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Fitness Facility Standards

Standard 1 Fitness facilities are to abide by any city, regional, county, state, provincial, or federal laws that affect the daily practice of said facility, whether related to providing fitness or nutrition services, or business operational procedures.

Mission Statement & Code of Ethics
Standard 2 The facility will develop and uphold a mission statement that includes its general purpose and is supported by specific, clearly defined objectives, and the appropriate parties of the facility will review the mission statement and objectives regularly, available publicly and is used consistently in facility publicity.

1. Present the facility's overall mission statement and objectives, and explain how the objectives are attained.

2. Explain how the facility's mission statement and objectives are used to guide strategic planning.

3. Explain how the facility regularly reviews and revises, as necessary, its mission statement, facility objectives, facility policies, and practices to ensure consistency and integrity in all of its representations about its mission, objectives and services.

4. Explain the process of ensuring that the facility's current mission statement is available publicly and used consistently in facility publicity.

Standard 3 The facility will demonstrate that it carries out effectively its mission and is attaining its objectives.

1. Explain the measures and/or processes the facility uses to determine whether it is meeting its stated mission and objectives. Include how the staff, administrators, managers, etc. responsible for facility planning, services, facility maintenance, etc. contribute to successful implementation and attainment of the stated mission and objectives.

2. Explain the ways in which the staff, administrators, managers, etc. interact with relevant communities of interest to keep the objectives current.

Standard 4 Fitness facilities will maintain a Code of Ethics.

Health & Safety
Standard 5 The facility is committed to providing its associates with a safe and healthy working environment, one that is free from the effects of drugs and alcohol. We will comply with all laws and regulations regarding a safe and healthy workplace and that:

  • We will provide a work environment that is in compliance with all safety rules, regulations and procedures, ensuring a workplace that is as free as practical from recognized hazards. We will report promptly any possible safety or health violations, potentially unsafe conditions, and any incidents resulting in injuries to employees, clients or visitors.
  • We are committed to maintaining a safe work environment and recognize our individual and collective responsibility to keep our workplace free from any form of violence. Making threats to another individual or the possession, sale or use of a firearm or other weapon while on the facility's premises, during work hours or while performing any duties or responsibilities for the facility is strictly prohibited.
  • Employees will help maintain a workplace that is free from the effects of drugs and alcohol and will not report to work under the influence of alcohol or illegal drugs. The use, sale, dispensing, distribution, possession or manufacturing of illegal drugs and narcotics or alcoholic beverages on the facility's premises or while performing any duties or responsibilities for the facility is prohibited.

Employee Responsibilities

  • Employees are expected to comply with these policies and all employees in managerial positions are expected to ensure compliance among their direct reports.
  • Employees have a responsibility to report any issues or any actual or potential violations of any policies to the Site Manager. Employees in managerial positions are required to act immediately on any possible violations. Employees can raise concerns and make reports without fear or reprisal.
  • The Policies of Conduct are not all inclusive of the expected conduct of our employees, nor does it describe complete details of the policies referenced herein. Employees have a responsibility to know and understand the complete policies in this policy and are expected to comply, not only with those specific policies but with all policies, procedures and practices of the facility.
  • Any violation of the above policies may result in disciplinary action, up to and including termination of employment at the discretion of the facility.

Standard 6 Rooms should be free from hazards, including fire extinguishers located in designated employee access areas.

Standard 7 All fitness-related environments are to undergo regular cleaning and maintenance. What is considered "regular" will depend on the size and traffic of the facility. Daily mopping, sweeping, vacuuming, dusting, and removal of trash should be considered for larger facilities, whereas smaller one-to-one facilities should conduct regular cleaning 1-2 times per week.

Standard 8 The outside area of the facility is to be inspected monthly, including lights, alarms, and signage.

Standard 9 Playing fields are to be inspected monthly. However, if the volume of participants presents a possible risk, fields should be inspected daily or more frequently, i.e., before each use.

