at your next scheduled appointment. Because you did not request the opportunity to schedule a make-up session, no Flexible Absence will be used.
Simply let me know that you would like to use one of your Flexible Absences by saying something like, “I’d like to make up this session.” It is the client’s responsibility to inquire about scheduling make-up opportunities. Make-up sessions are subject to trainer availability, are not guaranteed, and must be completed within two weeks of the missed session.
No. A Flexible Absence provides the opportunity to schedule a make-up session but does not guarantee that one will become available.
No. If no suitable cancellation or scheduling opening becomes available within the 2-week make-up period, the missed session is forfeited.
No. Make-up sessions are limited to one per week and are subject to trainer availability. Back-to-back sessions may be permitted at trainer discretion, and if scheduled, the second session may be modified to a lighter training day.
Yes. Flexible absences are available for you to use throughout your contract period. You are not required to use them for every missed session.
Once both flexible absences have been used, any additional missed sessions will be forfeited and will not be eligible for make-up opportunities.
Unused flexible absences do not roll over, transfer, or convert into additional sessions.
Late cancellations and no-shows are forfeited and are not eligible for a Flexible Absence or a make-up opportunity.
A minimum of 24 business hours’ notice is required for all cancellations and reschedule requests. Weekend hours do not count toward the 24-hour notice period.
Example:
A Monday 11 AM session canceled Friday evening would not qualify as proper notice.
Cancellations made with less than 24 business hours’ notice, including those due to illness or emergencies, result in forfeiture of the missed session and are not eligible for a Flexible Absence or make-up opportunity.
There are no regularly scheduled make-up times. Make-up opportunities may become available due to cancellations or schedule openings, but are not guaranteed.
Regular training sessions and make-up sessions are not offered on Saturdays or Sundays.
No. Missed, forfeited, or canceled sessions do not carry over beyond the active contract timeline.

MEDICAL HOLDS

Possibly. Contract holds are available only for medical reasons directly affecting the client. Documentation may be required.
Approved medical holds temporarily pause your recurring training schedule and contract timeline. Both will resume on your approved return date.
Medical Hold Guidelines:
·       Maximum approved hold duration: 30 days
·       Approval is at trainer discretion.
·       Holds do not apply to medical or personal situations involving family members or others.
If you are unable to resume training after the maximum approved hold period, any further accommodations, contract extensions, or account adjustments will be at the sole discretion of Cara Conway Personal Training, LLC.

PAYMENTS

Clients may pay in full at the start of the contract. Eligible training frequencies may also choose an installment payment plan requiring 50% upfront, with the remaining balance billed automatically according to the payment schedule outlined in the contract.
If a scheduled payment is declined, returned, disputed, or otherwise fails to process, training sessions may be suspended until the outstanding balance has been paid.

CLOSURES

Cara Conway Personal Training, LLC observes the following scheduled annual closures:
·       Memorial Day
·       Annual Spring Closure (one week between late February and mid-March; dates announced approximately 1–2 months in advance)
·       Independence Day (July 4)
·       Annual Personal Day (July 28)
·       Annual Summer Closure (one week between late June and early September; dates announced approximately 1–2 months in advance)
·       Labor Day
·       Thanksgiving Day and Black Friday
·       Christmas Eve through New Year’s Day
If a holiday falls on a weekend, the adjacent weekday may also be observed as a closure.
Cara Conway Personal Training may also observe up to one additional personal or professional closure day each calendar year. Whenever possible, clients will be notified at least 30 days in advance.
No. All scheduled holidays and gym closures are part of the annual operating calendar and are already reflected in the contract pricing and structure. As a result, they do not qualify for make-up sessions, contract extensions, refunds, or additional training sessions.

GENERAL POLICIES

Sessions canceled by the trainer due to illness, emergency, unsafe conditions, or unforeseen circumstances may be rescheduled or credited at trainer discretion.
Messages and emails are typically answered within 24-48 business hours.
Business hours:
Monday-Friday 8 AM-5 PM
Weekend responses are not guaranteed.
Clients should notify the trainer if running more than 5 minutes late.
Sessions are automatically canceled and forfeited if a client is more than 15 minutes late without communication. Due to scheduling requirements, training sessions will not be permitted to start more than 15 minutes after the scheduled appointment time.

SCHEDULING & CONTRACTS

Semi-private training operates on a shared recurring weekly appointment schedule between two training partners.

Each client:
-Signs individually.
-Receives individualized programming.
-Shares recurring reserved training appointments with their training partner based on their selected training frequency.

