Studio Policies

Reserve your spot today!

Saturday October 6, 2018 - 2 - 5 pm - PFilates Intensive Workshop

Saturday November 3, 2018 - 2 - 5 pm - PFilates Instensive Workshop

Register online with our Studio Calendar.  After you create an account, download our FREE app to reserve from your iPhone.

Call 817-386-7832 or e-mail to Info@Pilates.Works to schedule personal training by appointment.

Beginning 1/1/2018

Cancellation Policy:

The studio’s general cancellation policy for reservations is 48 hours in advance of the day/time of the scheduled session.

E.g. If you have an appointment on Monday at 3 pm, then you must cancel by Saturday at 3 pm or your account will be deducted for the session. 

Note:  The Tula online reservation system is programmed to follow the 48-hour cancellation policy, and will not allow you to cancel a reservation at less than 48 hours from the start time of the training session.  How does this impact your choices?  If you don’t want to pay for classes you’re unable to attend, and aren’t sure whether a particular day/time is going to work for you, then consider waiting to register or make your appointment when you feel more certain of your ability to attend.  If that means registering right before you jump in the car to drive over, that’s one good option.  (Reminder:  some specific bookings do not allow any cancellation, such as “Old School” Pilates Circuit Training or certain special workshops, as indicated in the descriptions.)

If you accidentally register for the wrong class at less than 48 hours before class, and need assistance in changing your reservation, please contact us for assistance.

SICK?  Please stay home if you have a fever or suspect you’re still contagious.  Consider it a courtesy to your instructors and workout friends.

How to Cancel an Appointment outside the Tula online reservation system.

If you cancel via voicemail – at 817-386-7832 – or by e-mail at Info@Pilates.Works prior to the 48-hour cancellation window (logged according to the date/time stamp on the answering machine or on the e-mail) you will not be charged for the session. If you choose to communicate directly with your instructor by cell phone call or text message, you must get verbal or written confirmation that they received your message.  Please consider any text message or voice mail message sent to an instructor’s cell phone to have failed unless they reply to your notification.  In regards to cancellations sent directly to the studio, if you cancel over the weekend, you might not receive the reply/acknowledgment until Monday. 

PRIVATES Cancellation Policy Addendum and NEW “V.I.P.” Sick Days in 2018

In the past we’ve allowed private clients to late cancel (at less than 48 hrs notice) without charge if they were suddenly sick or incapacitated/injured.  Due to the high volume of such late cancellations during 2017, we can no longer afford to continue this exception to the studio’s general 48-hour cancellation policy.  Of course, we also don’t want to encourage clients to come when they are sick, because none of the rest of us want to get sick!  So, here’s what we’re going to try out for 2018 —  “V.I.P.” Illness/Injury Grace “Sick Days”– Private clients who average at least 1 private per week will be allowed up to 1 late cancellation due to illness/injury per calendar year without charge.  The next 3 late cancellations due to illness/injury will be at a charge of $25 per cancellation.  After the first 4 late cancellations of the calendar year due to illness/injury (1 free, 3 at late fee of $25), all additional late cancellations in the calendar year due to illness/injury will be deducted as full lessons.   Private clients who average at least 2 privates per week will be allowed up to 2 late cancellations due to illness/injury per calendar year without charge.  The next 5 late cancellations due to illness/injury will be at a charge of $25 per cancellation.  NOTE:  After the first 7 late cancellations of the calendar year (2 free, 5 at late fee of $25), all additional late cancellations in the calendar year due to illness/injury will be deducted as full lessons.  RELATED NEW POLICY: All private clients will be required to keep a credit card on file in the Tula system to enable late cancellation fees to be assessed at the time of the cancellation.  REMINDER:  As always, late cancellations due to the other life/work/random circumstances are still your financial responsibility, and your account will be deducted accordingly.

Duet/Trio Cancellation Policy Addendum

A 48-hour notice of cancellation is required for a duet/trio session, and each person participating in a duet/trio is responsible for their portion of the session.

  • If all the participants in a duet/trio want to move their appointment they must request that change at least 48 hours ahead of the original appointment.
  • If any individual in a duet/trio cancels with less than 48-hours notice that person is responsible for paying for their portion of the class, whether or not it was due to an emergency or illness. This policy is necessary as a commitment to the other members in the duet/trio and because the studio has been holding teacher/equipment time for you.
  • If any individual in a duet/trio cancels more than 48 hours in advance, then the other participant(s) in the class have the option to cancel or can agree to pay for the class at a higher rate (private or duet).
NEW Discount Package Purchase Policies – 2018:

Clients who are ONLY doing private/duet personal training are now required to purchase packages through “Old School” formats.  Flex Credit packages will only be available for purchase by clients who are rotating between types of small group training OR several types of training. Discounted Trios are now only available through Flex Credits.  Clients who are doing personal training AND small group training may choose between Flex Credits and Old School to pay for personal training, but must pick which system they want to use for the entire calendar year.  Immediate family members may share a package, but the purchase will be recorded under only 1 client’s account, and that client can give instructors authorization to transfer credits over to other family members.

