Gym Policies

Informed Consent and Assumption of Risk:

1. This is a binding legal agreement. Clarify any questions or concerns before signing. As a Participant in the sport of gymnastics and the spectating, orientation, instruction, activities, competitions, programs, and services of Gymnastics Ontario and Quinte Bay Gymnastics Club (collectively the "Activities"), the undersigned, being the Participant and the Participant's Parent/Guardian (if Participant is under 18 years old), (collectively the "Parties"), acknowledges and agree to the terms outlined in this document.
2. Gymnastics Ontario, Quinte Bay Gymnastics Club, and their respective Directors, Officers, committee members, members, employees, coaches, volunteers, officials, participants, agents, sponsors, owners/operators of the facilities in which the Activities take place, and representatives (collectively the "Organization").

Description and Acknowledgement of Risks:

3. The Parties understand and acknowledge that:
a) The Activities have foreseeable and unforeseeable inherent risks, hazards, and dangers that no amount of care, caution or expertise can eliminate, including without limitation, the potential for serious bodily injury.
b) The Organization may offer or promote online programming (such as webinars, remote conferences, workshops, and online training) which have different foreseeable and unforeseeable risks than in-person programming
c) The Organization has a difficult a difficult task to ensure safety and it is not infallible. The Organization may be unaware of the Participant's fitness or abilities, may give incomplete warnings or instructions, may misjudge weather or environmental conditions, and the equipment being used might malfunction.

4. The Participant is participating voluntarily in the Activities. In consideration of that participation, the Parties hereby acknowledge that they are aware of the risks, dangers and hazards and may be exposed to such risks, dangers, and hazards. The risks, dangers and hazards include, but are not limited to:
a) Privacy breaches, hacking, technology malfunction or damage.
b) Executing strenuous and demanding physical techniques and exerting and stretching various muscle groups.
c) Vigorous physical exertion, strenuous cardiovascular workouts, and rapid movements
d) The failure to properly use any piece of equipment or from the mechanical failure of any piece of equipment or apparatus.
e) Failure to follow instructions or rules.
f) Serious injury to virtually all bones, joints, ligaments, muscles, tendons, and other aspects of the Participant's body or to the Participant's general health and well-being.
g) Abrasions, sprains, strains, fractures, or dislocations.
h) Concussion or other head injuries, including but not limited to, closed head injury or blunt head trauma.
i) Physical contact with other participants, spotters, spectators, equipment, and hazards.
j) Collisions with walls, any gymnastics apparatus, floors, or mats
k) Falling, tumbling, or hitting any gymnastics apparatus, the floor, mats, or other surfaces.
l) Failure to act safely or within the Participant's ability or designated areas.
m) Negligence of other persons, including other spectators, participants, or employees.
n) Travel to and from competitive events and associated non-competitive events which are an integral part of the Activities.
o) Contracting COVID-19 or any other contagious disease.

Release of Liability:

Terms:
5. In consideration of the Organization allowing the Participant to participate in the Activities, the Parties agree:
a) That when the Participant practices or trains in their own space, the Parties are responsible for the Participant's surroundings and the location and equipment that is selected for the Participant.
b) That the Participant's mental and physical condition is appropriate to participate in the Activities and the Parties assume all risks related to the Participant's mental and physical condition.
c) That the Participant may experience anxiety while challenging themselves during the Activities.
d) To comply with the rules and regulations for participation in the Activities.
e) To comply with the rules of the facility or equipment.
f) The risks associated with the Activities are increased when the Participant is impaired, and the Participant will not participate if impaired in any way.

6. In consideration of the Organization allowing the Participant to participate, the Parties agree:
a) That the Parties are not relying on any oral or written statements made by the Organization or their agents, whether in brochure or advertisement or in individual conversations to agree to participate in the Activities.
b) That the Organization is not responsible or liable for any damage to the Participant's vehicle, property, or equipment that may occur as a result of the Activities; and
c) That this Agreement is intended to be as broad and inclusive as is permitted by law of the Province of Ontario and if any portion thereof is held invalid, the balance shall, notwithstanding, continue in full legal force and effect.

