A Board Member’s Checklist for Vetting a Community Fitness Vendor

To vet a community fitness vendor, check six things: instructor credentials, insurance, coverage when an instructor is out, references from similar communities, contract terms, and how the vendor reports results. A vendor that answers all six clearly and in writing is usually safe to consider. Here is the checklist, with what a good answer looks like.

1. Are the instructors certified?

Ask which certifications instructors hold for the classes they teach, and whether CPR and First Aid are current. For 55+ classes, ask about experience with older adults. Also ask whether the vendor screens instructors, including background checks, before they start.

2. What happens if someone is hurt?

Ask for a certificate of insurance showing general liability coverage, and ask whether your association can be named as an additional insured. Ask how instructors are classified (employees or independent contractors) and who carries workers’ compensation. A good vendor answers these quickly and sends documents.

3. What happens when an instructor is sick or leaves?

Classes that get canceled with no notice lose attendance fast. Ask how substitutes are arranged, how many instructors are available near your community, and who tells residents when a class changes. “We’ll try to find someone” is not a plan.

4. Who else do they serve?

Ask for two or three references from communities similar in type and size, and call them. Ask what went well, what went wrong, and how the vendor fixed it.

5. What are you agreeing to?

Read the contract for the term length and how to exit, how and when rates can change, what is included (instructors, scheduling, equipment, liability coverage), and any extra fees. Ask for the full price in writing so you can compare vendors fairly. Our guide to HOA fitness program costs explains what drives the numbers.

6. How will you know it’s working?

Ask what reporting you will get, such as attendance by class and resident feedback, how often you will see it, and how the schedule changes when a class is not drawing residents.

Red flags to watch for

• Vague answers about insurance, or no certificate

• No clear plan for substitutes

• Reluctance to provide references

• A quote that doesn’t say what is included

• Pressure to sign quickly

What happens after you choose?

With a managed provider, most programs launch in 4 - 6 weeks from signing, including instructor placement and the first class calendar. For more on how boards start a program, read our guide to HOA fitness programs.

At Foresight Fitness, certified instructors, scheduling, equipment, and liability coverage are included in every program, and we welcome every question on this list. Request a program quote or see how our community fitness programs work.