Terms & Conditions

ELEVATE GYMNASTICS CLUB

MASTER CLUB POLICY, SAFEGUARDING, TERMS & CONDITIONS

(Mandatory Acceptance Prior to Registration)

1. CLUB PHILOSOPHY & DUTY OF CARE

Elevate Gymnastics Club provides structured gymnastics, tumbling, and movement programmes in a safe, disciplined, and progressive environment. The welfare, safety, and development of children and young people is our highest priority.

Gymnastics is a physically demanding activity that carries inherent risk. Participation requires cooperation, respect for structure, and adherence to safety rules.

2. SAFEGUARDING & CHILD PROTECTION

Elevate Gymnastics Club is committed to safeguarding children and young people in line with best practice and relevant legislation.

All concerns relating to child welfare, safety, or behaviour must be reported to the Head Coach or designated safeguarding contact and may be referred to statutory authorities where appropriate.

3. COACHING, MANUAL SPOTTING & PHYSICAL CONTACT

Gymnastics and tumbling require hands-on spotting for safety.

Coaches may physically guide, support, lift, or catch athletes where necessary
Physical contact is instructional, safety-based, and non-sexual
Spotting may involve contact to the torso, hips, legs, or upper body

By registering, parents acknowledge that manual spotting is unavoidable and essential in gymnastics and consent to appropriate contact required for safe instruction.

4. CLASS STRUCTURE, ARRIVAL & PARENT PRESENCE

4.1 Arrival & Departure

Parents/guardians are responsible for drop-off and collection
Coaches are not responsible for children outside scheduled class times

4.2 Parent Presence

Parents are not permitted to remain in class
Parents may not interrupt, coach, or speak to coaches during class
Questions must be addressed before or after class only
Coaches may ask parents to leave the training area at any time

Failure to respect class boundaries may result in removal from the session.

5. REGISTRATION, RE-REGISTRATION & PLACE CONTROL

(READ CAREFULLY – THIS GOVERNS PARTICIPATION)

5.1 Per-Term Placeholding Fee (€15)

A €15 non-refundable Placeholding Fee is required per child, per term to reserve a place.

The Placeholding Fee:

secures a specific place on the class list for that term
confirms intent to attend
allows staffing, venue booking, scheduling, insurance, and planning to be completed in advance

The Placeholding Fee is NOT:

tuition
a class payment
a deposit
a credit
deductible from tuition
transferable between terms

Each term requires a new Placeholding Fee.

By paying the Placeholding Fee, you acknowledge and accept that:

tuition is term-based, not attendance-based
missed classes do not reduce fees
no discounts will be applied for late starts or missed weeks
full tuition remains payable even if initial classes are missed

If the Placeholding Fee is not paid, no place is held.

5.2 Annual Registration Fee (€75)

An Annual Registration Fee of €75 applies once per registration year.

This fee covers:

insurance
administration
enrolment processing
eligibility and compliance

The Annual Registration Fee is:

mandatory before ongoing participation
non-refundable
not transferable

If the Annual Registration Fee is not paid before the second class, the place may be released.

5.3 Registration Deadlines & Place Release

Registration deadlines are communicated per class and location.

If required payments are not completed by the stated deadline:

the place may be automatically released
the Placeholding Fee is retained
no reminders or exceptions are guaranteed

To rejoin after a place is released:

a new Placeholding Fee is required
placement is subject to availability

6. TUITION FEES, TRIALS & PAYMENT REQUIREMENTS

6.1 Tuition Fees

Tuition is term-based and covers the full programme and operational service for that term, including:

scheduled weekly coaching
staff allocation
venue booking
equipment use and transport
insurance coverage
administration and systems

Tuition is not calculated per class.

Tuition remains payable in full regardless of attendance, including missed or late-start classes.

By paying the Placeholding Fee, parents acknowledge that:

tuition must be paid in full for the term
missed classes do not qualify for discounts or reductions

6.2 Trial Class Procedure (New Participants Only)

New participants may attend one trial class only under the following conditions:

the €15 Placeholding Fee must be paid in advance to attend the trial
the trial applies to the first class only

If you decide not to continue after the trial class:

you must notify the club immediately
no tuition is due
the Placeholding Fee is retained

If you decide to continue:

the Annual Registration Fee (€75) must be paid before the second class
full term tuition (or the remaining balance) must be paid before the second class

Failure to complete these payments before the second class may result in the place being released.

7. NO-SHOWS, MISSED CLASSES & PLACE FORFEITURE

Missed classes do not reduce fees.

