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Our Policies at EveryBODY Fitness - Updated June 2023

We know it sucks, but unfortunately there are rules in life. This page sets forth the policies and ground rules that we use at EveryBODY Fitness, LLC. These policies are posted here for your review, and they set the terms and conditions for your use of our website and facility. 

We do our best to provide you with outstanding service and a safe environment to be fit and happy. Please read these policies and refer to them should you have any questions or concerns regarding memberships, use of the facility, or our schedule.


Always check our website and Zen Planner for the most up to date information regarding our schedule, instructors, and prices of individual classes and new memberships. These are subject to change without notice at the discretion of management. 


Your privacy is important. Personal information will only be used to help us provide you with high quality services and we will never share your personal or financial information with any other party. Any questions or concerns regarding account information must be brought forth by the account holder.

Release of Liability

The following documents are presented upon your first visit to our facility and a signed copy kept on file. By participating in fitness classes at EveryBODY Fitness, you agree to these terms and conditions.

Informed Consent for Exercise Participation and Waiver Release

I consent to voluntarily participate at EveryBODY Fitness and its various classes and fitness offerings.

I acknowledge that the Programs may include activities that can be very strenuous, and participation in such Programs involves inherent risks, which could lead to bodily injury, impairment, disability, or even death.

I understand the risks involved in my participation in the Programs and agree to cease my participation in the Programs or any specific exercise, if I feel that such participation is too strenuous or places me at specific risk of injury.

In no event shall EveryBODY Fitness, its officers, employees, or instructors; or the Zumba Fitness program, its directors, officers, employees or agents, be held liable for any personal injury, death, or property loss or damage sustained resulting from my participation in any/all activities in connection with EveryBODY Fitness Programs;

I also hereby release all those mentioned, and any others acting upon their behalf, from any responsibility or liability for any injury or damage to myself, including those caused by the negligent act or omission of any of those mentioned, or others acting on their behalf or in any way arising out of or connected with my participation in any activities of EveryBODY Fitness or the use of its facilities.

Unless amended by mutual agreement, this instrument shall remain binding and in effect so long as I am a member of EveryBODY Fitness and/or a participant in any of its classes or programs.

I have read and understand this document in its entirety.


Photo Release Form

I hereby grant and authorize EveryBODY Fitness the right to take, edit, alter, copy, exhibit, publish, distribute, and make use of any and all pictures or videos taken of me to be used in and /or for legally promotional materials including, but not limited to, newsletters, flyers, posters, brochures, advertisements, fundraising, letters, annual communications, without payment or any other consideration. This authorization extends to all languages, media formats and markets now known or hereafter devised. This authorization shall continue indefinitely unless I otherwise revoke said authorization in writing.

I understand and agree that these materials shall become the property of EveryBODY Fitness and will not be returned.  

I hereby hold harmless, and release EveryBODY Fitness from all liability, petitions and causes of action which I, my heirs, representatives, executors, administrators, or any other persons may make while acting on my behalf or on behalf of my estate.  

I warrant that I am of the age of consent (18 years or older) and that I am competent to contract in my own name.  I have read this release before signing below and I fully understand the contents, meaning and impact of this release.

Cancellations/Refunds/Membership Options/Holds


If you need to cancel your class reservation, you may do so via the Zen Planner app or Zen website up to two (2) hours before class begins. Class bundle holders will have a class removed from their pass if they do not show for a reserved class.

Membership Options and Refunds

The 2-week intro passes are for NEW CUSTOMERS ONLY. If you have ever been to our facility since its opening in June 2020, you are not eligible for this promotion.

Class Bundles are for you only and cannot be refunded, shared, or transferred to another person. These bundles expire two (2) months after purchase.

Gift cards are available for purchase in any amount from $20-$500, and may be redeemed for classes, memberships, merchandise or massage. These expire ONE YEAR after date of purchase. Please contact us directly with questions about gift cards.

All memberships are non-transferable. Monthly membership payments are not refundable once processed. Our 6-month contract membership becomes a “month-to-month” membership after completion of the 6-month commitment. Price remains the same. Member agrees to complete this agreement in full regardless of attendance to the facility. If you wish to cancel your 6-month monthly payment membership early there will be a $125 cancellation fee. After completion of the 6-month contract, cancellation of membership follows guidelines set forth in the next paragraph.

