Member Policies

In the event of any misunderstanding between these published member policies and the complete policies agreed to upon membership, the language in the agreed upon membership policies through the Gymfinity Parent Portal shall supersede.

MONTHLY BILLING: Tuition is based on a flat monthly fee and charged on the 21st of the month prior.  Gymfinity assumes that once a child is enrolled, they will attend continuously throughout the year.  However, you are not committed to attend the entire year and, with notice, may pause your child’s enrollment at the end of any month.  Tuition prices are subject to change annually.

DISCOUNTS:  A family discount of 10% applies to the second child enrolled, 20% for the 3rd child, 50% for the 4th child and the 5th child is FREE. Children participating in multiple classes will receive a 30% discount off the 2nd class, and 50% off the 3rd class.

PAYMENT TYPES ACCEPTED: Gymfinity accepts cash, checks, Visa, MasterCard and Discover as payment, however it is recommended that a credit card be on file to minimize additional fees.  (See “Payment Options”)

MONTHLY STATEMENTS:  Billing statements are emailed on the 21st of each month.  

TUITION DUE DATE: Tuition is due by the 1st of the month. However, unless a Pause Form is completed by the 20th of the month, Gymfinity will post and collect tuition on the 21st of the month prior.

PAYMENT OPTIONS:  Gymfinity encourages every family to have valid credit card
information on file.  Families that choose not to keep a current credit card on file in
the Parent Portal will incur a $5 monthly fee in addition to monthly tuition charges
and will incur a $25 late fee if payment is not made by the first of the month.
Additionally, families that split payments will incur an additional $5 fee on top of tuition.  Any check returned to Gymfinity for insufficient funds will incur an additional $25 fee.  Payments can be made through the Parent Portal at the Gymfinity website. For security purposes, the Gymfinity office is unable to update the credit card information in your account. The Gymfinity office will only take one time payments.

FAILURE TO PAY: A statement with tuition owed and a $25 late fee will be emailed on
the 1st of the month.  To allow other students to enroll, your child will be dropped on the
2 nd of the month if payment is not made. A child will be unable to attend classes until
tuition is paid.  Accounts will still be liable for the current month’s tuition and subject to a
$25 late withdrawal fee.  Accounts left unpaid will be subject to collections.  Please
contact the Gymfinity office to make special payment arrangements PRIOR to your
account becoming overdue.

PROGRAM WITHDRAWAL:  A class spot is automatically held for your child while you are enrolled at Gymfinity. To withdraw from the program, a “Gymfinity Pause Form” must be completed by the 20th of the current month to stop billing for the next month.  Families that fail to complete the Gymfinity Pause Form by the 20th of the month will be subject to a $25 late withdrawal fee and tuition for the following month. “Gymfinity Pause Forms” can be found at the Gymfinity Office or will be emailed upon request.  We ask that parents, not students, notify the office, complete a “Gymfinity Pause Form” and pay any balances remaining. Because it is a “pause”, re-enrolling at a future time is always encouraged but you will be subject to class availability at that time.

PRIVACY: All email addresses and family information are strictly used for internal marketing purposes and never sold to outside agencies.

MEMBERSHIP FEE: Gymfinity provides two membership tiers.  The “VIP” membership provides access to classes, multi-class and multi-student discounts, savings on Birthday Parties and Parent’s Night Out and also unlimited FREE open play for all children in the immediate family.

The “Family” membership still provides all the same advantages of VIP but members pay the member prices for any open play attended. (30% off).

Families that have paid the annual membership fee may re-enroll in classes at any time throughout the year without an additional membership fee. Membership fees are payable at registration and are non-refundable.  All memberships remain valid until August 31, 2020.

ATTENDANCE: Gymfinity recommends students attend every class; however, we understand that due to illness and unavoidable conflicts, this is not always possible.  To allow for other families to use space for make-ups, we highly encourage families to let the Gymfinity office know if a child will be absent.  We do not prorate for missed classes for enrolled students; however we will prorate new students at the time of registration (Special Needs classes will not be prorated). Tuition is based upon 4
weeks per month, so should a child miss a class within those 4 weeks, they are eligible
for a make-up.

