Health & Safety

Personal Responsibility
By booking and participating in any session, you confirm that:

• You are medically fit to take part in physical exercise

• You have disclosed any relevant medical conditions via our health questionnaire

• You will stop exercising immediately if you feel unwell, dizzy, or experience unusual symptoms

Outdoor Sessions & Events
For outdoor sessions (e.g. Location Classes, Bootcamps, Run Club), you accept responsibility for your own safety and agree to follow all relevant laws and guidance, such the Highway Code.
For events, you accept responsibility for your own safety and agree to follow all relevant laws, policies, and venue guidance. As a client attending an Evolve Studios event, you represent our clientele and our business. Any behaviour that reflects poorly on this may result in refusal of participation in future events, or in our services more broadly.

​

Venue Access & Age Policy

Booked Participants Only
Evolve Studios operates strictly by booking only. No walk-ins, drop-ins and unbooked attendance is permitted. Tours can be provided by booking the Consultation service via our website or app. 

Adults-Only & Private Environment

• Minimum age is 18 - no exceptions. We reserve the right to request ID.

• No children, bystanders, or non-participants are allowed within the studios or to wait or spectate during sessions

Access & Parking

• Entry is via the main gates at ARG courtyard

• Parking is available roadside or in nearby car parks, provided no access routes are blocked

• Vehicles are parked entirely at your own risk​

​

What to Expect & What to Bring

Punctuality

• Classes start promptly at the scheduled time

• Please arrive 5-10 minutes early for introductions and safety briefings

• Late entry may be refused for safety and disruption reasons, and the session will still be counted

Equipment & Personal Items

• All exercise equipment is provided unless stated otherwise

• Please bring water, and wear appropriate clothing and footwear that allow you to move freely and safely

• Bring only essential items into the studios. Bags and phones must go in the cupboards/shelving provided in each studio. Please don't leave them around the sides of the room or by the mats.

Personal Property

• Evolve Studios accepts no responsibility for lost, stolen, or damaged personal belongings

• Items are left entirely at your own risk

​

Booking & Attendance

Booking Process

• All sessions must be booked and paid for in advance via the Evolve website or app.

• We cannot make bookings or take payment at the time of a session. If you turn up without a confirmed booking, you will be turned away.

• Bookings must be made through your own account - you cannot book for another person.

• Class bookings can be made up to 30 days in advance, and as close to 15 minutes before session start time 

First-Time Clients

• Our Client Screening Health Form must be completed before attending your first session

• Forms are valid for 12 months and must be kept up to date

Class Suitability

• Always read class descriptions and safety notes before booking

• If unsure whether a class is suitable for you, contact us before booking

Class Capacity & Cancellations

• Classes operate with limited spaces, typically between 4-12 depending on the class

• When a class becomes fully booked, a Waiting List feature will open (detailed below)

• Classes with fewer than 3 confirmed participants may be cancelled. We will review booking numbers approximately 90-minutes before class start time, and issue notice of cancellation via app notification and/or email. Early morning classes (before 9am) will be reviewed the evening before, and any cancellation made by 9pm. In the event of a class being cancelled, your booking credit will be returned to your plan to use again.

• If for any other reason a session is cancelled (eg. instructor illness) you will be notified via app and/or email​​​ and your booking credit will be reimbursed to your plan to use again.

Waiting List Function

• When a class is full, clients may join the waiting list

• If a space becomes available, waiting-list clients are notified first, before the space is released publicly

• Booking from the waiting list is the responsibility of the client once notified. Notification does not automatically book your place​​​ for you

​

Cancellations & Rescheduling

12-Hour Cancellation Policy
You may cancel or reschedule  your booking up to 12 hours before session start time. 

Cancelling within 12 hours, or failing to attend, reads lots in loss of the session credit.
Cancelling more than 12 hours ahead will return your booking credit to your package for use again (expiry date still applies

Attendance & Courtesy
If you know you cannot attend a session, please cancel or let us know - even outside or the cancellation window - so we can manage studio setup and offer the space to waiting-list clients.

Refunds

• Refunds are not available, in full or in part, for any services

• In exceptional circumstances, and where terms have not been breached, Evolve Studios may offer account credit in the form of reward points at its discretion, to be used within a set period of time.

​

Packages, Credits & Expiry

Package Options

• Class and Personal Training packages are valid for a set period of time (usually 6 weeks). Please check the expiry of your chosen plan before confirming purchase and ensure you can utilise all credits.

• Packages issue you a set number credits to book with. We recommend checking there is space available for the sessions you wish to attend, before purchasing your package. Failure to use the credits due the session you planned to attend not having space at the time of your booking, will not lead to any reimbursement or extension of your plan. 

• You can select the start date for your package at checkout - choose carefully. Once set, the start date cannot be changed, and the expiry date cannot be extended, except under the Extension Policy below.

Package Expiry & Extensions

• We allow one 1-week extension per client, per year. This can be applied once for classes, and one for Personal Training.
  This is reserved for genuine, unforeseen circumstances where a meaningful number of credits are not able to be utilised. Extension is not available simply because plans changed, time ran short, or just one single credit is left over.

• For classes, extensions will not be granted if 1 credit remains on a 6 Class Package, or 2 credits remain on a 12 Class Package. This is because the 20% discount on these packages is the reward for completing all classes within the 6-week validity period - effectively offering 1 free class within a 6 Class Package, or 2 free classes within a 12 Class Package. Using all but 1 or 2 classes means you've attended at regular value and simply haven't used the "free" class offered as a reward for completing the package on time. As no value has been lost, no extension will be given in these cases. Packages with a greater number of sessions remaining may still be extended in line with the Extension Policy.