7.1 Missed Classes at Term Start

If a child misses the first class or second class without prior notice:

the place continues to be held
full tuition remains payable

After two missed classes, a final reminder will be issued stating:

the place will be held for one additional week only
full tuition must be paid immediately
the parent must email confirmation of payment and request that the place continue to be held
attendance is expected at the next scheduled class

If, after this final reminder:

tuition is not paid in full, or
no confirmation is received,

the place will be released.

7.2 Ongoing Missed Classes

If a child misses classes later in the term:

no refunds apply
no credits apply
tuition remains due in full

Missed attendance does not affect operational costs.

7.3 Place Forfeiture

A place may be forfeited if:

required payments are not completed on time
attendance does not resume after final notice
communication requirements are not met

Once forfeited:

no refunds apply
re-entry requires a new Placeholding Fee and is subject to availability

8. BEHAVIOUR, DISCIPLINE & TERMINATION

Unsafe or disruptive behaviour is managed as follows:

verbal warning to parent/guardian
further warning
termination of participation

Termination for behaviour or safety reasons results in no refund.

The club may remove a child immediately if behaviour poses a danger.

9. SPECIAL NEEDS & ADDITIONAL SUPPORT

Children with additional needs are welcome subject to suitability for a group class environment.

The first class may be treated as an assessment
Where required, a parent/guardian or SNA must:
actively participate
remain with the child
assist throughout the session
Sitting on the side is not sufficient

If safety or class structure cannot be maintained, participation may be discontinued.

10. TINY TUMBLERS – STRICT SAFETY RULES

Tiny Tumblers is parent-assisted, not drop-off.

Rules:

Child must be able to walk independently
One parent per child on the floor
Parent must actively supervise at all times
No siblings on the floor
Equipment is not free play
Parents must ask before using apparatus
Parent must be suitably dressed and able to move safely

Unsafe behaviour results in immediate removal.

No refunds apply.

11. LEVEL SYSTEM, TESTING & PROGRESSION

Elevate operates a structured level progression system.

Progression is based on consistent, safe execution
A full level test is not guaranteed in one session
Coaches decide when skills are signed off
One level booklet is provided
Replacement booklet fee: €10

Books are for parent communication.

The club record system is the official progression record.

12. COMMUNICATION & EMERGENCY CONTACT

Primary communication is via email
WhatsApp is supplementary only
Parents must keep contact details updated

Parents must be reachable by phone during class.

If unreachable in an emergency, the club may contact emergency services.

The club cannot transport injured children.

13. CAMPS, EVENTS & COMPETITIONS

Camps/events may require a non-refundable place reservation fee
Full fees may be payable later or on the event day
Competition entry fees are non-refundable
Dates may change due to operational reasons
Inability to attend following a change does not guarantee a refund

14. PHOTOGRAPHY, MEDIA & ONLINE CONDUCT

Photos/videos may be used for promotional purposes unless parents opt out in writing.

Damaging or inappropriate online behaviour may result in removal without refund.

15. DATA PROTECTION (GDPR)

Personal data is collected for administration, safety, and participation and handled in accordance with GDPR.

16. ACKNOWLEDGEMENT OF RISK & DISCLAIMER OF LIABILITY

(Using your original wording, tightened)

Gymnastics and cheerleading carry an element of risk which may result in bodily injury.

Manual spotting involves direct physical contact designed to assist safe execution of skills.

Elevate Gymnastics Club will not be held responsible for lost or stolen property.

Athletes may not enter the gym without a coach present.

Spectators are not permitted on equipment.

Declarations

By registering, parents acknowledge that athletes:

are physically fit to participate
have disclosed relevant medical conditions
understand physical activity carries risk
accept that injuries may occur in normal certified instruction

Disclaimer

Elevate Gymnastics Club is not liable for injuries incurred during normal certified practice and proper use of equipment, except where caused by proven negligence.

This disclaimer applies each time an athlete participates.

17. ACCEPTANCE (MANDATORY)

By completing registration, the parent/guardian confirms they have read, understood, and accepted this policy in full.

18. ANTI-BULLYING POLICY

Elevate Gymnastics Club operates a zero-tolerance approach to bullying.

Bullying includes, but is not limited to:

physical aggression
verbal abuse
intimidation
exclusion
repeated disruptive or threatening behaviour

Bullying will not be tolerated from:

participants
parents/guardians
spectators

Procedure:

Incident is addressed immediately
Parent/guardian is informed
Continued behaviour results in removal from class
Persistent issues may result in termination of membership

Termination due to bullying or safety concerns results in no refund.

