CARA CONWAY PERSONAL TRAINING CONTRACT + TERMS & CONDITIONS

General Gym Policies

All personal training clients must complete the following forms: Lifestyle and Health History, Physical Activity Readiness Questionnaire (PAR-Q), Liability Waiver, Informed Consent, Personal Training Contract/Terms and Conditions, and any subsequently required documentation to participate in personal training services. Clients are responsible for disclosing all relevant health and medical conditions to the trainer before the first scheduled training session, including but not limited to injuries, allergies, medications, or other medical information that may be relevant when participating in personal training sessions. If clients withhold medical information from the trainer, the trainer will not be held liable for any symptoms or injuries sustained.

Complimentary Personal Training Consultations 30-60Mins

Cara Conway Personal Training offers complimentary 30-60 minute personal training consultations with Trainer, Cara Conway. Before your free consultation can be scheduled, clients must complete our Lifestyle and Health History Form and PAR-Q via our website. Please refer to THE website for information about what to expect during the consultation. If you need to cancel or reschedule, I ask that you provide at least 24 hours’ notice.

D.R.E.S.S. for Success

To maximize results and support overall health, clients are expected to follow the D.R.E.S.S. principles:

Diet: Prioritize whole, nutrient-dense foods and adequate hydration.

Recovery: Include rest days, mobility work, and light movement.

Exercise: Maintain consistency with prescribed strength and cardiovascular training.

Sleep: Aim for 7–9 hours of quality sleep per night.

Stress Management: Practice mindfulness and restorative activities.

Failure to prioritize these habits may negatively impact progress, recovery, and immune health and does not exempt clients from contract terms.

Health, Medical Clearance & Assumption of Risk

Participation in physical exercise involves inherent risks, including but not limited to muscle strains, joint injuries, cardiovascular events, and other physical complications. By signing this agreement, you confirm that:

·       You are medically cleared to participate in exercise and have disclosed all relevant medical conditions, injuries, medications, or limitations.

·       You voluntarily assume full responsibility for any risks, injuries, or damages that may occur as a result of participation.

You hereby release, waive, and discharge Cara Conway and Cara Conway Personal Training, LLC from any and all liability, claims, demands, or causes of action arising from participation, except where prohibited by law.

Indemnification

You agree to indemnify, defend, and hold harmless Cara Conway and Cara Conway Personal Training, LLC from any claims, damages, liabilities, costs, or expenses (including attorney’s fees) arising from your own negligence, failure to follow instructions, violation of facility rules, or breach of this agreement.

Training Packages & Pricing

All packages are sold as contracts with defined expiration periods. Pricing applies only to the current agreement and may change for future contracts or renewals.

 6-Month Private Training (~$80/session) Must be completed within 7 consecutive months.

48 Sessions (2x/week): $3,840 total. $1,920 to start + $384/month for 5 months

72 Sessions (3x/week): $5,760 total. $2,880 to start + $576/month for 5 months

3-Month Private Training (~$80/session) Must be completed within 4 consecutive months.

24 Sessions (2x/week): $1,920 total. $960 to start + $480/month for 2 months

36 Sessions (3x/week): $2,880 total. $1,440 to start + $720/month for 2 months

Trial / Single-Session Packages (~$90/session)

6 Sessions (1–2x/week): $540 due upfront. 6-session trials expire in 8 weeks of first training session.

12 Sessions (1x/week): $1,080 due upfront. 12-session packages expire in 14 weeks of first training session.

 6-Month Semi-Private Training (~$65/session per person) Must be completed within 7 consecutive months.

48 Sessions (2x/week): $3,120 total. $1,560 to start + $312/month for 5 months.

3-Month Semi-Private Training (~$65/session per person) Must be completed within 4 consecutive months.

24 Sessions (2x/week): $1,560 total. $780 to start + $390/month for 2 months.

Optional Add-On: Solo session for semi-private clients $80/session (automatically billed to card on file).

Payment Terms & Authorization

Payment must be received before your first training session can be scheduled or begin. Tentative scheduling may occur prior to payment, but no sessions will be held until payment is made and cleared. Check is the preferred form of payment. All checks must clear the bank (up to 5 business days) before the first session may take place for all new clients.

·       Accepted Payments: Check is preferred. Cash, credit card & debit card. American Express is not accepted.

·       Payment in Full: Clients may choose to pay the entire contract amount upfront at the start of any program. Check is the preferred form of payment, though other methods may be accepted.

·       Subscription Plans: Require 50% of the total contract paid upfront. The first payment is requested by check to reduce processing fees. Remaining payments are automatically charged monthly via Stripe until paid in full.

·       Re-Signs: A check for the first payment is preferred for all contract renewals.

·       Trials & Single-Session Packages: Payment is due in full.

·       Authorization: By signing, you authorize recurring charges to the card on file for the agreed contract amount.

·       Failed Payments: Declined charges or returned checks may result in administrative or processing fees and must be resolved promptly.

·       Early Termination: If the client terminates the contract for any reason, the remaining contract balance will be charged in full and the contract will be void.

·       Refund Policy: Refunds are only available within the first 7 days of training for unused sessions. No refunds will be issued thereafter for any reason.