Standard 10 All glass-backed court facilities are to be examined regularly, as governed by the use of the court, to determine the potential for injuries that may result from excessive gapping of glass doors upon impact. Owners of such facilities will provide proper construction of the area to protect court player from such injuries.

Standard 11 Monthly inspections of courts (tennis, racquetball, and squash) are to be performed by qualified safety personnel are to be implemented, together with daily cleaning and maintenance.

Standard 12 Racquet/squash court walls must be constructed of materials that can withstand the impact forces typical of normal court sports, to avoid breakage, chipping, cracking, splintering, or shattering. Regular inspection of the surface area of the walls should be conducted in order to ensure that minor cracks and flaws are detected and repaired. "Regularity" will depend on the traffic of the court, although twice a month is recommended.

Standard 13 Lighting in all areas of the indoor facility must be sufficient to provide clarity for any related activities, and at a level so there is no obstruction from sports play. Further, all lights in sporting venues (gyms and courts) must be protected from ball or other implement impact, whether in wire cages or covered with an unbreakable shield.

Standard 14 Proper air circulation is necessary, either through protected ventilation fans or air exchangers.

Standard 15 Pop-open electrical panels are to be covered, and located preferably in areas not accessible to facility members.

Standard 16 There must be accessibility to a water supply, such as drinking fountains.

Standard 17 Equipment and facilities are to be inspected daily for defects that could impede proper biomechanics or potentially lead to an injury.

Standard 18 All fitness facility members must be provided with an introductory instructional session on facility etiquette and safe usage of the equipment, and such instruction is to be done by a qualified staff. This includes "spotting" of members who are new to treadmill use or other equipment that may result in slippage or falling.

Standard 19 Rules of proper hygiene and safety are to be enforced at all times, including the sanitizing of equipment between use and that all members wear shirts and footwear that covers the entire foot (no sandals).

Standard 20 All testing and assessment equipment is to be checked or calibrated prior to commencing any fitness test or assessment.

Standard 21 Showers and change rooms are to be cleaned daily.

Standard 22 Whirlpools, spas, and swimming pools are to comply with the any recommended standards for the operation of public spas and pools, as per the facility's governmental requirements and the manufacturer's guidelines for safe and sanitary use.

Staff Qualifications
Standard 23 The fitness facility will be truthful in the qualifications of its personnel, and that:

1. It must not represent to a client that a person providing fitness or exercise instruction or design is qualified when, in fact, the opposite is true.

2. A person who is gaining experience, to become a qualified fitness practitioner, must be supervised by a person who is registered and accredited with the BFS who can provide instructional services. Clients must be advised that a 'fitness personnel in training' is providing the services.

3. The fitness facility must ensure that during all hours of operation there is at least one fitness practitioner registered with the BFS on the premises if fitness instruction is provided.

Integrity of Information
Standard 24 All information presented by the facility, its employees or other representatives to outside parties and each other must be truthful, accurate, complete and not misleading. All employees of the facility have a responsibility to ensure that the records and information within their area of responsibility comply with all applicable laws and regulations, facility policies and accepted industry standards. The facility will retain its records according to applicable laws and its policy.

Conflict of Interest
Standard 25 All fitness facility associates have the duty to act in the best interests of the facility and to ensure their personal interests and outside activities do not conflict or compete with the facility's business, objectives and principles, or adversely affect job performance. Each employee shall make prompt and full disclosure of any potential situation that may involve a conflict of interest and to uphold the following.

We will conduct our personal business and private business and affairs in a manner that avoids potential conflicts of interest and will take immediate action to resolve any actual conflicts that may arise. We will not engage in any activity, practice or conduct with conflicts with, or appears to conflict with, the interest of the facility.

We will not accept employment or compensation from, or engage in, any competing business or professional activity, or any business or professional activity that may require disclosure of the facility's confidential information or that reasonably could be expected to impair or interfere with our independent judgment and the performance of our duties and responsibilities to the facility. We will not engage in activities that involve the unauthorized use of facility equipment or application of confidential information or techniques.