Jurisdiction:
7. The Parties agree that in the event that they file a lawsuit against the Organization, they agree to do so solely in the Province of Ontario.

Code of Conduct Policy:

Intent:

Quinte Bay Gymnastics Club Inc (QBGC) is committed to providing a safe, healthy, rewarding environment that promotes a high level of program satisfaction and a respectful environment. We believe that it is a shared responsibility of all employees, volunteers, and participants to work towards the constant improvement of our club. To assist the organization in maintaining an exemplary environment, we require that all employees, volunteers, and participants of QBGC conduct themselves in an ethical and professional manner, at all times.

Scope:

This policy applies to all employees, volunteers, and participants.

Policy Guidelines:

To preserve the core values and business principles that our organization is founded upon, we have compiled a list of unacceptable behavioural actions that have been classified as either:

1. Hazardous to participant safety

2. A influence on club morale or

3. Detrimental to the success of QBGC. QBGC reserves the right to discipline and, in certain cases, terminate a membership for participating in any conduct that violates QBGC’s Code of Conduct standards and policies.

Unacceptable Actions / Behaviours:

Unacceptable behaviours shall include, but not be limited to the following:

Unprofessional behaviour when communicating with employees, parents/guardians, and associates
Willful damage or destruction to club property, or employee property
Disorderly, immoral, or indecent conduct
Violation of health and safety practices, policies and procedures
Theft, including physical, and intellectual properties
Dishonest, illegal, or improper business activities. Employees, volunteers, and participants are expected to conduct themselves in a manner conducive to a professional, safe workplace, following all employer practices, policies and procedures.

Behaviour Policy:

Students are expected to show respect for themselves, fellow students, coaches, supervisors, guests, the gym, and equipment as well as the facility itself. QBGC wants to ensure that behaviour is not something that detracts from a student’s experience at our facility. Our goal is to provide a healthy, safe, secure, and accepting environment for all participants.

1st Level – Minor Behaviour

A discussion occurs with the parent(s) at the end of class/camp during pick-up.
Noted on Supervisor Report and student’s file.

2nd Level – Ongoing Minor Behaviour

Parent(s) are contacted during class/camp by the supervisor, the child may have to leave early.

Noted on Supervisor Report and student’s file.

The Recreational Coordinator has a follow-up call with the parent(s) to create an action plan.

3rd Level – Major Behaviour

Parent(s) are contacted during class/camp by the supervisor, child may have to leave early.
Noted on Supervisor Report and student’s file.
The Recreational Coordinator has a follow-up call with the parent(s) to create an action plan.
If the behaviour continues, QBGC reserves the right to suspend the student for the day, week, term, or year.

Payment and Online Registration:

All fees, including the annual Gymnastics Ontario Registration Fee, are due in full at the time of registering for a program.

For your convenience, QBGC electronically stores your credit card information in accordance with legislated procedures.

You can register online via our website or app, or reach out to us directly via email (rec@quintebaygymnastics.com) or phone (613-967-9517) for help. If you’re a returning member and need assistance logging into your account, don’t create a new one—our team is here to get you sorted quickly!

**Note: Program fees are subject to change with notice.

Annual Registration Fee:

The annual Gymnastics Ontario Registration Fee of $45 is non-refundable and is not eligible to be pro-rated.

This is an annual fee that includes membership with Gymnastics Ontario. This fee is applied to each gymnast upon registration for any class or camp and is valid for classes and camps between July 1 and June 30 of each calendar year.

Recreational/Competitive Withdraw Policy:

Your child(ren)'s spot in class is theirs for the full term and no refunds will be given should you choose to withdraw before the end of the term .

**COMPETITIVE WITHDRAWALS must be sent directly via email to comp@quintebaygymnastics.com

Withdraw Policy:

If you need to withdraw from a program, camp, or event, you must complete and submit a Withdrawal Form, available at: https://www.quintebaygymnastics.com/withdrawal.

Please Note: Refunds are subject to an administrative fee and depend on meeting the required notice periods listed below. If less than the required notice is given, a refund will only be issued if the spot is filled from the waitlist or website.

