Bayside Aerobic Gymnastics Club

Terms and Conditions

Welcome Message

Dear New and Returning Member,

Welcome to Bayside Aerobic Gymnastics Club (Bayside Aerobics)! We are delighted to have you join our community. As a not-for-profit organization, we are dedicated to providing an athlete-centered, coach-led program that supports each member in reaching their highest potential.

At Bayside Aerobics, our mission is to:

Our club adheres to the Constitution, Regulations, and Policies of Gymnastics Victoria (GV) and Gymnastics Australia (GA), including but not limited to the Member Protection Policy, Privacy Policy, Athlete Transfer Policy, Athlete Multi Club Policy, National Club Membership Database Policy, Anti-Doping Policy, Anti-Match Fixing Policy, Inclusion Policy, and the GV Child Safety Policy.

We value open communication with families and encourage you to reach out with any questions or feedback. Feel free to email us at [email protected] at any time.

Thank you for choosing to be part of Bayside Aerobics! By enrolling, you’re embracing a fantastic opportunity to develop a wide variety of skills in a fun and enthusiastic atmosphere. We look forward to sharing this journey with you!

Angela McMillan

Club Director


OurValues

Vision

At Bayside Aerobic Gymnastics, our mission as a not-for-profit club is to create a safe, inclusive, and community-driven environment where athletes of all backgrounds can thrive. We emphasize skill development, respect, and mutual support, empowering athletes to set goals and build resilience. Passion and fun are at the heart of our approach, inspiring a love for aerobic gymnastics and a commitment to excellence. We operate with integrity, transparency, and a dedication to volunteerism, recognizing the vital role of community support in achieving our goals. Together, these values guide our club’s culture, ensuring a positive and impactful experience for all.

Mission

At Bayside Aerobic Gymnastics Club, our mission is to provide a safe, inclusive, and supportive environment where athletes of all ages and abilities can discover and develop their passion for aerobic gymnastics. We are dedicated to fostering a strong sense of community, promoting teamwork and respect, and inspiring personal growth through progressive skill development. Through quality coaching, engaging programs, and a commitment to fun, we empower our athletes to achieve their goals, build confidence, and cultivate a lifelong love for the sport. As a not-for-profit organization, we strive to enrich our community and create lasting positive impacts through the values of inclusivity, safety, and integrity.


Member Agreement

Thank you for choosing to participate in gymnastics classes at Bayside Aerobics Gymnastics! Please take a moment to read through this document to familiarize yourself with the terms of participation at Bayside Aerobics Gymnastics and the responsibilities of the primary account holder. Our policies are designed to ensure consistent customer service, a safe environment, and fairness for all members. As needed, adjustments may be made to adapt to changing circumstances, and any updates will be communicated to members via email.

Most of our members are under 18 years of age. In these cases, references to ‘you/your’ indicate the primary account holder, while ‘your child’ refers to the participant. If you are over 18 and the primary account holder, please interpret references to ‘your child’ as ‘you/your.’

Communication

The Members app, Class Manager- Portal, is our primary communication tool at Bayside Aerobic Gymnastics Club. Important updates and information will be sent through the app, so please ensure notifications are enabled. Email serves as a secondary method of communication—be sure to add us to your contacts to avoid messages landing in junk mail.

Once a child is enrolled, the primary account holder—listed as the first responsible party on the Members app—becomes the designated contact for all communication, account transactions, and gymnastics-related decisions, including class changes and event entries, on behalf of the enrolled child. Charges will be processed using the nominated account listed in the customer portal, as agreed.

In shared custody arrangements, we remain impartial and focused on supporting your child. Please coordinate any necessary arrangements for decision-making and payments.

Payment of Fees

To complete your enrollment, you’ll need to provide a credit/debit card or bank account information through the customer portal. This convenient process removes the need to remember fee due dates!

To add a payment method to your account:

  1. Log in to our member portal or the Class Manager mobile app.(can be accessed via the website)
  2. Navigate to ‘My Account.’
  3. Tap on the payment tab.
  4. Scroll down to select your preferred payment method: bank account or credit card.
  5. Tap ‘Enter Payment Method’ and follow the prompts.

We’ll automatically debit your nominated account on the due date for the upcoming fortnight. Direct debits will continue every two weeks until we receive a cancellation request. Cancellations will result in a two week cancellation fee.

If additional costs are incurred, such as event fees or uniform purchases, and payment isn’t received by the due date, your account will be charged. If a payment is declined, you’ll be notified promptly, and we’ll reprocess the charge a few days later. Please ensure funds are available. Declined transactions will incur a $5.50 administration fee per occurrence, added to your fortnightly tuition if necessary.

