Policies & Procedures

Athletic Evolution SPT’s Policies and Procedures

• We strive to provide a fun environment that’s conducive to getting results while enjoying ourselves at the same time. At times we joke around and play, but it is all in good fun. As such, all members understand that they must maintain a sense of humor at all times.
• These policies and procedures have been designed in order to give you the best possible training experience and to keep as much of Coach Andrea’s hair brown (and not gray) as possible! The policies and procedures put in place will allow us to efficiently and effectively administer all of your sessions with our small but awesome staff!    
• This will help us focus on what matters the most – getting you feeling healthier, fitter, faster, more powerful, and ultimately achieving your goals!
• These policies supersede all previous policies and apply to all clients. We reserve the right to update these policies at any time, in which you will be informed of these changes.

Communications

• Primary communications are done through the app or web-portal
  • Messaging–text messages will be sent through the app, please be sure to download the app for push notifications.  
  • Groups–athletes and parents will be invited to Groups (similar to Facebook groups) where we can post and engage.
  • Sharing files–Coach can share links, attachments and images via the new system.  
• Clients and/or members must ensure that they update their account with the correct contact information and that notifications on the app are set to on.
• You may opt out of email and SMS communications that we may otherwise send for promotional or marketing purposes, but if you do, we cannot be held responsible and refunds will not be granted for any loss incurred by you not receiving session related communications for example closures, changes, or cancellations.
• In the event Athletic Evolution SPT needs to adjust or cancel a session, we will attempt to contact all athletes booked via direct messaging in the app and email prior to adjustment or cancellation.  Athletic Evolution SPT will return any sessions to athletes who booked prior to cancellation. 
• Athletes (and parents) must ensure that they update their account with the correct contact information and notifications on the app are set to on.
  • You may opt out of email and SMS communications that we may otherwise send for promotional or marketing purposes, but if you do, we cannot be held responsible and refunds will not be granted for any loss incurred by you not receiving facility or session related communications.
• Instagram & Facebook–Athletic Evolution SPT will endeavor to post celebratory, informational, and interesting social media posts.
  • Instagram: CoachAndreaTyndall
  • Facebook: CoachAndreaTyndall
• Newsletters–weekly, monthly, or quarterly newsletters may be sent out when possible.  Please be sure to sign up at:
  • https://coachandreatyndall.activehosted.com/f/1
• Website–information regarding sessions, program plans, events and more can be found at:
  • hhtps://www.athleticevolutionspt.com

Schedule Specifics

• Group training
  • We may, with reasonable notice and at our discretion reserve th right to change/alter the service offerings and schedule at any time. Any group training session training times are scheduled to reflect the availability of the majority of participants, however, if group sessions consistently drop near or below minimums they may be changed to a different group/rate setting, rescheduled, or removed.
• Session instructors may be substituted for another suitably qualified cach at the discretion and need of Athletic Evolution SPT. As Athletic Evolution SPT is providing a session with the same content and quality, refunds will not be granted in the event of a class instructor substitution.
• In the event that Athletic Evolution SPT needs to cancel as ession, we will attempt to contact all clients via the All-in-One who booked prior to cancellation and will return any sessions or funds.
  • Athletes and/or parents must ensure that they update their account with the correct contact information and otifications on the app are set to on.
  • Clients must notify us of cancellation twenty-four (24) hours prior to scheduled appointment.  Contact us at Achieve@AthleticEvolutionSPT.com.
    • NOTE: Client will be charged for the session if less than twenty-four (24) hours notice of cancellation is given.
• For Semi-Private, Small or Large Group Training Sessions
  • If an Athlete cancels PRIOR to 24 hours before the session, the remaining Athlete(s) will be given the opportunity to continue the session with a possible price adjustment.
  • If an Athlete cancels WITHIN 24 hours of the scheduled appointment then the session will continue with the remaining Athlete(s) and the client-athlete cancelling will forfeit the session and be charged in full.
  • Waitlisted individuals will be notified in the order that they signed up if space is available

