You’ve spent hours designing a powerful group program that helps people feel better in their bodies, build confidence, and improve their overall well-being. The workouts are planned, the sign-up page is ready, and your clients are excited to get started.
But before you hit “publish” and welcome everyone into your next group coaching container, there’s something important you don’t want to skip: your legal protection.
And I know…
As a health and wellness professional, you probably aren’t thinking about the legal stuff. You’re thinking about the insanely awesome meal plans you’ve created for your clients or the workout circuit that people might hate you for in the moment (but totally thank you for when it’s over).
I get it! Unless you’re in the legal field then there’s a good chance you aren’t thinking about legal things 24/7. (Unfortunately for me… my brain is never not thinking about legal 😅)
But that’s ✨fortunate✨for you because health and wellness is one of those industries where you face a unique set of risks. From physical injuries to unrealistic expectations, misunderstandings around payment, or crossed boundaries in group chats, there are plenty of opportunities for things to get messy.
And that’s where the right legal agreements come into play!
So before you launch that new group fitness program and start changing the lives of your clients, make sure you implement these 3 legal must-haves. ⬇️
The 3 Most Important Legal Agreements for Fitness Coaches
1. Group Coaching Terms & Conditions
First things first, you’ll want to ensure that you have a terms and conditions agreement that’s specific to your group coaching program. This is simply a written agreement between you and your clients that outlines the structure, expectations, and rules of your group program.
This agreement is the backbone of your group program from a legal perspective. You can sort of think of it as the “house rules” that helps you communicate:
- The length and format of the program
- What’s included (and what’s not)
- Payment terms and refund policies
- Client responsibilities and coach boundaries
- Behavior expectations in group settings (like live calls or community forums)
- Tech access or support details
- Disclaimers around results or medical advice
Without implementing a group coaching terms and conditions, you’re leaving important details up to interpretation and THAT is where conflict can arise.
For example, let’s say a client misses half the sessions and asks for a refund. Or they start giving other group members unsolicited medical advice.
Having Terms & Conditions in place gives you a written reference point to handle these issues with clarity and professionalism.
➡️ When To Use It: when you’re enrolling clients into a fitness program, group training series, or support group, even if it’s “casual” or short-term.
➡️ Where To Use It: on your program sales page, as part of the sign-up process, or inside your onboarding emails. The most important thing is that your participants agree to your terms before they ever even purchase the program!
2. Health & Wellness Program Waiver
Next up, you’ll want to implement a liability waiver that asks clients to acknowledge the potential risks involved in participating in your program and confirms they are voluntarily assuming those risks.
Because here’s the thing: no matter how careful you are as a coach, there’s always a risk when people engage in physical activity. A waiver like this helps limit your liability if someone gets injured or has an unexpected health issue during the program.
It also reminds your clients that they’re responsible for listening to their own body and seeking appropriate medical advice before participating.
This agreement can be a lifesaver if someone tries to hold you accountable for something that was ultimately outside of your control. It's also an important step in showing that you're running your program professionally and ethically.
➡️ When To Use It: before clients begin any physical activity or receive any wellness guidance through your program.
➡️ Where To Use It: during your intake process, either in your onboarding paperwork or as a digital agreement that must be signed before participation.
3. Health & Wellness Website Disclaimer
Lastly, you want to have a website disclaimer that lets visitors know your content is for educational or informational purposes only and is not a substitute for professional advice.
If you’re using your website to share fitness tips, post blog content, or promote your group program, you want to make sure people understand the limits of that information. A disclaimer clarifies that while your content may be helpful, it’s not meant to replace medical, legal, or professional advice!
For example, let’s say you write a blog post about how walking every day helped you lose 20 pounds and someone takes that as medical advice, follows your tips, and later claims they were harmed. A disclaimer helps protect you by making it clear that your content isn’t meant to diagnose, treat, or cure any condition!
➡️ When To Use It: as soon as you begin publishing wellness-related content on your site or selling fitness programs online.
➡️ Where To Use It: in the footer of your website, on any program landing pages, and ideally near any content that discusses health, exercise, or personal well-being.
Your One Stop Shop For Legal Protection as a Health and Wellness Professional
Now that you know what legal protection you need as a health and wellness professional, you might be wondering how to implement those things!
And lucky for you, you don’t have to track down all of these documents separately or spend hours trying to figure out what to include in each one.
My Group Fitness Contract Bundle was designed specifically for fitness professionals and wellness coaches who offer group programs. It includes:
✅ Group Coaching Terms & Conditions (Valued at $117)
✅ Health & Wellness Program Waiver (Valued at $79)
✅ Health & Wellness Website Disclaimer (Valued at $79)
Each template is customizable, lawyer-drafted, and easy to implement so you can feel confident you’re covered without hiring a full legal team!
At the end of the day, you started your business to help people, not to deal with messy client disputes or worry about legal risk every time you open the Zoom room.
The right legal documents aren’t just about “covering your butt” – they’re about showing up as a professional, creating clear expectations, and protecting your time, energy, and impact!
So, before your next group class kicks off, make sure you’ve got these 3 legal essentials in place so you can lead your clients with peace of mind!
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