Monthly memberships may be cancelled with 30 days' written notice. This written request may be mailed to our mailing address or dropped off in person at the gym (just pop it in our mailbox if it's outside of business hours). If this notice is given in the middle of a billing cycle, you will be charged the next payment as final payment, and you will have 30 days from the last payment date to attend classes. It is your responsibility to submit a cancellation request in a timely manner to avoid unwanted charges. Again, there will be no refunds issued once a payment has been processed.

Monthly pay memberships are locked into the price at time of contract unless you let that membership lapse. To re-join, the current rate would be applicable. Similarly, nonpayment for two consecutive months will result in membership cancellation. If the member decides to return, they will be required to pay the current sign-up fee and return at the current monthly rate. Management reserves the right to increase the price of existing monthly membership dues, but this would not be done without giving adequate (60 day) notice to our members.

Child add-on memberships are intended for children under the age of 18 whose parent(s) has an active membership in good standing at EveryBODY Fitness. These memberships are limited to eight (8) classes per month.

All prepaid (6-month or 1-year) memberships are non-refundable once processed. When these memberships are complete, they do not automatically renew, and you will need to sign up for another membership. The current rate will be applicable.

Starting in November 2021, we implemented an annual maintenance fee of $20. This fee will be charged on May 31 for anyone who signed up for a membership after November 2021. For members who signed up prior to November 2021, annual maintenance fees will be charged on January 31 of each year. Maintenance fees are assessed in order to keep the monthly rates as low as possible, but still be able to maintain our facility and equipment. Those bike seats wiggle loose sometimes and they aren't going to tighten themselves!


If a member moves more than 50 miles away the membership may be cancelled by providing written notice with proof of residency (utility bill, pay stub, tax form, etc.).

You can find a copy of our membership agreement here.


A member will be allowed to put a membership on hold without any penalty in the event the member provides us with a doctor’s notice of physical inability to continue facility use, but agreement will continue after the hold has been lifted to fulfill all duration of the contract. Doctor’s excuse must include a tentative release date to be valid.

Declined payments

Zen Planner (our software provider) has an automated service to help manage payment returns. This service will reattempt payment of the declined item with the stored billing method on account. There will be an additional communication effort made to members regarding the status of their account if necessary. This communication comes from a member of the Zen Planner team, not EveryBODY Fitness.


Please anticipate the recurring payment for your services on the originally agreed-upon, scheduled payment date. Should you need to change your monthly payment date, please let us know immediately. A payment that is declined will be subject to a $10 late fee, and if it is returned for insufficient funds the fee is $25 per WV State law. Please understand, this is a fee collected by Zen, not EveryBODY Fitness, so we do not have the option to waive or refund this fee.


All fees (such as card decline fees) are nonrefundable.


Schedule Changes and Class Reservations

We can’t control everything! Stuff happens and sometimes we must cancel class or change class formats with little notice. To stay updated on these changes, the best option is to sign up for the Remind App by texting @ebfitne to 81010. Our Facebook page is also updated for last minute changes. In addition to inclement weather or other emergencies, we reserve the right to cancel class due to low registration numbers. Reserve your spot so we can ensure a full schedule of classes!

If possible, reserve your class online, even as a drop-in student. It will help our instructors get you checked in quickly and on your way to an amazing workout.

Preparing for Class/Use of Facility

Our instructors need a few minutes to prepare for class prior to letting you in the gym. Doors are opened 15 minutes before the first scheduled class. If you arrive for your class while a previous class is still in session, please be respectful of those working out and wait in the lobby area, if possible.

For classes requiring weights or other equipment, students must be at least 12 years old. Please note, if you are under 18, your parent or guardian will need to sign a waiver in person.

You are encouraged to arrive early prior to your first class to fill out necessary paperwork. Arriving early is also recommended in general, especially for classes requiring equipment setup.

Please understand that some of the equipment in our facility, such as spin bikes and hand weights, are member owned. We try our best to make sure these are clearly marked, but regardless, please take care of the equipment.

**Thanks in advance for your cooperation. Please be mindful of our policies and procedures and be kind to others in our facility. We reserve the right to modify our polices at any time. You are responsible for reading these policies, and these policies represent the legally binding terms for your participation at EveryBODY Fitness.**

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