Admissions Policy

Introduction

This policy sets out how Everybody Health & Leisure manages access to its facilities and services in a fair, transparent, and lawful manner. The policy ensures compliance with relevant legislation and supports our charitable objectives of improving health, wellbeing, and community access.

We are committed to ensuring that:

• admissions are fair, inclusive, and non-discriminatory,
• facilities are safe and appropriate for the intended activity,
• decisions balance individual access with the safety, wellbeing, and enjoyment of others and
• wherever possible reasonable adjustments are made to support disabled people and those with additional needs

The Everybody Safeguarding Policy outlines procedures to ensure safeguarding and protection. It covers preventative safeguarding measures as well as instructions on how to report concerns. The policy protects staff too, by promoting good working practices. All operational staff have DBS certificates to ensure they are suitable to work with junior members in their role.

This customer policy, includes information from the Assistance Dogs Policy, Carers Policy, Child Swimming Supervision & Admissions Policy, Junior Exercise Policy and Steam Room and Sauna Policy.

If you require this policy in an alternative format, please email [email protected]

Policy Updates

This policy updates version 2026.1 and removes changing room information which should now be referred to using the Changing Room Policy.

Who Does This Policy Apply To & When?

This policy applies to all customers, spectators and visitors in Everybody facilities and taking part in or being in close proximity of activities delivered by Everybody or its partners either in our facilities or in a community setting.

Related Policies

You may want, or need, to refer to other Everybody policies and guidance including:

• Changing Room Policy
• Customer Policy
• Learn to Swim Policy
• Pool Hall & Water Hygiene Policy
• Price & Memberships Policy
• Privacy Policy

Definitions

Cared-for Person – Someone who due to illness, disability, frailty, or a mental health condition would be unable to use the facilities on their own without support.

Carer – A carer is anyone who cares for, paid or unpaid, an individual during the use of our facilities or services. This can include a family member or friend as well as professional carers. The care provided may be to assist access to our facilities, changing and/or taking part in activities or services.

Child and Adolescent – Anyone who has not yet reached their 18th birthday (NSPCC 2008).

Everybody – Recognised shorthand for Everybody Health and Leisure.

Parent/Guardian – For the purposes of this policy parent/guardian is defined as an adult over the age of 16 (or younger if the person is the biological parent of the child or children). This includes a responsible person over the age of 16.

Professional Carer – A person being paid for caring services as part of their employment/profession. Often known as a P.A. or Personal Assistant.

Sauna – Provides dry heat at around 85^oC-100^oC – it is advisable not to use a sauna for more than 10 minutes at any time.

Sex – The Equality & Human Rights Commission defines sex as biological sex

Steam Room – Provides moist heat at around 50^oC and 80-100% humidity – it is advisable not to use a steam room for
more than 12 minutes at any time.

General Admissions

All users of our facilities and activities must follow the payment and booking requirements for the individual activity, including signing-in for gym use and group exercise classes.

Smoking, including the use of e-cigarettes/vapes, is not permitted within any of our facilities or at entrances/exits.

Admission to Everybody facilities may be subject to:

• age restrictions appropriate to the activity or facility,
• capacity limits, including maximum occupancy and programme-specific limits,
• health, safety, and safeguarding requirements and
• compliance with Everybody terms and conditions of use, codes of conduct, and relevant policies

Certain activities may require:

• proof of age,
• completion of a health declaration or PAR-Q,
• appropriate supervision (e.g. adult-to-child ratios),
• relevant qualifications or ability assessments (e.g. swimming competency)

Everybody reserves the right to refuse, restrict, or withdraw admission where:

• admission would pose a risk to the health or safety of the individual or others,
• capacity limits have been reached,
• behaviour is abusive, threatening, discriminatory, or otherwise unacceptable,
• the individual is under the influence of alcohol or drugs,
• admission would breach safeguarding requirements or
• fees or conditions of entry have not been met
• users attempt to access sex-specific activities and facilities that do not match their sex.

