STUDIO POLICIES

Your Studio Ritual

• Arrive 10 minutes early (15 if it’s your first class).

• Check in with your instructor or the front desk.

• Shoes off and tucked under the bench — no shoes in the studio.

• Store all belongings (yes, even your phone) in a cubby.

• Once the previous class ends, choose any reformer with grip socks and water ready.

• While you wait, stretch, breathe, or chat with your neighbor. It’s Pilates, not a library! :)

• Have an injury or special need? Let your instructor know — we’ve got you.

Attire

Semi-fitted activewear is recommended so instructors can see your form; layer up and shed as you warm. Please avoid zippers or dangly jewelry, as they can damage the equipment. Long hair must be tied back for safety. Grip socks are required for hygiene and secure footing, and are available for purchase in-studio if needed. Bring a water bottle to refill at our FloWater station, and please avoid perfume or strong fragrances, as many clients are sensitive to scent.

Late Arrivals

To ensure a smooth and uninterrupted class experience, the studio doors lock five minutes after the start of class. For group classes, late entry is not permitted. For private sessions, late entry may be allowed at the instructor’s discretion based on their schedule. This policy protects your safety, allows those already in session to stay fully focused, and preserves the flow of the class without distractions.

Cancellations & Rescheduling

All class changes must be made at least 24 hours in advance through the Village West Pilates app or website, as we cannot accept cancellations via email or social media. Members are responsible for managing their own reservations.

Cancellations made within 24 hours incur a $15 late cancellation fee, while missed classes result in a $25 no-show fee and forfeited credit. If you need to switch to a different class within 24 hours, simply reach out and we’ll be happy to move you with no penalty. We understand that emergencies arise, and exceptions may be granted at the studio’s discretion. These policies are designed to honor the time and preparation of our instructors while ensuring fairness and availability for all clients.

If the studio must cancel a class, you’ll be notified by email or text and your credit will be automatically returned. In the case of inclement weather, updates will be sent promptly by email or text. If the studio remains open, please use your best judgment when traveling — weather-related cancellations will never incur a fee.

Class Schedule & Instructor Substitution

Instructors and class times are subject to change. If a change affects your reservation, updates will be shared through the Village West Pilates app, website, or by email/text. While we strive to provide a consistent experience, we cannot guarantee the same instructor for every class. Substitutions may occur based on instructor availability, and Village West Pilates reserves the right to adjust the schedule without prior notice.

Waitlist

Our waitlist feature makes it easy to secure a spot in popular classes. Joining the waitlist uses a class credit (or prompts a drop-in purchase), and if a spot opens, you’ll be automatically enrolled and notified. If you can no longer attend, please remove yourself from the waitlist to avoid automatic enrollment. If you don’t get in, your credit or drop-in purchase will be returned to your account for future use.

Guest Passes

Select memberships include one guest pass per billing cycle. Each pass is issued on the first day of your billing cycle, is separate from your membership credits, and is valid for 30 days. Guest passes cannot be used early or rolled into the next cycle. For example, if your pass is issued on June 30, it must be used on or before July 30 — it cannot be applied to a class on July 1. Please wait until the pass appears in your account before booking. Unused guest passes expire at the end of the cycle and cannot be credited back.

Age Restrictions, Minors & Guests

We love being part of your family’s wellness journey, but for safety reasons, children and non-participating guests are not permitted in the studio during class. Our Mommy & Me sessions currently welcome little ones of crawling age and under, with expanded options for older babies and toddlers coming soon. For group classes, reformer sessions are open to clients age 16 and older, while mat classes are available to clients age 14 and up when accompanied by a parent. All minors must have their own account, be booked into class through the app, and have a signed waiver on file. Parents are required to accompany minors in mat classes.