We will abide by all aspects of the Confidential Information policy. We will use computer systems and other property, including but not limited to e-mail, voicemail, Internet access, and software, only for business related reasons and in conformance with facility policies. We will not send, receive or transmit copyrighted materials, trade secrets, and confidential or proprietary information, financial information, or other such information without prior and proper authorization.

Risk Management & Emergency Care Planning
Fitness facility daily operations include the basic administrative practices, but also risk management, i.e., processes used in the operations of a business to minimize legal liability and risk of injury. It is necessary for each facility to identify country and state laws as it pertains to liability specifics and to do the following:

Standard 26 Fitness facilities will seek quality business insurance coverage.

Standard 27 Fitness facilities will develop risk management strategies to reflect standards of practice as outlined in the BFS guidelines for fitness facilities and relative to any applicable laws. This means drafting procedures that describes specific responsibilities or duties of each staff member to be carried out in different situations, then developed formally in a staff policies procedures manual. Some of the risk management steps include:

1. Buildings, workspace, and equipment comply with local fire, building, health, and safety regulations.

2. Constantly be aware and on the lookout for potential safety hazards, such as barbell plates lying on the floor, damaged equipment and (most importantly) a client's deteriorating biomechanics because of fatigue or inadequate instruction.

3. Inform consumers of safety and emergency procedures in the event of an injury, medical problem, or other emergencies such as a fire.

4. Monitor and enforce all rules and regulations; they are there for your legal protection as well as the physical protection of the consumer.

Injury Prevention Measures
Standard 28 Facilities are to implement the minimum of necessary injury prevention measures possible and should include the following:

1. Implement the minimal standard in screening procedures.

2. Maintain up-to-date information on all members, including addresses, phone numbers, physicians, past or current injuries, emergency contact persons, medical conditions and prescribed medications.

3. Establish and enforce emergency operating procedures (this will require fine-tuning and customization in accordance to the building's floor plan and location of emergency equipment; make certain sufficient first-aid items are on hand). Emergency action simulation exercises may be warranted on a regular basis.

4. Perform and document equipment inspections, repairs and upkeep procedures. Such procedures also should be done regularly on locker rooms, sun tan beds, saunas, flooring, and showers.

5. Clearly post warning signs (e.g., keep hands away when machines are in operation), training techniques (e.g., move slowly, never fast), out of order signs and any other indications of possible danger. Signs should include a code of conduct (e.g., do not drop the weights, replace weights when finished, etc.).

6. Ensure that all fitness instructors are certified with a recognized organization, and that the certification reflects the instructors' abilities and duties (e.g., certification in resistance training as opposed to aerobic dance qualifications). The certificates or copies thereof should be kept on the facility premises. Be certain that each employee understands his or her role and limitations in working with members.

7. Always have informative guidebooks available at all times on various subjects, including sport medicine, CPR, nutrition, resistance training methods and techniques, etc.

8. Maintain on-going education programs on safe and effective exercise, emergency procedures, first-aid and CPR courses, etc. Regular meetings should be part of the education process that outline industry changes/standards, past problems and solutions, employee feedback, etc.

9. When in doubt on any legal or negligence aspect, contact a lawyer or insurance agent.

Staff Procedures
1. Before commencing with a one-to-one exercise program, make certain that every member instructed has had a pre-screening test/assessment from his or her physician or has signed a waiver form.

2. Apply skills and activity requirements that are appropriate to the member's age, physical and emotional health, attention span, and activity background.

3. Provide adequate demonstration of the exercises and associated skills, and proper spotting techniques while emphasizing safety. Be certain to explain any risks that may be inherent in the exercise movement (as is typical with squats, bench presses or high-impact activities, for example). Demonstrate and explain the purpose behind an adequate warm-up and cool down.

4. Provide instruction in easy to understand, progressive steps. A major problem that an experienced fitness practitioner has is to assume that someone else can understand the intricacies of a topic clearly and that many clients are, in fact, not very knowledgeable about fitness science.