Any refusal or restriction will be proportionate, explained clearly, and recorded in line with Everybody procedures.

In cases of serious or repeated breaches of Everybody policies or codes of conduct, we may impose:

• temporary suspension of access or
• permanent exclusion from specific facilities or all Everybody sites

Carers & Cared-for People

We will do everything within our power to ensure that cared-for people and their carers can access our facilities / services. We may not be able to accommodate carers however during very busy periods where space is severely limited.

Staff will monitor access and usage by carers and will discuss usage with any carers who are not following this policy.

If you are a Carer you will benefit from free access to the facilities and/or services as long as you:

• are in attendance with a cared-for person
• are supporting the cared-for person at all times during use of the facilities and/or services
• not exercising independently of the cared-for person unless you have paid the appropriate fee for the activity
• Please note: restrictions may apply for certain activities with limited spaces if capacity has been reached

If you are a Carer you will benefit from Options concession prices as long as you:

• hold a current, valid, Category J Everybody Options membership.
• Please note: the Category J Options membership is not required when a carer is attending with a cared-for person

If you are a Cared-for Person you must:

• hold a current, valid, Category A Everybody Options membership or
• hold a current, valid, Category F (excluding Armed Forces Independence Payment) Everybody Options membership or
• hold a current, valid, Category G Everybody Options membership or
• hold a current, valid, Category H Everybody Options membership or
• hold a current, valid, Category I Everybody Options membership and
• pay the required membership or entry fee for the activity / service

The following are examples of acceptable use of the facilities by a carer whilst supervising a cared-for person and benefiting from free use of the facilities:

• Swimming next to the cared-for person or remaining close to them during non swimming time in the pool.
• Exercising on an immediately adjacent piece of C.V. equipment in the gym
• Alternate “sets” on one piece of resistance equipment or free-weights in the gym
• Exercising in a supporting role immediately next to the cared-for person in an exercise class

The following are examples of unacceptable use of the facilities by a carer whilst supervising a cared-for person and benefiting from free use of the facilities:

• Swimming in a separate lane than the cared-for person, swimming in different parts of the same lane or swimming whilst the cared-for person remains at the side or in the shallow end of the pool.
• Exercising in different areas or using different equipment (except from an immediately adjacent piece of C.V. equipment) in the gym.
• Exercising separately from cared-for person in an exercise class.

Swimming Pool Admissions & Supervision

Swimming is not just a fun activity; it can also be a beneficial form of exercise, a great sport and a life saver. For these reasons it is essential that children are encouraged to swim as regularly as possible.

However, there are inherent dangers with water to which both parents and operators must give due consideration.

Competent swimmers are defined as being able to swim a recognised stroke confidently and unaided for a minimum of 25 metres and perform a safe selfrescue. Where a lifeguard has reason to suspect that any person is not able to attain this standard, they have the right to request that person demonstrates their ability.

Failure to meet the standard will result in the person being classed as a non-swimmer. This is to ensure that a lifeguard does not have to pay undue attention to one customer and risk losing sight of other users.

Parents accompanying children to any of our pools are permitted to take under eights into an ‘opposite sex’ changing room, as we deem it is reasonable to assume that a child deemed too young to swim unaccompanied, is also too young to look after him or herself in a changing room unaccompanied.

All swimmers should shower and are encouraged to use the toilet prior to entering the pool.

Programmed Swimming Sessions

Programmed sessions are swimming sessions with a formal structure which are supervised or controlled and continuously monitored from poolside such as tuition, club training and lane fitness swimming.

There are still supervision requirements for the Learn to Swim Scheme including:

• Parents/carers are responsible for their child prior to the commencement of their lesson and immediately on the session ending, including in the changing rooms. Parents must not wait in changing rooms once their child has gone through into the pool hall.
• All items of clothing must be stored in lockers provided and not left out in cubicles.
• Children under the age of eight must be dropped off by a parent or guardian at the designated area. All children need to be taken to this area by their parent/guardian five minutes before the start of a lesson.
• Parents are to remain in the viewing gallery or suitable waiting area for lessons to finish before collecting their child.
• In the interest of health and safety, parents/guardians of children under the age of eight years must not leave the building. Parent/guardians who are not spectating must ensure that they you are back to collect your child at the end of their lesson.
• Please ensure that you notify reception If your child is over the age of 8 and you are leaving the building during their lesson in the event that we need to contact you in an emergency.