MAKE-UP POLICY: If the gym closes for a holiday or regularly scheduled quarterly maintenance, therefore creating a month with only 3 scheduled classes, a make-up will be offered for some other time during the month. For make-ups, students will be placed in a class at or below their skill level to ensure safe participation.  If there are 5 weeks in a month, there is no additional charge for the extra class, therefore if a student misses class, a make-up would not be offered for the extra class. Make-ups should be scheduled within two weeks of the missed class.  We also cannot reschedule make-ups.

MONEY BACK GUARANTEE: For families that are new to Gymfinity, if, after no more than the first 2 consecutive classes, your child is not satisfied with our program, you will receive a refund of the tuition paid for the month that you were enrolled. You must contact the Gymfinity office in person, by phone, through the Parent Portal or through email before the 3rd class to receive a refund of tuition. As the member fee is an administrative fee, it will not be refunded but the family will still have access to the other benefits of membership (i.e., discounted open gyms, Parents Night Out, etc.)


ARRIVAL:  For your first class, be sure to stop at the office to check that all of your waiver and payment information is current. We do not require you to check in your child(ren) for classes; our instructors will take attendance in class. Instruct your children to leave their coats, shoes, etc. in a cubby in the lobby. Arriving late to class can be very stressful to your child and other children in the class. Try to be punctual and arrive early.  Please contact Gymfinity if you will be arriving late for class.

DISMISSAL:  Please pick your child up in the lobby promptly after class.  For safety reasons, and to provide coaches the opportunity to communicate with parents on progress, etc., we ask that you do not tell your child(ren) to wait outside the building for you.  Please contact Gymfinity if you will be arriving late to pick up your child and we will notify the child when they are done with class.

OPEN WOUND & SICKNESS:  If your child is contagious or potentially contagious; this would include but not be limited to the common cold, lice, flu, strep throat, or has a wound that may reopen; PLEASE do not bring him/her to class.  All minor open wounds (e.g., warts) must be covered with a bandage and athletic tape before coming to Gymfinity.

DISCIPLINARY POLICY:  I understand that Gymfinity reserves the right to remove any child from class for disciplinary reasons and removed children are not afforded a refund or credit for missed time.

WHAT TO WEAR:  For safety reasons, we have to be a bit restrictive on clothing that kids wear to class.  Please be sure your child is wearing activity clothes.  Please avoid jeans and pants with snaps, oversized clothes may be dangerous or a tripping hazard, jewelry may poke, injure or be lost.  No exposed midriffs.  Long hair should be pulled back away from the face in a ponytail.  Please do not secure hair with plastic clips as they may hurt during certain activities.  Bare feet are preferred as socks or tights can be slippery.  We sanitize our mats and floors for your child’s safety.  Shoes are not allowed in the gym.  For your convenience, Gymfinity offers leotards, shorts, etc. in our Pro Shop. 

CLASS CHANGES: You may change classes at any time as long as there is an opening in the class.  Classes must be appropriate for your child’s age, developmental stage and skill level.  Class changes can be done through the Parent Portal on the Gymfinity website, or by calling or emailing the office.

CLASS TESTING:  Skill evaluations are done in Gym Warrior, Preschool, Developmental Gymnastics and Trampoline & Tumbling classes every 8 weeks to track your child’s progress.

CLASS SCHEDULE:  Gymfinity reserves the right to cancel, change or combine classes at any time based on enrollment or staff availability.  If this situation should arise, Gymfinity will contact you to reschedule your child’s class.

INCLEMENT WEATHER:  Inclement weather closings coincide with Madison School District, if they close for a full day, so will Gymfinity.  In the event of inclement weather on a weekend, closures will be at Gymfinity discretion.  Families will be notified via email and Facebook of all gym closures.

CLOSED DATES:  Gymfinity closes for breaks periodically throughout the year.  Gym closures for the current year can be found on the events calendar on our website.  Families will be notified multiple times via our monthly newsletter, Facebook, lobby signage, in the Parent Portal, and our TV monitors.