5. Provide regular supervision for each new member for as long as is required to ensure he or she understands the techniques of the exercises and proper use of equipment available.

6. Modify programs regularly, and in accordance to interest/boredom, climate (temperature, humidity), and other factors that may play a role in potential risk situations.

7. Practitioners are to inspect all equipment and the supervised area at the start of each shift to ensure complete safety.

Emergency Planning & Response
Standard 29 Direct supervision by qualified personnel (e.g. First Aid, CPR, and an applicable fitness certification) is to be provided at all times.

Standard 30 Fitness practitioners are to be certified in cardiopulmonary resuscitation (CPR) in accordance to state, provincial or federal guidelines. First Aid training/certification also is required if an individual who is qualified in sport medicine is not available during fitness instruction sessions. Staff who instruct clients are to obtain these necessary certifications within six months of employment or fitness certification.

Standard 31 A facility-specific emergency response plan to deal with injuries and reasonably foreseeable catastrophic events is to be developed and written, then posted at appropriate areas, practiced and rehearsed at least quarterly. The emergency plan must be evaluated initially by the facility risk manager (s), legal advisors, medical providers and/or off-premise emergency response agencies, and modified if necessary. An operational telephone must be available immediately upon opening the facility for business in order to summon on-premise and/or off-premise emergency assistance if required at that time.

Exercise Equipment
Standard 32 All exercise equipment (and its associated signage or instruction for proper use) must be assembled, placed, inspected, tested, maintained, and repaired in accordance to manufacturer and industry standards.

1. All exercise equipment must be assembled and placed in appropriate areas in accordance with manufacturer's instructions and recommendations. All accompanying safety signage instructions, warnings, or notices are to be posted in clearly visible places and near appropriate equipment as to be seen prior to use. If such information is unavailable from the manufacturer, then appropriate signage must be created by knowledgeable staff based on authoritative information available from other reliable sources.

2. Prior to being put into service, exercise equipment must be tested by qualified staff to confirm proper working order and quality of standards in accordance to manufacturer intentions.

3. Exercise equipment must be inspected and maintained at regular intervals as specified by the manufacturers. In the absence of such specifications, regular inspection and maintenance must be completed in accordance to the professional judgment of a fitness practitioner, but not less than every two weeks.

4. Exercise equipment in need of repair, as determined by regular inspection or as reported by users, must be removed or 'quarantined' immediately and serviced and repaired, then re-inspected and tested to confirm proper working order before being returned for use. If any equipment is involved in an incident of injury, legal advisors must be consulted for advice prior to service/repair or destruction of said equipment.

Equal Opportunity & Access
Standard 33 Fitness facilities must provide facilities, training, programs, services, and related opportunities in accordance to all laws, regulations, and requirements mandating equal opportunity, access and non-discrimination.

Such state/provincial and federal laws and regulations apply to most professionals, businesses, institutions and organizations. Discrimination or unequal treatment based upon race, creed, national origin, sex, religion, age, disability, or other such legal classifications is generally prohibited.

Children & Exercise
Standard 34 Children must be instructed, supervised, and trained in accordance to minimum safety and participatory standards as set out herein:

1. Children under the age of ten, or those ten or older deemed by a fitness practitioner not to have achieved an appropriate level of maturity to allow participation in organized exercise activities using resistance training methods are not permitted to engage in such activities in facilities designed for use by adults and adolescents, and should be denied access to these training areas. Children under the age of ten may benefit from other forms of exercise, but must be cleared by a child's parent/guardian/custodian before doing so.

2. Children aged ten or older, and adolescents who desire to partake in exercise methods designed for adults must be screened individually in accordance to the BFS guidelines provided and in conjunction with the individual's parent/guardian/custodian and a healthcare provider to determine if the child/adolescent may engage in exercise activities appropriate for adults.

3. Because of an often-shorter attention span or anxiousness, children and adolescents (who are cleared through appropriate screening methods and through the child/adolescent's parent/guardian/custodian and healthcare provider) who undertake an exercise program (particularly strength training) should be afforded a greater degree of supervision and instruction than is provided to the typical adult population.

