RE:FORM LAB – CLIENT AGREEMENT
This Client Agreement (“Agreement”) is between RE:FORM LAB LLC (“RE:FORM LAB”), fitness studio offering training rooted in the Pilates and Barre methods (“RE:FORM LAB”), and you the undersigned (“Client” or “You”, interchangeably) as of the date of signing below.
BOOKING AND CANCELLATION POLICIES
RESERVING SESSIONS: You are solely responsible for the booking and cancelling of your classes and private 1:1 sessions. To purchase and reserve a private session, You may coordinate directly with your instructor of choice by emailing the studio at: info@thereformlab.com
You may reserve classes via the RE:FORM LAB website: www.thereformlab.com (“Website”) which is integrated with the third-party booking platform Momence. Clients must either have an existing class credit, package, or Membership in their Account or purchase a class, package, or Membership to secure the reservation. Class reservations are not considered reserved until paid in full, at which point an email receipt confirming the same will be sent to You.
As class reservations are created Momence, You will need to create an “Account” in Momence upon first sign up. In your Account you will be able to book and cancel classes, manage your Membership, and update your billing information.
You may also choose to store your credit card information in the Account to expedite future bookings; for some products/services You may be required to for autobilling purposes. If You have any questions about how Momence stores your personally identifiable information, including billing information, please refer to their Privacy Policy.
For further information regarding purchasing, please see “Purchasing Summary” below.
CANCELLATIONS: All class and private session reservations may be cancelled without penalty by canceling up to 12-hours prior to the scheduled start time.
If the cancellation is made within the 12-hr window prior to the class/session start time, or if You do not show up to the scheduled class/session which You are registered for, it will be considered a ‘late cancel’ and the credit will be forfeited, and/or You will be charged the full amount of the class/session. If You do not show up to the scheduled class/session, it will be considered a ‘no show’ and You will forfeit the credit and be charged a $15 no-show fee.
Notwithstanding the foregoing, those with Membership (see below) are eligible for one (1) free late cancellation per month. All subsequent ‘late cancels’ for those with a Membership are subject to loss of credit, and ‘no-shows’ are subject to a $15 late-cancel fee.
Cancellation of group class reservations may be done (1) online in your Momence account, (2) via the confirmation email sent at the time of booking, or (3) calling the studio directly.
Cancellation of private and semi-private sessions (duets) must be done directly with your instructor.
Cancellations via Facebook messenger, Instagram, or other social media are not valid, and You will be charged if the booked class is not properly cancelled outside the 12-hour window.
In the event of an emergency, RE:FORM LAB reserves the right to cancel any class/session and move your reservation to another mutually agreeable time. In this rare instance, You will not be charged for the changed class/session, and your class/session will be promptly rescheduled.
LATE ARRIVALS: You are expected to arrive to your class/session on-time, with the necessary equipment, and ready to begin your workout. Accordingly, if You arrive late to a group class, it is within the sole discretion of the instructor to let You into class. However, if you arrive more than 5 minutes late, You will NOT be admitted into class for both safety reasons and as a courtesy to other class participants.
If You arrive late to your scheduled session, it is within the discretion of the instructor whether to proceed with the session; if the instructor does proceed, the session time will not be extended due to your tardiness and will end at the scheduled time.
In the event that You are so late that You are not allowed into class/session, in the sole discretion of the RE:FORM LAB instructor, Your tardiness will be considered a “no-show” and the credit will be forfeited from Your account.
PURCHASING and PAYMENT SUMMARY
PAYMENT SUMMARY: All class packages are billed in-full at the time of purchase. Purchases are non-refundable and non-transferable.
CREDIT CARD ON FILE: Clients may elect to keep a credit card on file in their Momence Account online. By placing a card on file, the cardholder and account holder gives permission to the RE:FORM LAB staff to automatically charge the card for any auto-debit packages and/or cancellation fees (if applicable) accrued in accordance with the RE:FORM LAB cancellation policy detailed herein.
PACKAGE EXPIRATION: Packages expire 6-months from the date of purchase, unless noted otherwise in the description at the time of purchase. There are no extensions, refunds, or freezes for purchases or expired sessions. You are responsible for noting package expiration date; RE:FORM LAB will not send reminders or follow-up.
PACKAGE PURCHASES: By purchasing a package of classes with RE:FORM LAB You agree that: (1) Packages are not shared or transferable between members, unless expressly agreed upon by RE:FORM LAB ownership in writing; (2) Specially priced, expiring packages may not be extended, transferred, refunded, shared, or frozen, including New Client Deals (see above for package expirations); (3) RE:FORM LAB will not adjust or extend special packages due to accidental bookings or the acts or omissions of clients. The expiration date set on an expiring package is the date on which the sessions in the package may no longer be used; and (4) Clients purchasing packages do so with the express understanding of these terms and agree to be bound by such.