We’ll work with you on any payment issues, but if we cannot process a payment within 14 days, your enrolment may be canceled to limit accumulating overdue charges. If a billing error occurs, we’ll address it as quickly as possible and keep you informed of any changes. Our fee schedule is reviewed annually and published on our website.

Registration Fee

Upon enrollment, an annual membership fee will be charged to the member account. This fee includes membership with Bayside Aerobic Gymnastics Club, Gymnastics Victoria, and Gymnastics Australia, as well as basic insurance coverage. It will be billed separately from fortnightly membership fees. For new members, the insurance and registration fee will be charged upon sign-up after the 14 day trial period. This way, you can ensure that aerobic gymnastics is a good fit before making a full commitment. The full registration fee is applicable for the first half of the year but reduces in the third and fourth term. Honan Insurance Group (Honan) is the current insurance provider for Gymnastics Australia. If you need to file a personal injury claim, it must be lodged within 30 days of the injury. To submit a claim notification, please follow this link (https://www.honansport.com.au/gymnastics-australia/personal-injury-insurance/make-a-claim/)

Family Discounts

At Bayside Aerobic Gymnastics Club, gymnastics is fun for everyone. If you have two or more children enrolled, you’ll receive a 10% discount on tuition for the lower-priced class (for immediate family members only).

Make-Up Classes

We understand that absences happen, and we’re committed to accommodating our members as best as possible. However, as a small club with limited class availability, we are currently unable to offer guaranteed make-up classes.

Here’s how we approach make-up options:

  1. Absences Due to Illness or Unforeseen Circumstances
    If your child misses a class due to illness or an unavoidable commitment, please notify us as early as possible.
  2. No Guarantee of Make-Up Classes
    Due to limited space in our timetable, we cannot guarantee make-up classes. We recommend aiming for consistent attendance to get the most out of the program.
  3. Refunds and Credits
    Refunds or credits are not provided for missed classes unless extenuating circumstances arise. However, if a long-term illness or injury prevents attendance for a significant part of the term, please contact us to discuss potential options.

Thank you for your understanding and support as we grow. We’re dedicated to delivering a consistent and positive experience for all members and hope to expand our class offerings in the future.

Public Holidays

Bayside Aerobic Gymnastics Club does not operate on public holidays. Members with a class scheduled on a Victorian metropolitan public holiday will not be charged for that class, so no make-up class is required. Classes will run as usual on the days surrounding public holidays (such as the Monday before Cup Day). Private lessons or specialty classes may be scheduled on public holidays.

Extended Absence

For members attending classes once a week:

If you need to take a break longer than four weeks for any reason, we can end your enrolment to prevent ongoing payments during your absence. This will release your child’s place, making it available for other members. When you’re ready to return to gymnastics, we will prioritize your request for a class over applications from new members to help you find the most suitable option available at that time. Please note that it may not be possible to re-enroll in the same class you previously held. If you prefer to guarantee your child’s class day and time, you can continue paying for classes during your absence.

For members attending classes twice or more per week:

Extended absences are only permitted in cases of illness or injury. If a medical condition results in a period of absence of two weeks or more, and a medical certificate is provided, fees will not be charged during the approved absence.

Our fee schedule is designed with continuous enrolment in mind to provide you with the best value. The hourly rate decreases as the number of hours trained increases, acknowledging your higher commitment. This structure also helps to offset sessions that individuals may choose to miss throughout the year for personal reasons.

Cancellation of Enrolment

If your circumstances change, you can cancel your enrollment at Bayside Aerobic Gymnastics Club at any time. It is the responsibility of the account holder to provide notice of cancellation, so please do not rely on your child to inform us that they will no longer be attending classes.

To request a cancellation, log in to our customer portal and navigate to the student page through ‘My Account.’ Select your child’s enrollment and choose the class you wish to drop. Alternatively, you can contact us by phone or email to initiate the cancellation process.

To process your cancellation request, a minimum of 14 days' notice is required or a cancellation fee of two weeks is to be paid if your cancellation falls outside of the two week notice period. Please note that no refunds will be issued for cancellation requests received during a billing period. Your child will continue to have access to the class until the final date provided by our staff. No refund of club member registration or GV athlete affiliation will be made when processing a cancellation.

Operational Adjustments

At Bayside Aerobic Gymnastics Club, we strive to maintain consistency; however, sometimes changes are unavoidable. We reserve the right to cancel or change class times and/or coaches as needed.

We also may cancel or replace classes to accommodate major events. If we do need to cancel a class, we will provide as much notice as possible and update your account accordingly. You will not be charged for any classes canceled by Bayside Aerobic Gymnastics Club. For athletes training for competitions, a replacement class may be scheduled for your child’s team instead of a cancellation.

