House rules for a self-service gym say what the customer may do, must do and must not do between the moment their code starts working and the moment it stops, because nobody on site will tell them. The template below is for a private gym rented exclusively by the hour, where every booking gets its own door code. Copy it, fill in the [brackets], delete what you don’t need, and have it checked against local law and your insurer’s conditions. It doesn’t replace insurance.
What the rules must cover when nobody is on site
Generic gym rules assume staff in the room. Yours cover what staff used to handle:
- The booking is the permission: only the booked slot, only the people on the booking, only with the code.
- Time: the code works inside the slot; what happens if the customer is late or overstays.
- Who may enter: guests, minors, animals; no letting anyone in; no propping the door.
- Safety with nobody watching: emergencies, first aid, the fire exit.
- Cleaning: leave the room ready for the next booking.
- Damage: report it at once; who pays.
- Camera, if you have one.
- Consequences when rules are broken.
The template
Keep the numbering. It lets you point to “rule 2.3” on the door and in messages.
House rules of [Gym name], [address] Operator: [company name, registration number, address]. Contact: [phone number]. Emergency services: [999 / 112].
1. Booking and access
1.1 The gym has no staff on site. Entry is possible only with a booking made and paid at [booking website]. 1.2 Each booking gets its own door code by SMS. The code works only from the start to the end of the booked slot. 1.3 The code is for your booking only. Don’t pass it on, don’t let in anyone who isn’t on your booking, and don’t open the door for people who ring or knock. 1.4 Don’t prop or block the door. Make sure it closes behind you when you arrive and when you leave.
2. Your slot
2.1 Your slot runs from [start] to [end] as shown in your confirmation. Changing, training, wiping down and leaving all happen inside the slot. 2.2 Arriving late doesn’t extend your slot. 2.3 Be out by the end of your slot. The next customer’s code starts working [1 minute] later. 2.4 You can move your booking yourself up to 24 hours before it starts. Closer to the slot, call [phone number]. 2.5 If we have to close for reasons on our side, we contact you and offer another slot. [Your refund policy.]
3. Who may enter
3.1 A booking covers at most [number] people. [Or: one person, or one trainer with one client.] 3.2 Under-[18]s only [with a parent or guardian present / not at all]. 3.3 No animals, except assistance dogs. 3.4 We check the number of people per booking using [the entrance camera / the door log].
4. Safety
4.1 You train at your own risk and confirm you are fit to do so. Don’t train if you are unwell or under the influence of alcohol or drugs. 4.2 Use equipment as intended. Use collars on loaded bars and safety arms in the rack. No maximal lifts alone without safeties set. 4.3 Drop weights only on the [platform]. Never leave a loaded bar unattended. 4.4 First-aid kit: [location]. In an emergency call [999 / 112], then us on [phone number]. This gym’s address is [address]; the entrance is [description]. 4.5 Fire exit: [description]. In a fire, leave the building, use the [exit button / break-glass] if the door doesn’t open, and call [999 / 112]. 4.6 No smoking, vaping or open flames. No glass bottles in the training area.
5. Cleaning
5.1 Wipe every bench, pad and handle you used. 5.2 Re-rack plates, dumbbells and bars. Put mats and bands back. 5.3 Take your rubbish with you or use the bin. 5.4 Switch off [cardio machines, music, lights] before you leave. 5.5 If anything was not in order when you arrived, tell us on [phone number] before you start. This protects you and the next customer.
6. Damage and incidents
6.1 Report damage, faults or injuries immediately to [phone number], including damage you caused. 6.2 You are liable for damage caused by you or the people on your booking through misuse or negligence. Normal wear is not damage. 6.3 Lost property is kept for [14 days]. 6.4 We record which booking was active at any time. Incidents are attributed to that booking.
7. Camera [delete if you have none]
7.1 The [entrance] is filmed to [protect the premises and equipment and provide evidence of damage or unauthorised entry]. The training area is not filmed. Changing rooms and toilets are never filmed. No audio is recorded. 7.2 Recordings are deleted automatically after [number] days unless needed for a specific incident. 7.3 Controller: [company name]. Full information and your rights: [web address].
8. Breaking the rules
8.1 Breaking these rules can lead to the booking being ended, future bookings being declined, and damage or extra cleaning being charged at cost. 8.2 We may enter the gym at any time in an emergency or to prevent damage.
9. General
9.1 These rules are part of the booking terms you accept when booking. Version [date].
How to adapt it
- Country. Liability limits, rules on minors, camera signs and cancellation rights differ by country. Have a local lawyer or your trade body review the text.
- Insurer. Your insurer may want specific wording on risk, minors or group size. Ask before you print.
- Door and fire. Rule 4.5 must match your door. With a 2N keypad and maglock, the installer fits an exit button and a break-glass by the door; say where they are.
- Camera. Delete section 7 if you have none. If you have one, see camera in an unstaffed gym for what the sign must say.
- Trainers. If trainers book for their clients, say in 3.1 that the trainer is responsible for their client under these rules.
- Closures and refunds. Rule 2.5 should match how you handle blocked time and closures. Write your refund policy down.
Where to publish the rules
- In the booking terms the customer accepts at checkout.
- On the wall by the door as a poster: the numbered headings and the emergency block in large type, phone number and address at eye level.
- In the confirmation e-mail as a link, so a customer at the door can open the rules on their phone.
What to do when a rule is broken is in what can go wrong without staff.
FAQ
Is a waiver enough to protect me?
No. An “at your own risk” clause sets expectations, but how far it holds depends on your country, and it never replaces liability insurance that knows the gym is unstaffed.
Can I limit the number of people per booking?
Yes. Say how many people a booking covers (rule 3.1) and that the code must not be passed on (rule 1.3).
Can I print this as a poster?
Yes. Put the headings and the emergency block in large type on the wall, and keep the full text in the booking terms.