NEW CLIENT DEAL: RE:FORM LAB offers various deals for new clients only (“New Client Deal”). The New Client Deal not available to clients with existing accounts or those who have previously attended RE:FORM LAB. Further, all New Client Deals expire fourteen (14) days from the date of purchase, with no extension or exception.
MEMBERSHIPS: RE:FORM LAB offers various monthly “Memberships”, with varied number of classes per month, benefits, and discounts, including 10% off select retail for sale in the studio. All Memberships with RE:FORM are billed on a recurring basis, via this auto-debit contract, and require You to 1) keep a valid, up-to-date credit card on file in your Account, and 2) authorize RE:FORM LAB to autobill You monthly.
Your Membership must be activated within 30-days from the date of purchase. All Memberships are subject to an initial two (2) month minimum term following activation – or two billing cycles – before they are eligible for cancellation. Notwithstanding New York membership cancellation laws outlined below, You have three (3) days from the date of signup to cancel this Agreement and your monthly Membership commitment; however, any Membership fees paid by You prior to the cancellation will not be refunded.
If You have a Membership and wish to purchase additional classes, You are eligible to do so at a rate of $25/class. If You do not use all your available class credits each month, they DO NOT roll over month over month and will ‘expire’ at the end of each month.
Membership Freeze: If your Membership is in good standing and You are current on your monthly dues, You may freeze this Agreement and your Membership for up to 2-months/year.
Notice of intent to freeze one’s account must be submitted to RE:FORM LABS via email to info@thereformlab.com no less than ten (10) days prior to the freeze date. The freeze request must state both the freeze date and the reactivation date. If You do not provide sufficient notice, RE:FORM LAB cannot be guaranteed a timely stop on billing. You will be billed the prorated amount for the remaining days left in the month during any freeze and billing will resume automatically upon end of freeze.
Membership Cancellation: You cancel your Membership, following the initial 2-month term, any time prior to the next billing date, via your Account. Any cancellation requests made after the billing date will be applied to the following month and your Membership will be considered active for that month.
In the abundance of clarity, your billing date is the same calendar date which You activated your Membership, and the same date of each month which You will be billed.
AUTO-DEBIT FOR RECURRING MEMBERSHIPS/PURHCASES: By enrolling in an auto-debit contract, You authorize RE:FORM LAB to, on a recurring basis, automatically charge the debit or credit card account you specified, for the monthly payments on your auto-debit plan associated with your Account, on the billing due date. You understand and acknowledge that (1) RE:FORM LAB will initiate transfers/charges pursuant to this authorization not to exceed the amount shown on the Client Agreement, sales page, and/or in connection with cancellation fees per the cancellation policy. RE:FORM LAB may discontinue processing of recurring charges if it is unable to secure funds from your debit/card due to, but not limited to, insufficient or uncollected funds in the account or insufficient or inaccurate information provided; (2) the RE:FORM LAB booking system allows for booking through the billing date of your contract; (3) if You are booked for a session past the subsequent billing date, and your debit/credit card fails to bill properly, that You will be removed from any sessions past the subsequent billing date and notified via electronic mail; (4) if You are removed from a session due to the circumstances as described, it may not be possible to place You back into the session for which You were originally booked and that You will not be given any priority; (5) it is your responsibility to keep a current card on file with accurate billing information, including expiration date. RE:FORM LAB cannot be held responsible for errors in processing due to expired or inaccurate information.
STUDIO POLICIES
WORKOUT ATTIRE, GRIP SOCKS REQUIRED: All clients are asked to wear workout gear to the session and classes. No jeans or attire with metal accessories or large zippers are allowed on the equipment.
For your safety, and to protect the integrity of the equipment, ALL clients are required to wear grip socks during their session or class. You must provide your own, and if You forget socks, You may purchase a pair at the studio.
NO CHILDREN, GUESTS, OR PETS: In consideration of their safety, and the health and safety of all clients, no non-participating children or guests will be allowed inside the studio, unless expressly attending a Baby + Me class. As it is violative of local, state, and federal health codes and law, pets are not allowed in the studio.
NO CELL PHONE POLICY: During all classes, cell phones should be on silent and stored away from the workout area. If You anticipate needing to receive or make a call, please notify the instructor at the start of your class and take the call outside.
NO FOOD OR DRINK: You are kindly asked to refrain from eating and/or drinking anything other than water in the studio. Please do not bring open liquid containers – such as coffees, smoothies, juices – into the studio. You are responsible for cleaning up any mess and paying for all damage that your spilled food/drink causes.
CLEANING: All Clients are expected to respect the equipment and props used during their session and/class. You are also asked to thoroughly clean your equipment after your session/class with the provided cleaning supplies, reset the machines, and leave the space as You would like to find it.
