New member orientations

Health clubs commonly see an uptick in memberships during the early months of the year that often results in crowded gyms. It’s important any time of year for new members to receive orientation on the health club’s environment, but it may be especially helpful during the busier months.

New member orientations serve several purposes including:

• Familiarizing members with equipment use and facility layout
• Introducing gym policies and rules to members.
• Providing key club contact information for any problems
• Determining new members’ fitness goals
• Getting to know members on a personal level

Explaining and obtaining valid liability waiver agreements. When a fitness center develops a consistent member orientation program and accurately documents the process, they may help reduce risk exposures.

Equipment

Fitness center staff should take the time to show new members the equipment they will be using as well as the layout of the gym. Due to equipment changes it is important for clubs to familiarize their members with their actual equipment, leaving little to chance.

Policies and rules

Informing members of gym rules such as re-racking weights in free weight areas will go a long way toward reducing the risk of trip and fall accidents which are very common in free-weight areas of health clubs.

Other policies to highlight may include:

• The use of camera phones and other recording equipment
• Supervision of minors
• Responsibility of personal property
• Requirement to notify management of any injuries or incidents

It is also important to update existing members when new policies are implemented or changed and when violations of existing policies are noted.

Club management

Members who have been introduced to club owners and management will feel valued by their club.

Member fitness goals

Clubs are more likely to improve retention and provide a better member experience if the club understands the member's fitness goals when they join. This also allows a club to show fitness progress toward those goals over time.

Member community

Health and fitness centers are easy to find, but what separates some successful clubs from others is when members feel they are part of a gym community. New member orientation is often where community begins. Owners who know members personally help promote community.

Liability waiver agreements

In states where liability waivers are allowed as part of gym membership contracts, they can be a very effective tool in controlling claims against a club. New member orientations provide an excellent opportunity to explain waiver agreements and get signatures on the agreements. Laws vary from state to state when it comes to an enforceable liability waiver agreement. It is important to seek legal counsel in your state with experience in the liability waiver laws of state when developing these agreements. Some general principles courts use in determining if waivers are valid and enforceable after a claim include:

• If agreement is against public policy, it is not enforceable.
• If agreement attempts to limit gross negligence or intentional acts it is not enforceable.
• Some state statutes will not allow waivers in certain types of businesses.
• Waivers should clearly state what negligent liability is to be avoided.
• Waivers must inform members of the intent and effect of the signed document.
• Waivers must be able to be understood by an ordinarily prudent individual.

To ensure appropriate risk transfer, contracts and waivers also need to be in place when using subcontractor services such as cleaning services, repair services and vendor sponsored events.

Documentation

Orientations should be well documented in your member’s files whether you keep paper files or electronic files. Signed contracts and separate liability waiver agreements, in addition to signed acknowledgement of the club’s policies, rules, and regulations, will go far toward protecting your business in the event of a claim. These documents should be retained in accordance with your business’s record retention policy.

When new member orientations are done properly, it may serve to benefit your club well in the future of your operations. If you don’t conduct orientations, or they are lacking in effectiveness and documentation, you may be hurting your business and your chances of successfully defending against potential claims against your business.