Withdrawal Notice Requirements:

PA Day Camp – 14 days’ notice required. $10 administrative fee applies.
Full Week Camp – 14 days’ notice required. $25 administrative fee applies.
Birthday Parties – Refunds are only considered if the party is rebooked by someone else.
Term Registration (Classes) – Your child’s spot is reserved for the entire term.

By enrolling in a program at Quinte Bay Gymnastics Club, you are securing your child’s place in class for the full term. If you wish to withdraw your child from a program, a Withdrawal Form must be completed. Refunds will only be considered once the spot has been successfully filled by another participant from the waitlist or through the website. Please note that all approved withdrawals are subject to an administrative fee. No refunds will be issued for missed classes or partial attendance.

**COMPETITIVE WITHDRAWALS must be sent directly via email to comp@quintebaygymnastics.com

General Gym Policies:

Supervision & Safety

Gymnastics equipment may only be used under coach supervision.
QBGC is a hands-off facility to ensure the comfort and safety of everyone.
Only athletes and staff are permitted in the gym, except during parented classes.

Footwear & Attire

All footwear must be removed before entering the gym or upstairs viewing area.
Bare feet are required in the gym; anti-slip socks are permitted and available for purchase.
Acceptable attire: t-shirts, shorts, leggings, or gymnastics leotards (available for purchase).
Not permitted: crop tops, sports bras, bare midriffs, denim, belts, zippers, buttons, skirts, dresses, tutus, etc.
Hair must be tied back; only stud or sleeper earrings are allowed.
Parents will be notified via email if attire is not appropriate.

Food & Drink

Only water is allowed inside the gym. Please bring a personal water bottle to each class.
Water bottle filling stations are available inside and outside the gym.
QBGC aims to maintain a peanut/nut-free environment. Do not bring nut-containing products.

Viewing Area

The upstairs viewing area is a shared space—please respect all posted policies.
Outdoor footwear must be removed before entering the viewing area.
No food or drink (including coffee), running, or horseplay is allowed.

Technology & Privacy

Cell phone use, photos, and videos are strictly prohibited within the club.

Other Policies

QBGC is not responsible for lost or stolen items.
Membership may be terminated at the discretion of QBGC.

Drop-Off and Pick-Up Policy:

Drop-Off:
When arriving for class, please accompany your child(ren) into the building. Coats and footwear should be left in the designated boot room located off the lobby. From there, you and your child(ren) may proceed upstairs to wait until their coach calls the class.

Parents are not required to remain in the building during unparented classes. However, we ask that all contact information—especially emergency contacts—is kept current and accurate.

Pick-Up:
Pick-up will take place in the lobby area. Please note that QBGC staff are responsible for your child(ren) only during their scheduled class time. For your child’s safety, we ask that you arrive promptly for both drop-off and pick-up.

Participation Procedure:

To ensure the health and safety of all participants, Quinte Bay Gymnastics Club has established the following procedures regarding communicable conditions such as plantar warts, common warts, and head lice.

Plantar Warts and Common Warts

To minimize the risk of spreading viruses such as the human papillomavirus (HPV), which causes warts, the following guidelines must be followed:

Any participant with plantar warts, common warts, or papillomas must have the affected area fully covered before entering the gym area.
Warts must be covered using both medical or sports tape and a sock or gymnastics slipper.
Participants who arrive with uncovered warts will not be permitted to participate in class. However, they may remain and observe from the side.
It is the parent/guardian and participant’s responsibility to ensure proper coverage. QBGC coaches and staff will not provide tape or socks.

Tape and anti-slip socks are available for purchase at the QBGC front office if needed.

Head Lice

To help prevent the spread of head lice:

If your child is known or suspected to have head lice, we strongly encourage you to keep them at home until treatment has been completed.
Please contact the office (613) 967-9517 or email rec@quintebaygymnastics.com to arrange a makeup class for any missed sessions due to head lice.

Acknowledgement:

8. The Parties acknowledge that they have read this agreement and understand it, that they have executed this agreement voluntarily, and that this agreement is to be binding upon themselves, their heirs, their spouses, parents, guardians, next of kin, executors, administrators and legal or personal representatives.

Competitive Athletes Only:
Please note that the Competitive Handbook precedes all of the above.