• For Personal Training, extensions will not be granted if 1 credit remains on a 4 Session Block, or 2 credits remain on an 8 Session Block, for the same reason as above - the 20% discount rewards weekly attendance plus PT Packages give a 2-week grace period already built into the 6-week validity of a monthly Package.

• If you're not confident you'll complete a package within its validity period, book single sessions instead of a block

Transfer Policy

• Bookings and credits are non-transferable and cannot be shared or used by another person.​

​

Scheduling & Updates​​

Schedule Updates

• The class timetable is reviewed and updated on a rolling basis, typically every quarter

• Class times and positioning may rotate to improve access, balance demand, and support continued progress through varied training stimuli

• Schedule changes are part of how Evolve Studios maintains quality, results, and long-term progression​​​

​

Personal Training (PT)

Consultation Requirement

• All PT clients must complete a consultation and receive approval before booking

Booking Structure & Policies

• PT sessions are booked into an agreed regular weekly time with your trainer

• Your bookings for the month ahead must be made by the 21st of the month prior, in order to retain your agreed time. For example, all of February’s  sessions must be booked in by January 21st.

• On the 22nd of a calendar month, any spaces left unbooked will open up to all clients to book, on a first come, first served basis. This means you’re free to move your sessions into any other open slots you may prefer.

• Failure to have your agreed time booked in for the following month by the 21st of the month prior, will risk your spaces being taken by others. In this case, you will have to take alternative spaces. Your package and credits will not be extended past expiry for your failure to meet the booking window.

This policy keeps the process fair for all PT clients. Allowing everyone time to secure their sessions whilst also having the flexibility to make use of gaps due to other clients absence. This also gives us the visibility to plan the diary ahead, including fitting in new clients, consultations, tours, and one-off sessions around any spaces left open.

Packages & Expiry

• Personal Training packages are valid for a set period of time (usually 6 weeks). Please check the expiry of your chosen plan before confirming purchase and ensure you can utilise all credits.

• You can select the start date for your package at checkout - choose carefully. Once set, the start date cannot be changed, and the expiry date cannot be extended, except under the Extension Policy above.

Cancellations 

• The same 12-hour cancellation policy applies. Late cancellations or no-shows result in loss of the session.

Independent PT Arrangements

Evolve Studios currently works with multiple Personal Trainers. Some PTs take payment directly and may set their own pricing and package structures - for example, block lengths or session counts that differ from the Evolve Studios standard 6-week package. Where a Personal Trainer sets their own terms, those terms apply to that specific arrangement. In all other respects, Evolve Studios' Terms & Conditions apply by default, unless expressly stated otherwise by that PT. Any discretion a PT chooses to exercise (for example, allowing a late cancellation) is applied at their own discretion and does not change the underlying policy.​

​

Loyalty Points Programme

Earning Points

• Loyalty points are earned through attendance, referrals, promotions, or other rewards as determined by Evolve Studios

• Standard earning rate is 50 points (50p) per booking attended. Other earning rates are displayed in the app or at point of promotion and may vary​

Using Points

• Points may be redeemed against eligible services as displayed in your account

• Points cannot be exchanged for cash, transferred to another person, or refunded

• Points may be redeemed frequently or saved to reach larger rewards

Activity & Expiry

• Loyalty points remain active while your account is active

• Points expire after 3 months of inactivity - defined as no bookings attended within that period

• Expired points cannot be reinstated.

Programme Changes

• Evolve Studios reserves the right to amend, pause, or withdraw the loyalty points programme at any time

• Where possible, reasonable notice will be given and value of any accrued points will be given and not lost

​

Studio Etiquette & Privacy

Arrival

We recommend arriving 5-10 minutes early for your session so that we can begin promptly on time. However we ask that you do not enter the training room, gym or studio  until your instructor or trainers calls you in. We have seating provided in our corridors and waiting areas. Please do not enter the gym or a training studio before an instructor is present, and do not enter before the previous client or class has left the room. This is to preserve the private training experience that gives each class and client our full attention, time and space for their session.
Bags & Belongings
Please use the cupboards/shelving provided in each studio. Do not leave bags, phones and belongings around the edges of the room or around the mats and training area.
Phones & Filming

• Phones must be on silent and kept away during sessions

• Photos or videos must not include other participants without their explicit consent

Session Conduct

• Always follow your instructors coaching and given movement options. Do not deviate or improvise exercises outside of the session plan unless an alternative has been given to you.

Privacy & Respect

• Respect the privacy and confidentiality of others, and respect the personal conversations you may overhear within that studio setting

• Do not share personal or sensitive information disclosed by other clients, especially clients who may be taking pregnancy options who may have not yet shared any news of pregnancy.

• Breaching this etiquette which makes Evolve Studios a safe space, can result in refusal of your participation in the future. 

​

Instructors & Session Delivery

Sessions at Evolve Studios may be delivered by multiple instructors.

All instructors operate as independent, self-employed professionals providing their services within Evolve Studios. They are not employees, partners, or agents of Evolve Studios.

 

All instructors delivering sessions at Evolve Studios hold appropriate qualifications, certifications, and insurance for the services they provide, and operate within their professional scope of practice. Evolve Studios upholds professional standards across all sessions delivered within the studio.

​

Liability & Assumption of Risk

By attending any session at Evolve Studios, you:

• Acknowledge that exercise carries inherent risk

• Accept full responsibility for your participation

• Agree not to hold Evolve Studios, its owners, instructors, or staff liable for injury, illness, loss, or damages arising from participation, except where liability cannot be excluded by law

​

Acceptance of Terms

These Terms & Conditions are accepted automatically upon placing your first booking and apply to all future bookings.

If you have any questions or require clarification, please contact us before booking - we’re always happy to help.