19. PHOTOGRAPHY, FILMING & MEDIA CONSENT

Photographs and videos may be taken during classes, events, or competitions for:

coaching review
promotional use
social media
website content

By registering, parents grant permission for their child to appear in such media unless written opt-out is submitted in advance.

Parents and spectators may not film or photograph during class unless expressly permitted.

Unauthorised recording may result in removal from the venue.

20. ONLINE & SOCIAL MEDIA GUIDELINES

Parents, athletes, and spectators are expected to:

communicate respectfully
refrain from defamatory, abusive, or misleading online posts
address concerns directly with the club, not publicly

Online behaviour that damages the reputation of Elevate Gymnastics Club may result in:

written warning
termination of participation without refund

21. EMERGENCY CONTACT REQUIREMENTS

Parents/guardians must ensure:

a valid phone number is provided
their phone is on and reachable during class time

In the event of an emergency:

the club will attempt immediate contact
if unreachable, emergency services may be contacted
the club cannot transport injured children

Failure to maintain contact availability is a safety breach.

22. CLOTHING, SAFETY & PERSONAL BELONGINGS

22.1 Clothing & Footwear

Athletes must wear suitable activewear
No jeans, restrictive clothing, jewellery, or watches
Gymnastics is performed barefoot or in grippy socks
Athletes refusing to remove unsuitable footwear may not participate

22.2 Valuables

Elevate Gymnastics Club is not responsible for lost or stolen items
Valuables should not be brought into the gym

23. CLASS CANCELLATIONS & MAKE-UPS

Classes may be cancelled at short notice due to:

staff illness
venue issues
safety concerns
circumstances beyond the club’s control
Make-up classes may be offered but are not guaranteed
No refunds are issued for cancelled classes
Communication is primarily via email; WhatsApp is supplementary only

24. REFUND POLICY (CLARIFICATION & ENFORCEMENT)

Refund rules are strict and final:

Place Reservation Fee (€15): non-refundable - not part of tuition fee
Registration Fee (€75): non-refundable
Tuition:
refundable only if requested after the first class
once a second class is attended, tuition is non-refundable
Missed classes do not reduce fees
Behaviour-based termination carries no refund
No-shows may result in place forfeiture with no refund

25. TOILETING & PERSONAL CARE

Coaches are not responsible for routine toileting or personal care.

Children must be toilet-trained unless otherwise agreed
Parents may be required to assist where necessary
Coaches will act only in emergencies, following safeguarding procedures

26. NO-SHOWS, MISSED CLASSES & PLACE FORFEITURE (ENFORCED)

Failure to attend the first two scheduled classes without notice may result in:
immediate release of the place
no refund of any fees
Re-entry requires a new place reservation, subject to availability

27. SAFEGUARDING ROLES & DESIGNATED PERSONS (APPENDIX)

Elevate Gymnastics Club operates under a formal safeguarding structure.

A Designated Safeguarding Person (DSP) is appointed to receive and manage all safeguarding concerns, disclosures, or reports relating to child welfare.

Responsibilities of the Designated Safeguarding Person include:

acting as the first point of contact for safeguarding concerns
assessing whether concerns meet the threshold for escalation
recording concerns and actions taken
liaising with statutory authorities where required
ensuring safeguarding procedures are followed consistently

Safeguarding contact details are made available to parents upon request and displayed within club communications where appropriate.

All safeguarding matters are handled confidentially and in accordance with relevant legislation and best practice.

28. ALLEGATIONS AGAINST COACHES, STAFF OR VOLUNTEERS (APPENDIX)

Elevate Gymnastics Club has formal procedures for handling allegations made against coaches, staff, or volunteers.

Where an allegation relates to:

abuse
inappropriate conduct
boundary violations
safeguarding concerns

the following principles apply:

the welfare and safety of the child is the primary concern
allegations are taken seriously and acted upon promptly
confidentiality is maintained as far as possible
the individual against whom an allegation is made is treated fairly and with respect

Procedure:

The concern is reported immediately to the Designated Safeguarding Person
The DSP determines whether the concern meets the threshold for escalation
Where appropriate, the concern is referred to statutory authorities
Interim measures may be taken to protect all parties
Internal action is suspended where statutory investigation is ongoing

Elevate Gymnastics Club does not investigate allegations of abuse independently where statutory reporting is required.