CONDUCT/DAMAGES: RE:FORM LAB is committed to the health, safety, and welfare of each of its clients and will not tolerate unreasonable, threatening, obscene, harassing, indecent or illegal behavior. Clients who do not observe RE:FORM LAB’ rules and regulations, or who abuse equipment in any fashion will be asked to leave immediately.
RE:FORM LAB is committed to providing an environment that is free from disrespectful and offensive behavior and that is a safe space for all our staff, clients, and guests, regardless of gender, race, or any other characteristics protected by law. Accordingly, harassment and discriminatory behavior amongst employees, contractors, clients, or guests will not be tolerated. RE:FORM LAB has the right to judge behavior and respond accordingly. This right includes but is not limited to termination of a training relationship without refund to any client engaging in unacceptable behavior.
The offending client shall pay for any damages to RE:FORM LAB property which results from the willful or negligent conduct of said client, their guest, or their dependent child. Not all rules and regulations are listed in this Agreement. RE:FORM LAB reserves the right to add, change or remove rules, conditions of membership, opening and closing hours, and all services and facilities offered by RE:FORM LAB.
MISCELANEOUS
LIMITATION OF LIABILITY: You understand and agree that to participate in any session, class, workshop, or activity at RE:FORM LAB that You must agree to the terms of the Liability Waiver prior to your participation.
MEDICAL RELEASE AND CONSENT TO TREATMENT: You acknowledge that You should consult with a physician prior to beginning any exercise program and that You are not aware of any medical condition that would render You unfit to participate in a session. You will notify your RE:FORM LAB instructor immediately of any change in medical condition, including pregnancy, as soon as reasonably possible.
If in the subjective opinion of RE:FORM LAB, You would be at physical risk participating in RE:FORM LAB Sessions You understand and agree that You may be denied access to the session or until You furnish RE:FORM LAB with an opinion letter from your medical doctor, at your sole cost and expense, specifically addressing RE:FORM LAB’ concerns and stating that RE:FORM LAB’ concerns are unfounded.
You agree that if you experience any symptoms such as shortness of breath, chest pain, unusual fatigue, dizziness or fainting, or extreme pain, You will immediately stop exercising and inform a representative of RE:FORM LAB of your symptoms.
PHOTO/VIDEO RELEASE: You hereby grant RE:FORM LAB, its representatives, employees, or agents the right to take photographs and video footage of you and your property while at RE:FORM LAB and to use and publish these photos or videos in print and/or electronically. You agree that RE:FORM LAB may use photographs or video footage of you with or without your name for any lawful purpose, including for such purposes as publicity, illustration, advertising, and web content.
INTELLECTUAL PROPERTY DISCLOSURE: You understand that You may be the intended recipient of a virtual and/or pre-recorded digital session and/or educational video content from RE:FORM LAB and that any material, video or otherwise, You receive or have access to in relation to your training is for your use only. You will not upload any videos or materials provided by RE:FORM LAB to any online forum such as a personal website, YouTube, or social media. You also agree to not video any part of RE:FORM LAB’ material without express written consent and to not share, copy, video, summarize, share, or reproduce in any way the materials received as they are protected under the United States Copyright Laws, including the Copyright Act of 1976.
EMAIL COMMUNICATIONS: You understand that You may, from time to time, receive email communications from RE:FORM LAB related to private sessions and group classes, the studio, and your participation therein. By entering into this Agreement, You give RE:FORM LAB permission to email You, at the email address on file, regarding the same.
NEW YORK STATE DISCLOSURE: YOU MAY CANCEL THIS CONTRACT WITHOUT ANY PENALTY OR FURTHER OBLIGATION BY CAUSING A WRITTEN NOTICE OF YOUR CANCELLATION TO BE DELIVERED IN PERSON OR POSTMARKED BY CERTIFIED OR REGISTERED UNITED STATES MAIL WITHIN THREE (3) BUSINESS DAYS OF THE DATE OF THIS CONTRACT OR THE DATE OF YOUR RECEIPT TO THE ADDRESS SPECIFIED IN THIS CONTRACT
ADDITIONAL RIGHTS TO CANCELLATION: You or your estate may also cancel this contract for any of the following reasons:
– If upon a doctor’s order, You cannot physically or medically receive the services because of significant physical or medical disability for a period in excess of three months.
– In case of your death.
– If the health club services to be provided under this contract are not available because the seller fails to open a planned health club or location, permanently discontinues operation of a health club or location, or substantially changes the operation of a health club or location.
– If You move either your residence or your place of employment more than twenty-five miles from any health club operated by the seller or a substantially similar health club which will accept the seller’s obligation under the contract.
Name: ________________________________ Signature: _____________________________
Date: ______________________________________
Name and signature of parent/guardian if participant is under 18 years of age:
____________________________________________________________________________
Emergency Contact Information:
Name: ________________________________ Relationship: ___________________________
Phone Number: ______________________________________