Membership Agreement Template

If you are running memberships at your sports facility or training academy, it’s a good idea to create a membership agreement. Membership agreements play a vital role across all industries that utilize memberships – the youth sports training industry is no exception.

While you’re not legally required to implement a membership agreement, it’s good business practice to implement a membership contract in order to protect your business and your members. A well-crafted membership agreement serves as a foundational document, as it sets clear expectations for both parties, and fosters a positive and transparent relationship. This in turn also improves the client experience, as clients know what to expect when it comes to working with your sports training business.

What is a membership agreement?

A membership agreement is a legally binding contract between you (your business) and your members that establishes rights, responsibilities, and expectations. A membership agreement, or membership contract, ensures both a transparent and mutually beneficial relationship. Membership agreements offer clarity, protection, and peace of mind for both parties. This clarity ultimately results in more positive client experiences, as both parties are aware of their rights and obligations going into the relationship.

Membership agreements are signed upon enrollment in a membership. Both parties are given a copy of the signed agreement, which is often stored inside a sports registration software. For example in Upper Hand, upon purchase of a membership, a client is required to agree to the membership contract set forth by the business in order to complete the transaction. This membership agreement is then stored within that client’s profile page, and can be accessed by both parties.

What are the advantages of a membership agreement?

While you are not legally obligated to implement a membership agreement, it is good practice to establish a formal and documented relationship. Why? The benefits of a membership contract are manifold:

• The clarity helps prevent misunderstandings and disputes, as both parties are fully aware of their rights.
• Create a sense of security and peace of mind to members and parents by demonstrating your commitment to professionalism and responsible business practices.
• Provide legal protection in the event of an injury or incident (similar to a client waiver and release).

That’s why we’ve created a robust membership agreement that you can customize and implement at your sports training business.

What does a membership agreement contain?

You now understand that a well-crafted membership agreement ensures transparency, trust, and a positive training experience for all parties involved. But, what are the key elements to include in your membership agreement to protect your business and provide your members with a seamless experience?

1. Membership Terms & Fees

Begin by defining the general terms and conditions associated with enrolling in a membership at your business. Clearly outline any commitment lengths or associated fees (for example a join fee). This section should serve as an introduction to your membership offerings, making a note that members are agreeing to the benefits that are listed within the specific membership they are enrolling in.

2. Cancellation & Refund Policy

Set a clear policy for membership cancellations and refunds. Define the process for members to request cancellations, including any required notice periods. Additionally, be sure to note any fees or stipulations associated with cancelling. A uniform cancellation and refund policy across membership offerings ensures fairness and reduces potential misunderstandings.

3. Code of Conduct & Violations

Promote a positive training environment by establishing a code of conduct that applies to your members, for example use of the facility or associated benefits. Be sure to define the expected behavior during training sessions, emphasizing values like sportsmanship, respect, and teamwork. You should also include the consequences for failing to comply with the rules and guidelines you set in place, including potential termination. Again, this policy should remain consistent across all of your memberships to foster fairness and consistency.

4. Assumption of Risk & Liability

While you likely have your clients sign an athlete waiver/ release, it’s important that your membership agreement addresses the inherent risks associated with sports training. Clearly state that members assume responsibility for any injuries or accidents during training sessions. And, emphasize the importance of following trainers’ instructions for safety. This section ensures that your members are informed of potential risks.

5. Termination Policy

Define the general conditions under which a membership may be terminated. Include grounds such as repeated code of conduct violations, missed payments, or actions that damage your business’s reputation. Provide a clear process for terminating a membership.

6. Amendments & Updates

Acknowledge your right to modify the membership agreement when necessary for the betterment of services or compliance with legal changes. State that members will be informed of any updates, and their continued participation will indicate acceptance of the revised terms. This provision guarantees that your membership agreement remains relevant and up-to-date for your members, while giving you the ability to improve or update your agreement as your business evolves.

Note: this is not a comprehensive list of all aspects of a membership agreement; rather, it’s a list of elements that you may determine are applicable to an agreement as it relates to your business. As a reminder, this should not be taken as legal advice — it’s important to consult with your attorney.