Payment in Advance

Training sessions must be paid for in advance and are non-refundable.  Payment of fees reserves your spot. Many classes can be paid/reserved through the online Tula system integrated with the Pilates.Works website or the Pilates Works iPhone app.  Devoted to Android?  Don’t fret, because the Pilates Works website is very mobile friendly!   FYI — because our studio policy requires advance payment, the Tula reservation system will not let you reserve more training sessions than you have pre-paid credit for – so, if you need more spots held into the future than what is pre-paid in your account, please speak to an instructor to override the system on your behalf.  The studio’s general policy is that you must pay at least 1 session ahead to have a spot held for you.  For clients with regular appointments, we’re usually willing to hold any number of weeks in advance as long as you keep paying at least 1 session ahead.  [Keep in mind, if you develop a habit of canceling personal training (privates/duets/trios) at close to 48 hours ahead, your instructor may ask you to wait to schedule your appointments to within a time frame where they cannot be canceled.  Harsh Reality:  Instructors have to make a living or they will not be able to continue to be here to serve you.]  If you’re having trouble using the online system or app, please contact us for assistance. 

Package Expirations:

Expiration dates are automatically set from the date of payment in relation to the specific package or membership purchased.   You are allowed to take class on the actual expiration date.  For all Flex Credits packages, if you have purchased multiple packages due to special sales, the Tula system automatically deducts out of the whichever package in your account expires first.  Exceptions:  Exceptions to expiration dates are only made in rare cases of extreme illness/injury/accident, such as when you are in a cast or a doctor has set restrictions on your physical exercise. Even then, you must notify the studio of what has happened PRIOR to the expiration date of your classes. If you’re not cleared to return within 4 months of your original notice, contact us again, and we’ll discuss the best options.

What to Wear

Clothing:  Wearing comfortable, but fairly fitted clothing helps your instructor see your alignment and form. Ultimately, please wear something you feel comfortable in, because if you are overly self-conscious, it will be hard to do your best.  Women are encouraged to wear leggings or yoga pants or fairly fitted sweat pants and a fitted shirt or tank.  Men are encouraged to wear compression under shorts or sweat pants and a fitted shirt or tank.  Whatever is going to support your movement, keep you warm enough, and not get caught up in any springs or moving machine parts is helpful. 

Hair:  Securing long hair can be a safety precaution with certain movements and machines. 

Lotions/Oils/Scents:  When possible, please refrain from wearing strong perfumes and body oils/lotions which can rub off on the equipment or trigger allergy responses in others.  Some lotions/oils have to be scrubbed off with magic erasers to get them off the upholstery.  Some strong perfumes/oils can hang in the air for hours after you leave and impact clients attending later in the day. 

Footwear:  When you arrive, please leave your street shoes near the front door to help keep the studio and equipment clean and to help everyone stay healthy.  Socks or bare feet are preferred during training sessions, for a variety of reasons, including encouraging foot articulation.  If you have plantar warts or athlete’s foot or any type of foot or toenail fungus, PLEASE wear socks.  If you need lotion/cream/oil on your feet, PLEASE wear socks.  Cotton socks or socks with grippers on them usually feel the most secure, but we always keep a lot of cut shelf liner around to help create more effective non-slip surfaces.  Shoes:  Clients who are required to wear shoes/orthotics for medical reasons are requested to clean off the soles of their shoes thoroughly prior to their workout (with disinfecting wipes provided by the studio) or purchase a separate set of shoes to be worn in the studio (and not at other locations).

Communication Policies and Requests:

Physical/health/wellness concerns:  Please keep your instructor(s) informed of relevant information which could impact your participation in class, such as injuries or doctor’s/therapist’s recommendations.  If anything happens during a session to cause pain or discomfort, please stop doing the movement and immediately communicate with the instructor, especially if it is a sharp stabbing or shooting pain.  If any of your contact information on file has changed since you filled out your registration forms, please request to update your file. (E.g. you’ve recently moved or changed cell numbers, emergency contact info needs updating, etc.)

Goal setting:  Please stay in pro-active communication with your instructors about ongoing concerns you might have, including what you consider your short-term and long-term goals to be.  It’s easier for us to help you make progress when we’re all on the same page.

Late Arrival Policy for Personal Training

Our general policy remains the same — the instructor is free to leave if you are more than 20 minutes late without having communicated in advance, and your account will still be deducted for the session.  With the change in cell phone laws, we’re well aware that if you’re already in transit, it’s not legally possible for you to contact us on your cell if you’re running late.  Suggestion — if you think it’s possible you will be more than 20 minutes late and want to be sure your instructor doesn’t leave, get off the road and park your car somewhere to call/text to let your instructor know you’re on your way.   If you’re late, your session will still end on time as it was originally scheduled.  If you arrive on time, you’re guaranteed a full fifty-minute session.  Early departures are treated similarly — if you choose to leave early, you will be responsible for paying for the full session. 

Late Arrival Policy for Small Group Training

If you arrive more than 10 minutes late to any small group training, and have already missed a lot of the warm-up, your instructor may ask you to observe the remainder of the session rather than participating.  What the instructor requests will depend on the nature of the particular workout on that particular day and how much warm-up the group has already done.  This policy is for your safety to protect you from potential injury and out of respect for your instructor and your classmates.  Exceptions may be made at the discretion of the instructor if you have a great deal of experience and are capable of doing your own warm-up to catch up with the group, or your instructor may ask you to do a separate, specific series of warm-ups on your own, before joining in with the rest of the group. 

WEATHER POLICY:

If schools and businesses are closing due to inclement weather, AND Pilates Works announces cancels training sessions, you will be issued non-refundable FLEX Credits at an approximate equivalent of that day’s session, which can be used to reserve other sessions within 30 days of the date of the cancelled training session.  Please know we attempt to contact each client individually if they have already registered for a session which needs to be canceled.