IKAIKA Personal Fitness Schedule Change Policy for Personal Training

Purpose

The Personal Training Schedule Change Policy outlines when and how a client may change their ongoing session time, what fees can apply, and how approved changes affect the contract term.

Scope

This Personal Training Schedule Change Policy applies to Personal Training clients only. It does not apply to semi private training, Bootcamp, class packs, or promo-based programs.

One no charge change per year

• Each client may request one schedule change per rolling 12 months at no charge.
• Any additional schedule change within the same 12-month period will incur a processing fee of $130 per approved change.
• After more than one schedule change in the same 12-month period, any promotional, introductory, or discounted pricing from the original contract will be voided, and current standard rates in effect at IKAIKA will apply.

These rules are part of the Personal Training Schedule Change Policy and are designed to protect coach availability for all clients.

Contract extension

By changing the regular schedule after the initial no charge request, the client agrees to extend the contract by 12 weeks from the effective date of the approved change. This requirement is included in the Personal Training Schedule Change Policy to ensure program continuity.

Billing and sessions

A schedule change does not pause billing. Sessions continue as scheduled unless otherwise confirmed in writing. Standard attendance, late cancel, and reschedule policies remain in effect under the Personal Training Schedule Change Policy.

How to request

Schedule change requests should be submitted in writing before 14-day before the effective day. The Schedule Change Request Form can be requested by clicking the corresponding link below this paragraph. Once completed, the form must be emailed back directly to the client’s coach as instructed in the form.

Download your Schedule Request Form Here

Lead time

Please provide at least 14 days’ notice prior to your next billing cycle. This improves scheduling options and allows sufficient time for processing the request according to the Personal Training Schedule Change Policy.

Requests that affect another member’s schedule

If your requested time requires another member to move from their existing slot, and that member agrees to change because of your request, an additional $130 processing fee will be assessed to cover the administrative work for the other client’s change. This charge is in addition to any fees that apply to your own change and is part of the Personal Training Schedule Change Policy.

Exceptions

Medical or hardship exceptions may be considered at IKAIKA discretion and must be approved in writing.

Acknowledgment

By submitting a request, the client acknowledges and agrees to this Personal Training Schedule Change Policy, including the $130 processing fee for additional changes within a 12 month period, the 12 week contract extension upon approval, the possible loss of original promotional pricing after more than one change, and the additional $130 fee if the change causes another member to move from their slot.