Please note that charges will not be adjusted for sudden events outside the direct control of Bayside Aerobic Gymnastics (for example, a power outage at the venue). When changes are necessary, we will do our best to give timely notice and manage any associated challenges in a fair and transparent manner.

While we hope that trading restrictions are behind us, we will comply with any orders set by the Victorian Government in response to health situations. We will communicate any necessary changes clearly. To ensure the safety of all our members, please do not attend our facility if you are experiencing any symptoms of illness.

What to Bring

For comfort and practicality, recreational participants should wear active clothing to the gym with no buttons or zips that might hurt the participation or others.

For athletes level 3+ Bayside Aerobic Gymnastics Club uniform should be worn. This can be purchased from the Bayside Aerobic Gymnastics Club website or via the members app. Please ensure that children have shoes, socks and warm clothes to begin and to go home with. Bring along a drink bottle and ensure extra clothing and items are taken home after class. Be sure to label clothing and drink bottles so they are easily identified in cases where similar items are brought by other members. Please leave valuables at home as this facility's staff will not be responsible for any items that may be lost whilst visiting. Items left behind that are not labelled will be disposed of after 30 days.

Spectators

At Bayside Aerobic Gymnastics Club, we strive to create an environment where our members can focus and perform their best. To help minimize distractions, we kindly ask that there be no spectators in the training area during classes. This ensures that our athletes can concentrate fully on their practice. Bayside Aerobics will host special days throughout each term for parents and spectators to come and view their child’s progress and training. We will provide advance notice to all parents and guardians about these opportunities.

Medical Agreement

As with any physical activity, injuries can occur during gymnastics classes. However, at Bayside Aerobic Gymnastics Club, we prioritize safety by maintaining high-quality equipment, providing ample space and padding, and structuring our classes to focus on progressive skill development. This helps to minimize the risk of injury.

By enrolling your child, you acknowledge and accept the reasonable risks involved, and you agree not to hold Bayside Aerobic Gymnastics Club liable for any injuries. In the event that urgent medical attention is required while your child is in our care, you give permission for your child to be treated by medical personnel as arranged by the club, and you agree to cover any associated costs.

For minor injuries or ailments, our staff is trained to apply first aid and will communicate with you as necessary regarding any treatments or the need for an early pick-up.

It is your responsibility to inform us of any injury, illness, or behavioral condition that may affect your child's participation in classes and activities. If such a condition disrupts class, poses a safety concern, or requires significant individual attention from a coach, we will discuss our concerns with you and seek your support to improve the situation. To ensure the enjoyment and safety of all participants and staff, we reserve the right to respectfully withdraw membership if the experience of other members or staff is significantly or repeatedly impacted.

Photography & Social Media

Your child may be photographed by Bayside Aerobic Gymnastics Club staff or their representatives during classes or any sanctioned club events and activities. These photographs may be used for promotional purposes, including display on notice boards, in newsletters, on flyers, our website, and social media. We love capturing the special moments that create lasting memories, and we’re always happy to share photos of your child with you—just ask!

If you prefer that your child not be photographed, please let us know via email, [email protected]

To protect all children, we kindly ask that when taking photos for personal use, you ensure that other children are not included in the images. Please note that Bayside Aerobic Gymnastics Club runs its social media in accordance with the Gymnastics Victoria Child Safe policy.

Personal Mobile Phones

At Bayside Aerobic Gymnastics Club, we encourage athletes to focus fully on their training and discourage the use of personal mobile phones in the gym. Athletes are not permitted to use their phones during class, competitions, or events. Any phones brought to the gym should be placed in the designated storage area and may only be used at the end of the class.

For athletes in the Competitive Aerobics Program (Level 7 and above), personal phones or electronic devices may be brought into the gym solely for the purpose of filming and receiving feedback. In this case, phones should be set to silent and switched to flight mode, then handed to the coach at the start of the class. Athletes can retrieve their phones from the coach at the conclusion of the class.

To ensure a safe and focused training environment, personal use of phones during class and training is not allowed, as it can lead to distractions. Thank you for your understanding and cooperation!

Heat Policy

In the summer after consecutive days of over 35 degrees the gym becomes warmer. In this case management will make a decision as to whether to cancel a class. You will be notified by text if this happens. There may be times even in extreme heat that we will still run classes especially if in a competitive program. On hot days the gymnasts are also given more frequent and longer drink breaks and if necessary activities are tailored appropriately.

Temperature is determined from:

Storage of Information

Your personal information is handled with care and shared only as necessary. For purposes such as registration and event entries, some details may be shared with our governing bodies, including Gymnastics Victoria and Gymnastics Australia, in compliance with the Gymnastics Australia Privacy Policy. Bayside Aerobics Gymnastics Club uses Class Manager to manage our customer database, a leading class management software. Your personal information is securely stored online using this system.