The 1:1 services to group coaching program pipeline for online business owners is strong and it makes sense. You prove your concept with 1:1 clients and you learn what people want and need more of, so you’re able to create a group coaching program that allows you to serve more clients at once.
But when you’re no longer working 1:1, the legal and logistical complexities shift, which means your contract needs to shift too.
From refund requests to client conduct and liability concerns, group programs require specific legal language to protect you, your intellectual property, and the group experience you’ve worked so hard to build.
So if you’re thinking of launching a group coaching program – or if you already have, but didn’t cover the legal side of things 🫣 – keep reading to learn about a few of the key contract clauses that your group coaching program shouldn’t live without.
Why Group Coaching Contracts and 1:1 Client Contracts Have To Be Different
“Wait… why do I need two different contracts?”
As a contract and trademark lawyer for online business owners, that’s a question that I get ALL the time! And honestly, it’s a good question because if you’re basically doing the same thing, just in different containers, why can’t you just use the same contract for each service you offer?
While I wish it were that simple, different services call for different legal needs. A 1:1 contract is designed for a private client relationship where your time, energy, and deliverables are focused on a single person.
A group coaching contract, on the other hand, is designed for a shared experience where participants are interacting with not only you, but also with each other and shared materials.
Here’s what that means legally:
- You’re managing community dynamics, not just a client relationship, which means you need clauses about conduct, confidentiality, and boundaries.
- You’re delivering collective access where participants may be joining live calls, a portal, or a private community, so you must clarify access limits and how long materials will remain available.
- Refunds and liability look different. Once someone joins and gets access, that’s considered “delivery,” so your refund terms and waiver language need to be airtight.
Overall, the legal expectations shift from personal delivery to group experience, and your contract needs to reflect that.
The Key Clauses Your Group Coaching Contract Should Include
Now that you know that your group coaching program needs a different contract than your 1:1 services, it’s important to know which key clauses to include!
And remember: when it comes to group coaching programs, having a strong legal agreement in place isn’t just about protecting your business – it’s also about creating structure, safety, and clarity for everyone involved.
Here are a few of the key clauses that every group coaching contract should include to do just that:
Participation and Conduct Clause
This clause sets the tone for your community and makes it clear what behavior is (and isn’t) acceptable within the group. It helps prevent disruptions and outlines what happens if a participant violates the terms.
For example, if a group member repeatedly disrespects other participants, disregards confidentiality, or behaves in a way that undermines the container, this clause gives you the right to take appropriate action while maintaining integrity and fairness.
Refund and Payment Clauses
Unlike 1:1 work, group programs often have strict refund policies and for good reason! Spots are limited, access is often immediate, and the content is typically digital. That’s why your group coaching contract should make your refund policy crystal clear.
Whether you offer partial refunds, no refunds, or specific conditions under which a refund may apply, spelling this out avoids disputes and sets clear expectations from day one.
This section should also cover payment plans, late payments, and what happens if someone defaults. Being clear and transparent about all of these things up front can save you from difficult money conversations later.
Intellectual Property and License to Use Clause
Lastly, in a group setting, you’re likely sharing proprietary frameworks, materials, and recorded sessions, which is why it’s incredibly important that your contract should clarify that you retain ownership of all intellectual property and participants are granted a limited license to use the materials for personal (not commercial) use.
This protects your unique ideas from being repurposed or resold while still allowing your clients to use what they’ve learned in their own lives or businesses.
Together, these clauses ensure that your group coaching contract doesn’t just protect you legally, but it also sets the tone for a professional, respectful, and transparent group experience.
NOTE: this is not an exhaustive list of clauses that your group coaching contract should include! This is just the beginning of a few key clauses that you absolutely shouldn’t leave out. For a closer look at all the clauses that an effective contract includes, click here!
Can Group Coaching Clients Ask for Refunds?
If I had to choose one thing (even though there are LOTS of important things!) for online business owners running group programs to really spend time and attention on, it would be your refund policy.
For whatever reason, refund requests seem to pop up far more often for group services than anything else and having your refund policy airtight allows you to respond more promptly and professionally when the inevitable question comes up… “Can I get a refund?”
Whether it’s because they joined without fully understanding what they were getting, felt the program didn’t deliver what they expected, or simply changed their mind about participating, people ask for refunds for all sorts of reasons.
What many don’t realize, however, is that group programs operate very differently from one-on-one services when it comes to refunds and here’s why: once someone joins and gains access to the materials, community, or live calls, that access is considered a “delivery” of value, meaning refunds often don’t apply.
And YES, it’s completely legal to have a “no refund policy” when you outline it correctly. Here’s how to do that:
- Define whether refunds are offered at all
- Outline the specific circumstances, if any, under which a refund might be considered.
- Include a reminder that payment plans are not “pause or opt-out” plans – they are commitments to the full program fee.
For example, if someone joins your 12-week mastermind, attends a few calls, and then decides “it’s not for them,” your contract should make it clear that they’re still legally responsible for completing their payments.
Having this language upfront helps prevent uncomfortable refund conversations and protects your revenue, while also setting clear expectations about accountability from the very beginning.
What If a Group Member Violates the Rules of Your Program?
Right behind your refund policy, you need to focus on your group program “rules.” And while that might seem like the least fun thing for you to put together when creating your group program, it’s extremely important because when you’re running a group program, you’re not just managing your relationship with one client – you’re managing a collective experience.
And if one member behaves disruptively, shares confidential information, or violates community guidelines, it can affect the safety and cohesion of everyone involved.
Because of that, your group coaching agreement should include a community conduct clause that outlines:
- Behavioral expectations (e.g., respect for others, confidentiality, no harassment or hate speech)
- The right to remove a participant from the program if they violate these terms
- Whether or not removed participants will receive a refund (spoiler: they typically don’t)
Overall, this is simply your “house rules” for the group container that gives you the legal authority to protect the integrity of your program without having to justify or debate your decision later.
Is There a Liability Waiver for Group Coaching?
This is another area where a group coaching contract differs from one-on-one agreements. When you’re leading a group, you have less control over how participants engage with your content and less visibility into their specific situations.
That’s why a liability waiver is crucial! It helps protect you from being held responsible for how someone interprets or applies your advice.
For example, if you’re a business coach and a participant implements one of your strategies but doesn’t see results (or even loses money), you don’t want them to come back and claim you’re liable.
Your liability waiver should clearly state that:
- You are not guaranteeing specific outcomes or results.
- Participants are responsible for their own decisions and actions.
- The information provided is educational, not professional, financial, or therapeutic advice.
This one clause can make a massive difference in preventing misunderstandings and maintaining healthy boundaries between you and your participants.
The Group Coaching Contract Built for Containers, Cohorts, Masterminds, and Memberships
At the end of the day, if you’re offering any kind of group experience – whether it’s a coaching container, a mastermind, a course-based program, or a membership community – your contract should reflect that.
Which is why here at The Boutique Lawyer, I created the Group Coaching Contract with online business owners in mind specifically. This contract was written to address the nuances of group programs, from refund language to participant conduct, liability waivers, and intellectual property protection.
Every clause has been written by an attorney (hi, it’s me!) who understands online business, so you can confidently run your group without wondering if you’re covered.
Because when your contract communicates boundaries clearly, you get to focus on what really matters – creating a powerful, supportive space for your group coaching clients to grow together!
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Written by Amber Gilormo, founder of The Boutique Lawyer, a licensed attorney who helps creative entrepreneurs protect their work with legally sound contracts, trademarks, and business systems. Her signature collection of creative-friendly legal templates has supported over 7,000 business owners in protecting and scaling their brands.
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