Session Expiration & Attendance

All sessions must be completed within the contract term. Sessions expire regardless of illness, scheduling conflicts, travel, or personal circumstances beyond the approved sick-day and hold policies. Expired sessions are non-transferable and non-refundable.

Make-Up Sessions

·       Limited to one make-up session per week beyond the regular schedule.

·       Subject to trainer availability and not guaranteed.

·       Must be completed within the active contract period.

·       Make-up sessions are preferred to not be scheduled back-to-back, as a rest day between sessions is recommended for proper recovery. If sessions are scheduled on consecutive days, the second workout will be adjusted to a lighter intensity, focusing on higher repetitions and reduced load to support recovery and reduce injury risk. All programming adjustments, including intensity and exercise selection, are made at the trainer’s discretion in the interest of client safety and long-term progress.

·       Saturday sessions (8:00–10:00 AM) must be scheduled at least one week in advance; no same-week or last-minute Saturday bookings.

·       Clients are responsible for scheduling make-up sessions.

·       Advance notice is required for vacations, work events, or planned absences.

Pause / Hold & Contract Extensions

·       Holds or extensions are granted only for verified medical reasons affecting the client.

·       Written documentation from a licensed healthcare provider is required.

·       Approval is at the sole discretion of Cara Conway.

·       Holds do not apply to medical or personal issues of family members or others.

·       Approved pauses do not automatically extend the contract unless explicitly stated.

·       Maximum hold duration, if approved, is 30 days.

Cancellation & Sickness Policy

·       A minimum of 12 hours’ notice is required to cancel or reschedule a session.

·       Cancellations made with less than 12 hours’ notice are automatically forfeited.

·       Clients who feel unwell should notify Cara as soon as symptoms begin, ideally the evening prior to their scheduled session.

·       Sick cancellations made with less than 12 hours’ notice are forfeited, except in cases of sudden illness or medical emergency, which may require documentation and are reviewed at Cara’s discretion.

·       Approved sick days must be made up within the contract period.

Please note that your diet and lifestyle directly affect your immune system, so please prioritize D.R.E.S.S. to ensure you don’t lose sessions!

Sick Day Allowances:

Private & Semi-Private Training (semi-private does not receive additional sick days):

·       3-Month Contracts: Up to 2 sick days may be rescheduled.

·       6-Month Contracts: Up to 3 sick days may be rescheduled.

·       6 & 12-Session Packages: No sick days; missed sessions are forfeited.

Sick days may be used if the client, their child, or an immediate family member is ill. Each cancellation counts toward the total allowance. Once exceeded, additional missed sessions are forfeited.

 Semi-Private Training - Additional Guidelines:

1.     Notify your training partner if you are ill.

2.     Your partner may attend solo, cancel, or purchase a solo session.

3.     Text Cara with the final decision.

4.     After two sick-day callouts, additional absences may not be rescheduled. If the partner purchases a solo session, we can reschedule the Semi-Private session without using a sick day.

Communication & Availability

·       Email: CaraConwayPT@gmail.com

·       Call/Text: 503-516-3962
Non-urgent communication should be sent via text or email. Messages are answered within 24-48 hours, Monday-Friday. No weekend responses are guaranteed.

Trainer Discretion

All training decisions, including but not limited to exercise selection, programming structure, intensity, scheduling accommodations, make-up eligibility, and safety modifications, are made at the sole professional discretion of Cara Conway in the interest of client safety, effectiveness, and long-term progress.

Client Responsibilities

Clients agree to:

·       Arrive on time and exit by 55 minutes past the hour.

·       Communicate injuries, illnesses, or medical changes promptly.

·       Attend sessions consistently and follow programming.

·       Maintain proper nutrition, hydration, sleep, and stress management.

·       Follow all coaching instructions for safety and effectiveness.

·       Complete all make-up sessions within the contract period.

Conduct, Facility Rules & Security

·       Clients must train sober and disclose medications that may affect performance.

·       Exercise must stop immediately if pain occurs; muscle soreness is normal, pain is not.

·       Clients must comply with all gym or facility rules and policies.

·       The facility is monitored by 24-hour video surveillance for safety.

Acknowledgment

You confirm that you have read, understood, and agree to all terms and conditions of this agreement, including payment, cancellation, sickness, and expiration policies. You accept full responsibility for your health and voluntarily release Cara Conway and Cara Conway Personal Training, LLC from all liability.

Photo/Video Policy

Cara Conway Personal Training will not take or use pictures/videos without prior verbal consent from the client. Clients should feel comfortable knowing their private sessions are private. If Cara Conway Personal Training wants to take photos or videos for public use, Cara ask and obtain client permission prior. If the client asks the Cara to take a photo or video of them during their session, Cara and Cara Conway Personal Training are released from all liability.

Lost Property

All lost property at Cara Conway Personal Training is kept at the gym for 30 days. After 30 days, all lost items will be removed from the gym and donated or tossed. Any confirmed/identified lost client items will be set aside/held for 30 days, requiring in-person client pickup. If you know you have lost something at our gym, you must contact Cara Conway via text or email.