Memberships
Standard 35 The fitness facility must act ethically with full disclosure in regard to pre-paid fees, memberships agreements, contract details, and advertising and sales practices as set out herein:

1. The facility will place all pre-sell membership fees in a segregated escrow account.

2. The facility will not sell prepaid, lifetime memberships.

3. The facility will not guarantee membership or renewal fees beyond a three-year period permitted by applicable law.

4. The facility will not receive membership/service fees in advance for a period greater than 12 months, or for a period that exceeds the non-expired period of the lease of the exercise facility's premises unless there is written documentation of an intention to renew the lease and acknowledgment from the lessor of the receipt of such documentation.

5. The facility will not engage in deceptive, high-pressure sales tactics.

6. Each advertisement or piece of promotional literature written or used by a facility must be completely truthful and must not give any false, misleading, or exaggerated impression with respect to its personnel or its services.

7. The facility must conform to all relevant laws, regulations, and published standards within its city, county, state/province and country.

8. Each individual who has supervisory responsibility for a physical activity program or area at the facility must have demonstrated professional competence in that physical activity program or area.

9. The service/membership agreement will list the services being offered and the price for such services, including (where applicable):

  • Joining fee;
  • Fee for each service or visit;
  • Amount payable, frequency of payments and minimum term applicable to the agreement;
  • Fee for exercise consultation;
  • Fee for exercise program prescription;
  • Fee for dietary plan consultation and prescription;
  • Any other fees; and
  • Early cancellation fee and circumstances under which those fees are payable.

10. The facility will not describe a service, or part of a service, as "free" or "discounted" if the service is increased in price, decreased in quality or is restricted in any manner as a result of the offer.

11. The facility will not enter into an agreement or accept payment from a consumer if there are reasonable grounds of which the facility is aware, or ought reasonably be aware, for believing that the services under the membership agreement cannot be provided.

12. Where the monthly billing agreement has a minimum term, the obligations of the consumer and the fitness facility must be stated clearly.

13. The agreement must include:

  • The name and address of the parties to the agreement.
  • The rights and responsibilities of the fitness facility.
  • Details of a 'cooling off' period (see BFS Fitness Facility Guidelines).
  • Disclosure of full price of services being offered.
  • Any rules of the facility that apply to the consumer.

14. The facility will not enter into an agreement with a consumer unless the agreement is in writing and is signed by the consumer.

Policy on Complaints
Through its complaint policy, the BFS seeks to offer those lodging a complaint an equitable, fair, and amicable resolution of their problem as promptly as possible, thus mitigating the need for legal or other action. A complaint is defined as a "substantial expression of dissatisfaction" by any person or group about the services, conduct, misrepresentation, or personnel of a fitness facility registered through the BFS or of any of its fitness practitioners.

Standard 36 Where a written complaint is made a fitness facility or fitness practitioner will:

  • Provide the complainant with written feedback within 10 days of receiving the complaint regarding the result of action taken by the facility or its employee to resolve the complaint.
  • If it is not possible to resolve the complaint within 10 days, provide written acknowledgment of the receipt of the complaint within 7 days and specify the time frame that the complainant will receive feedback regarding the result of action taken by the facility or its employee to resolve the complaint.
  • Safely maintain and store records on all complaints received for a period of five years.

Standard 37 Fitness facilities registered with the BFS also will abide by the BFS standards for fitness practitioners when providing fitness-related services, and to have at least one BFS accredited fitness practitioner on duty at all times.

BFS Adherence
Standard 38 The facility must demonstrate continued compliance to maintain BFS accreditation by:

  • Annually completing and submitting its membership dues and supporting report of the BFS standards.
  • Reporting any changes in personnel, purpose, and activities of the facility (including key personnel and client assessment method changes).
  • Providing any information the BFS may require in order to investigate allegations that involve lack of compliance to the standards contained herein.