29. RECRUITMENT, VETTING & COACH SUITABILITY (APPENDIX)

Elevate Gymnastics Club is committed to ensuring that all coaches, assistants, and volunteers working with children are suitable, qualified, and appropriately vetted.

The club applies the following standards:

Garda Vetting is mandatory where required by law
Qualifications must be appropriate to the role
Ongoing training and education may be required
Records of qualifications, vetting, and attendance are maintained

No individual may coach or assist unsupervised until all safeguarding and vetting requirements are satisfied.

Failure to comply with recruitment or vetting requirements may result in suspension or termination of involvement with the club.

30. EMERGENCY ACTION PLAN (EAP) & SAFETY PROCEDURES (APPENDIX)

Elevate Gymnastics Club operates an Emergency Action Plan (EAP) for all venues.

The Emergency Action Plan includes procedures for:

evacuation
injury response
fire or safety incidents
communication with emergency services
staff responsibilities during emergencies

Emergency contact numbers are maintained and accessible during sessions.

Coaches and staff are familiar with venue-specific safety procedures.

Parents acknowledge that:

emergency procedures may require immediate action
emergency services may be contacted if parents are unreachable
the club cannot transport injured participants

31. EQUALITY, INCLUSION & NON-DISCRIMINATION (APPENDIX)

Elevate Gymnastics Club is committed to providing an inclusive environment.

The club does not discriminate on the basis of:

age
gender
disability
religion
race or ethnic background
social or economic background

Participation is subject to the suitability of a group class environment and the ability to maintain safety and structure.

Reasonable adjustments may be considered where possible, but safety and class integrity remain the priority.

32. COMPLAINTS HANDLING PROCEDURE (APPENDIX)

Elevate Gymnastics Club encourages concerns to be raised in a structured and respectful manner.

Complaints must:

be submitted in writing
relate to specific issues
avoid abusive, threatening, or defamatory language

Procedure:

Complaint is acknowledged
Information is reviewed
A response is issued within a reasonable timeframe

The club is not required to engage in prolonged correspondence, public disputes, or repetitive complaints once a matter has been addressed.

Complaints relating to safeguarding are handled under safeguarding procedures, not this section.

33. OFFICIAL COMMUNICATION & CONTACT PROTOCOL (APPENDIX)

Elevate Gymnastics Club operates a structured communication system to ensure clarity, efficiency, and accurate handling of queries.

33.1 No-Reply Email Policy

Some club communications are sent from a no-reply email address.

Messages sent in response to a no-reply email address:

are not monitored
may not be read
may not receive a response

Parents are responsible for using the correct contact channel as outlined below.

Failure to do so does not constitute notice to the club.

33.2 Official Contact Channels

To ensure queries are handled correctly and without delay, parents must contact the appropriate department:

💰 Finance & Payments

For:

payments
invoices
flexible payment arrangements
sibling discounts

📧 finances@elevategymnasticsclub.com

(Contact: Jake)

Sibling Discount Procedure

Full payment for the first child must be completed via the payment link
For the second child, parents must contact the finance email to confirm the discounted amount
Payment for the second child is completed directly at the venue as instructed

📘 Bookings & Class Queries

For:

class availability
waiting lists
class changes or swaps

📧 booking@elevategymnasticsclub.com

(Contact: Karlo)

ℹ️ General Information

For:

competitions
annual registration
club policies
education systems and level progression

📧 info@elevategymnasticsclub.com

(Contact: Danny)

33.3 Communication Expectations

Email is the primary official communication channel
WhatsApp is supplementary only
Parents must allow reasonable response time
Staff are not required to respond to messages sent to incorrect addresses

Repeated misuse of communication channels or abusive correspondence may result in restricted communication or further action under club policy.

33.4. FINAL ACKNOWLEDGEMENT (APPENDIX – COMMUNICATION)

By registering or continuing participation, parents and guardians acknowledge and accept:

the club’s structured communication system
the use of no-reply emails for information distribution
responsibility for contacting the correct department

Failure to follow communication procedures does not invalidate club policies or payment obligations.

33. FINAL ACKNOWLEDGEMENT (APPENDIX)

These appendices form an integral part of the Elevate Gymnastics Club Master Policy.

By registering or continuing participation, parents and guardians confirm that they:

have read
understand
accept
and agree to be bound by

all sections of the policy including these appendices, without exception.

Failure to comply with any section may result in removal from participation without refund.Daniel Farkas - CEO

reviewed : 13-12-2025