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.

HEALTH & LIABILITY

Exercise involves risks, including potential injury. You acknowledge and accept these risks and affirm that you are medically cleared for exercise. You assume full responsibility for your health and release Cara Conway and Cara Conway Personal Training, LLC from liability for any injury or health issues arising from participation.

TRAINING CONTRACT TIMELINES:

6-MONTH PRIVATE TRAINING CONTRACT MUST BE COMPLETED WITHIN 7 CONSECUTIVE MONTHS.

3-MONTH PRIVATE TRAINING CONTRACT MUST BE COMPLETED WITHIN 4 CONSECUTIVE MONTHS.

6-SESSION TRIALS EXPIRE IN 8 WEEKS OF FIRST TRAINING SESSION.

12-SESSION PACKAGES EXPIRE IN 14 WEEKS OF FIRST TRAINING SESSION.

6-MONTH SEMI-PRIVATE TRAINING CONTRACTS MUST BE COMPLETED WITHIN 7 CONSECUTIVE MONTHS.

3-MONTH SEMI-PRIVATE TRAINING CONTRACTS MUST BE COMPLETED WITHIN 4 CONSECUTIVE MONTHS.

PAYMENT TERMS

Subscription plans require half upfront, with the remaining balance charged automatically each month via Stripe.com until paid in full. Trial and single-session packages require full payment upfront. By signing, you authorize automatic charges for your agreed contract. Early termination: The remaining contract balance will be charged in full, and the contract will be void. Refunds: Only available within the first week of training for unused sessions. No refunds thereafter.

SESSION EXPIRATION & ATTENDANCE

All sessions must be completed within the stated timeframes. Unused sessions expire and are non-transferable and non-refundable.

MAKE-UP SESSIONS

Clients may make up 1 extra session per week beyond their regular schedule. Make-ups must occur within the contract period; unused sessions are void. Make-ups cannot be done back-to-back; allow at least one rest day between sessions.

Most Saturday mornings (8–10 AM) are available for make-ups. It is the client’s responsibility to schedule make-ups. For any vacations, work events, or family obligations, please notify Cara in advance so we can plan your schedule accordingly. Make-up sessions may be arranged within your contract period, but cannot be carried over past your contract’s expiration date. Advance notice allows flexibility to keep you on track with your training goals and ensures all sessions are completed within your agreed timeframe.

EXTENSIONS

Extensions are granted only for verified medical issues affecting you, the client, with documentation from a licensed healthcare provider. Extensions will not be granted for medical issues or personal matters involving family members, friends, or anyone other than the contracted client. All extensions are solely at the discretion of Cara Conway.

CLIENT RESPONSIBILITES

Be punctual: Sessions start and end on time.

Communicate: Inform Cara of injuries, illness, or medical changes.

Commit: Consistent attendance drives results.

Prioritize health: Maintain good nutrition, rest, hydration, and stress management.

Follow instructions: For safety and effective progress.

Reschedule: Make-up sessions within your contract time period.

PAUSE / HOLD POLICY

Holds may be granted only for verified medical reasons affecting you, the client, and are approved solely at the discretion of Cara Conway. Holds will not be granted for medical issues or personal matters involving family members, friends, or anyone other than the contracted client. Paused sessions do not automatically extend expiration dates unless specifically approved by Cara Conway.

CANCELLATION & SICKNESS POLICY

Please give at least 24 hours’ notice to cancel or reschedule a session. Missed sessions without proper notice are forfeited. If you feel unwell, notify Cara as soon as symptoms begin, ideally the evening before your session. This allows for a make-up session within your contract period. Sick cancellations made under 12 hours’ notice will be forfeited, except in cases of sudden illness or medical emergency, which may be reviewed at Cara’s discretion. You may use a limited number of sick days per contract without losing a session, provided you make it up within your contract timeframe. 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 ALLOWANCE

3-Month Contracts: 2 sick days. You may use up to 2 sick days per contract without penalty. If you need to cancel due to illness more than 2 times, any additional missed sessions will be forfeited and not allowed a make-up.

6-Month Contracts: 4 sick days. You may use up to 4 sick days per contract without penalty. If you need to cancel due to illness more than 4 times, any additional missed sessions will be forfeited and not allowed a make-up.

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

You may use your allotted sick days if you or your child or an immediate family member becomes ill. However, each cancellation, whether for yourself or a family member, counts toward your total sick-day limit. After your sick-day allowance is used, any additional missed sessions will be forfeited and cannot be made up.

COMMUNICATION  

To cancel/reschedule:
EMAIL: CaraConwayPT@gmail.com
CALL/TEXT: 503-516-3962

Texts or emails are returned within 24 hours (Mon–Sat). Sundays off.

CONDUCT, SAFETY & SECURITY

 Train sober; disclose medications affecting performance. Stop immediately if you feel pain and alert Cara (muscle soreness is normal, pain is not). The facility is under 24-hour video surveillance for safety.

COMPLIMENTARY PERSONAL TRAINING 30-MINUTE CONSULTATIONS

Cara Conway Personal Training offers complimentary 30-45 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.

PHOTO/VIDEO POLICY

Cara Conway Personal Training will not take or use pictures/videos without prior written 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, I will ask and obtain client permission prior. Clients who permit Cara Conway Personal Training to take and use photos/videos for public use will sign our photo release form. If the client asks the trainer to take a photo or video of them during their session, the trainer and Cara Conway Personal Training are released from all liability.

SECURITY

The premises in which Cara Conway Personal Training operates is under 24-hour video surveillance to protect both the client/s and trainer. Recordings are automatically uploaded to the cloud and will only be accessed with a valid reason. Recordings will not be used publicly for any reason other than to protect the client, the trainer, and the gym.

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.