Semi-private training operates on a recurring weekly appointment schedule over a 3-month contract period rather than a session-bank model.
For example, a semi-private training partnership attending 2x per week may reserve Mondays and Wednesdays at 10 AM each week throughout the duration of the active contract period.
Contract timelines are based on the active contract period rather than tracking and extending individual sessions.
As a result, the total number of sessions completed during a contract period may vary slightly depending on calendar structure, annual closures, and training frequency.
Your recurring shared appointment times are reserved specifically for your semi-private training partnership throughout the active contract period to support consistency, scheduling stability, and long-term training progress.
For new clients, your 3-month contract usually begins on your first training session. However, recurring appointment times cannot be held without an active contract. If you ask me to reserve a recurring appointment time for you before officially starting, your contract may begin when those appointment times are reserved for you.
For renewing semi-private training partnerships, the new contract period will begin immediately following the expiration of the previous contract period in order to maintain recurring appointment times.
No. Recurring appointment times are reserved only for the duration of your active contract period.
To continue training at the same recurring appointment time following contract expiration, timely contract renewal is required. Renewal discussions and contract resigning typically occur within the final 2 weeks of the active contract period.
Appointment times cannot be guaranteed once a contract has expired.
Possibly. Semi-private training schedule changes are subject to trainer availability, partner compatibility, and scheduling availability and cannot be guaranteed.
Possibly. Semi-private pairings and scheduling arrangements are determined at the discretion of Cara Conway Personal Training based on scheduling compatibility, availability, and coaching needs.

ATTENDANCE & PARTNER POLICIES

The remaining client is still expected to attend the scheduled session as planned.
The absent client’s session is considered used and forfeited.
The attendance or absence of one training partner does not alter the scheduled training obligation of the remaining partner.
No.
Due to the shared scheduling structure of semi-private training:
·       Make-up sessions are not offered
·       Reschedules are not offered
·       Illness accommodations are not offered
·       Vacation accommodations are not offered
If one semi-private training partner is absent due to:
·       Illness
·       Vacation
·       Work conflicts
·       Personal scheduling conflicts
The remaining client is still expected to attend the scheduled session as planned. Clients are responsible for managing personal schedules and attendance within the active contract timeline.
No. Due to the shared scheduling structure of semi-private training, contract holds are not offered.
If one training partner stops attending or terminates early, the remaining partner’s recurring schedule and agreement continue as normal.
The remaining partner’s contract and recurring training schedule continue as normal.
Cara Conway Personal Training reserves the right to modify semi-private pairings or scheduling arrangements as needed.
No. Missed, forfeited, or canceled sessions do not carry over beyond the active contract timeline.

PAYMENTS

Clients may pay in full at the start of the contract. Eligible training frequencies may also choose an installment payment plan requiring 50% upfront, with the remaining balance billed automatically according to the payment schedule outlined in the contract.
If a scheduled payment is declined, returned, disputed, or otherwise fails to process, training sessions may be suspended until the outstanding balance has been paid.

CLOSURES

Cara Conway Personal Training observes the following annual closures:
·       Memorial Day
·       Annual Spring Closure (one week between late February and mid-March; dates announced approximately 1–2 months in advance)
·       Independence Day (July 4)
·       Annual Personal Day (July 28)
·       Annual Summer Closure (one week between late June and early September; dates announced approximately 1–2 months in advance)
·       Labor Day
·       Thanksgiving Day and Black Friday
·       Christmas Eve through New Year’s Day
If a holiday falls on a weekend, the adjacent weekday may also be observed as a closure.
Cara Conway Personal Training may also observe up to one additional personal or professional closure day each calendar year. Whenever possible, clients will be notified at least 30 days in advance.
No. All scheduled holidays and gym closures are part of the annual operating calendar and are already reflected in the contract pricing and structure. As a result, they do not qualify for make-up sessions, contract extensions, refunds, or additional training sessions.

GENERAL POLICIES

Sessions canceled by the trainer due to illness, emergency, unsafe conditions, or unforeseen circumstances may be rescheduled or credited at trainer discretion.
Messages and emails are typically answered within 24-48 business hours.
Business hours:
Monday-Friday 8 AM-5 PM
Weekend responses are not guaranteed.
Clients should notify the trainer if running more than 5 minutes late.
Sessions are automatically canceled and forfeited if a client is more than 15 minutes late without communication. Due to scheduling requirements, training sessions will not be permitted to start more than 15 minutes after the scheduled appointment time.

Your Questions.

Straight Answers.

PRIVATE TRAINING

SEMI-PRIVATE TRAINING