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.

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.

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.

Private training clients are allowed up to 2 total flexible absences per contract period for:

·       Personal scheduling conflicts

·       Illness

·       Travel

·       Work conflicts

·       Family illness

·       Pet-related scheduling conflicts

Additional absences beyond the 2 allotted flexible absences will result in forfeiture of the missed session.

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.

A minimum of 24 business hours’ notice is required for personal scheduling conflicts or 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.

Illness-related absences require at least 12 hours’ notice whenever possible.

Personal scheduling conflicts:

Less than 24 business hours’ notice = session forfeited.

Illness-related absences:

Less than 12 hours’ notice = session forfeited.

Forfeited sessions do not qualify for make-up sessions.

No. Make-up sessions are limited, subject to trainer availability, and not guaranteed.

If cancellation openings become available within the allowable make-up period, Cara Conway Personal Training may proactively reach out to offer available make-up opportunities when possible.

Additional make-up policies include:

• Must be completed within 2 weeks of the missed session 

• Limited to 1 make-up session per week 

• No same-week swaps 

• No weekend make-ups 

• Clients are responsible for inquiring about make-up availability 

• If no make-up availability arises within the 2-week make-up period, the missed session will be forfeited and the recurring training schedule will continue as normal

When available, make-up opportunities are most commonly offered during limited weekday morning openings, such as Wednesdays at 8 AM.

Make-up availability may vary based on scheduling, cancellations, and trainer availability, and is not guaranteed.

Vacation holds are intended for extended planned travel or larger disruptions to your recurring training schedule.

Short-term travel or isolated missed training weeks generally do not qualify for vacation hold accommodations and should instead utilize your allotted flexible absences.

Example:

A long international trip missing multiple weeks of training may qualify for a vacation hold.

A short trip missing one training week would typically use flexible absences.

During an approved vacation hold:

·       Clients may recover 1 missed session regardless of weekly training frequency

·       Additional missed sessions during the vacation period are forfeited

·       Contract timelines may be adjusted only as needed to accommodate the approved recovered session

·       Recovered sessions are subject to trainer availability and not guaranteed

·       Vacation holds must be requested and approved in advance.

Possibly. Medical holds are available only for medical situations directly affecting the client. Documentation may be required.

Additional medical hold policies:

·       Maximum approved hold duration = 30 days

·       Approval is at trainer discretion

·       Holds do not apply to family or personal situations involving others

No. Missed, forfeited, or canceled sessions do not carry over beyond the active contract timeline.

Cara Conway Personal Training observes the following annual closures:

·       Memorial Day

·       Independence Day (July 4th)

·       July 28th

·       Labor Day

·       Thanksgiving & 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.

One summer vacation closure period will also be taken annually with dates announced in advance.

Clients directly affected by the summer closure period may have contract timelines adjusted only as needed to accommodate 1 recovered session regardless of weekly training frequency. Additional missed sessions during the closure period will be forfeited.

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 text if running more than 5 minutes late.

Sessions are forfeited if a client is more than 10 minutes late without communication.