Scheduling Sessions

• How to Schedule your Session
  • Training sessions can be scheduled by logging onto your account (app or web).
    1. Video tutorials are available in the FAQ’s & Tutorials tab
  • Sessions should be booked one month at a time. While not set in stone, it allows for flexibility of scheduling, ensures that you get your preferred training day/time, and increases training consistency.
  • Scheduling system will allow you to book as many sessions as are available in your training plan.
    1. Time slots cannot be guaranteed after lengthy vacations or time away.
• How to REschedule your Session
  • As soon as you are aware of a conflict, please log onto your account (app or web) to reschedule your training session.
    1. Video tutorials for rescheduling are available in the FAQ’s & Tutorials tab
  • If you need to reschedule occasionally that is okay. However, if it is on a consistent basis it may result in the loss of your time slot. ???
• How to Cancel your Session
  • Cancellations can be made by logging onto your account (app or web).
    1. Video tutorials are available in the FAQ’s & Tutorials tab.
  • Please note: Last Minute Cancellations (under 24hr) will be charged the full session rate.
• Session Cancellation Policy
  1. If you need to cancel occasionally that is okay. However, if it is on a consistent basis it may result in the loss of your time slot. ???Non-attendance to booked sessions will result in the session/funds forfeiture. Three (3) missed sessions results in athletes being unable to book further sessions. Booking will be reinstated by contacting Coach Andrea via messaging in the app/web-portal.
  • Private Training
    1. Athletes will be charged in full for any session that is canceled less than twenty-four (24) hours before the scheduled session.
  • Group Training (Semi-Private, Small Group, Large Group, Team)
    1. Group athlete minimums need to be reached for a session to occur; any group training session that drops below the necessary number of participants will be canceled.
       1. If you are worried that your group training session may be canceled due to low enrollment, please feel free to refer your family, friends, or teammates!
       2. To learn more about our referral bonus system please check out www.athleticevolutionspt.com/specialoffers.
• Waitlist
  • Waitlisted individuals will be notified when a session opening becomes available; the first to sign up will receive the spot.
• When you will be Late, but would like us to Wait
  • Clients and athletes, or their drivers, are responsible for arriving on-time to scheduled training sessions. 
  • Sessions will not be extended beyond scheduled time.
    1. Please notify Coach Andrea or your Athletic Evolution SPT Coach if you will be arriving late as they will wait up to 15 minutes, unless contacted, before listing the appointment as a “no show”, which will be charged in full.
       1. Group sessions will start on time; late athletes can join the session upon arrival.
    2. It’s strongly encouraged that you make as much of a session as possible as some training is better than none.
       1. Doing something is ALWAYS better than skipping the session.
  • If an athlete is consistently late they….WHAT??
• Parents/Drivers: Late Pick-Up
  • If an athlete is dropped off at a location for a session they must be picked up at the end of the designated time.
    1. If the pick-up is more than 5 minutes late there will be a late fee of $10, 10 minutes late is $20.
    2. If a late pick-up results in Coach Andrea or another Athletic Evolution SPT Coach being late for a following session or commitment, an additional fee equivalent to the amount of time late to the following session will be charged to the account.  
• When Coach’s watch is broken…
  • Coaches will be prepared and punctual for sessions, however some equipment clean up and set up may be required when scheduled with back-to-back sessions.
  • If Coach Andrea or your Athletic Evolution SPT Coach is late, the time will be made up at the end of that session, during a subsequent session, or the client will be reimbursed for lost time. 
  • Coach Andrea or your Athletic Evolution SPT Coach will give 24 hours notice for cancellation of sessions. If 24 hours notice is not given, the fee for that session will be waived and a make-up session will be made available.
• When Mother Nature isn’t cooperating…
  • In the rare event that there is unfavorable weather forecasted, Coach will monitor the forecast and send updates as to any potential changes or session cancellations. 
  • Notification will be made as soon as it is determined that the session will be moved or canceled.
  • If canceled, the scheduled session will be credited to the membership or an alternative session will be scheduled.

Health & Safety

• Athlete certifies that:
  • he/she is physically capable of participating in a strength, flexibility and aerobic training exercise program and using the equipment associated with such training and has either
    • had a physical examination and been given a physician’s permission to participate in this training program; or 
    • decided to participate in this training program without the approval of a physician.
• If, after screening, it is advised that an Athlete should seek medical attention Athletic Evolution may refuse to schedule sessions until medical advice is sought to ensure no further injury occurs.
• Athlete agrees to promptly and fully disclose to Coach any injury, condition or impairment which may have a deleterious effect on or be impacted by this training program and the Coach’s decision to discontinue training because of any condition which presents an adverse risk or threat to the health or safety of the Athlete, the Coach or others shall be conclusive.  
• Coach Andrea or other Athletic Evolution SPT Coaches are not Doctors, Physical Therapists, Sports Medicine Specialists, Sports Psychologists, or Registered Dieticians…but we do have an excellent referral network for specific needs beyond the scope of our practice.

General Policies

• Membership rules govern your conduct as set out on our website
  • You are entitled to access and to use the Athletic Evolution services and facilities  by your membership until termination or suspension of that membership pursuant to this agreement. 
  • We will make reasonable endeavors to make available to you the rights and privileges of membership of the gym you joined and have paid for. This includes access to the facility, equipment, and staff and independent self-employed trainers for general advice. 
  • We will make reasonable endeavors to communicate to you in advance if we are unable to make available to you the rights and privileges of membership. Alternative options will be offered and available.
  • We may, with reasonable notice and at our discretion, close our premises for reasonable periods of time to carry out maintenance, repairs, refurbishment, cleaning or for other reasons outside of our control. We will endeavor to reopen facilities as soon as is reasonably possible in these circumstances. You agree that you will not be eligible for any refund for the temporary interruption in services during the period.
    1. If extended facility closure is necessary alternative options will be offered and made available.
  • Athletes and/or their Managers must ensure that they update their account with the correct contact information and notifications on the app are set to on.
    1. You may opt out of email and SMS communications that we may otherwise send for promotional or marketing purposes, but if you do, we cannot be held responsible and refunds will not be granted for any loss incurred by you not receiving gym or class related communications for example closures or class changes or cancellations.
• Dress & Hygiene
  • Wear suitable clothing and footwear when exercising (denim, bare feet, flip-flops, boots or a bare torso are amongst the range of clothing choices that are unsuitable). Any athlete not wearing suitable attire may be asked to leave at the discretion of the coaching team.
  • Shoes should be low profile (ideally not running shoes) and must be worn unless specifically advised by an instructor.
    1. Please, no shoes on the yoga mats.
  • When training outdoors appropriate clothing should be worn depending on the weather conditions; layers are always ideal.
• Conduct
  • Athletes should use the equipment and facilities in accordance with the advice given by our coaches and/or any notices on the premises. Athletes shall not misuse the equipment or facilities at Athletic Evolution, or outside training locations, and any member who wilfully or negligently causes such damage shall pay for any damage to the property.
  • Smoking is not permitted in any part of the facility.  Also, members may not use services or facilities under the influence of narcotics or other mood-altering substances.
  • In the interests of health and hygiene, all users must ensure the equipment is cleaned before and after use.  Cleaning spray and hand towels are provided for wiping down of equipment.
• Personal Items
  • For security reasons, members and guests are asked to keep personal belongings and valuables in their vehicles, a basket is available for keys, phones, etc. 
  • Lost property will be retained for a reasonable period of time (1 month).