Unprogrammed Swimming Sessions

An unprogrammed session generally refers to swimming sessions without a formal structure or direct supervision by teachers or coaches. These are often referred to as a General, Public or Fun Swims. Generally, swimmers are able to choose how they swim or play in these sessions within the laid down pool rules.

• We strongly recommend that all non-swimmers, regardless of age, should wear appropriate flotation devices and be accompanied by a competent adult swimmer.
• All non-swimmers, (including but not exclusively those wearing floatation devices), must remain in shallow water, in a depth no greater than 1.35 metres. Please note that there may be minor variation to the area and depth of designated shallow water as determined by specific pool design
  and local risk assessment. Each swimming pool will have appropriate depth signage in place. Discretion may be applied by site management teams for disability/carer led length swimming.
• All children under the age of eight must be accompanied in the water and changing areas during unprogrammed swimming sessions by a parent/guardian. The ratio of parent/guardian supervision for all children under the age of eight is 1:2.
• Children under the age of 4 years must be accompanied by a parent on a 1:1 ratio, unless suitable flotation devices are being worn by children under the age of 4 and by children 4-7 years old who cannot swim unaided. The parent is to stay in direct supervision of both children under these circumstances.
• The parent/guardian must be in the water with the children, must maintain a constant watch over them and be in close contact with children who are weak or non-swimmers. Parent/guardians who are supervising children must themselves determine that they have the required competencies to undertake this task.
• Parent/guardians should also be aware that children over the age of eight, particularly those who cannot swim or are weak swimmers, may also require supervision of a similar level. Those responsible for children must therefore consider the swimming abilities of all children and the appropriate supervision required and heed the advice/instruction of the swimming pool staff.
• Circumstances may also require a 1:1 level of supervision and this will be clearly advertised for any sessions where this is a requirement.

Unsupervised Access for Programmed & Unprogrammed Sessions

• Children 8 years and over that are competent swimmers may enter the swimming pool for an unprogrammed (general & fun) session without a parent / guardian / responsible person (16 years and over)
• Juniors 12+ years that are competent swimmers may enter the swimming pool for lane swimming. Juniors 10-11 years, may enter lane swimming under 1:1 direct supervision of a parent.
• Juniors 14+ years may enter the swimming pool for Masters swimming sessions as long as they meet the minimum required standard. All swimmers must be able to swim:
  • 3 recognised strokes and
  • 400 metres front crawl

Approved Flotation Devices

Approved floatation devices are those that comply with BSN 13138 part 1 – Buoyant Aids for Swimming Instruction which lays down the various tests that any floatation device must pass before it is approved, including buoyancy and strength. It warns that armbands should be worn under competent supervision and should be worn on the upper arm only. Approved armbands are endorsed with the standard EN 131381:2003 or later and marked ‘CE’ or UKCA

We do not loan out swimming aids however they may be purchased from reception.

Gym Facilities

All Everybody fitness instructors and personal trainers are qualified to work with children and young people. They hold nationally recognised qualifications, including but not limited to Level 2 Gym Instructor and Level 3 Personal Training, and many also hold additional qualifications in youth fitness.

All gym instructors/personal trainers who hold a qualification which is recognised on the Qualification and Credit Framework (QCF) post 2009 or the Regulated Qualification Framework (RQF) are qualified to adapt a mainstream session to accommodate the occasional 14-17 year old participant.

Gym instructors/personal trainers who do not hold the above qualifications are able to undertake an appropriate CIMSPA endorsed level 2 (minimum) qualification.

Gym facilities are not accessible for children under the age of 11. Children age 11 to 15 years may use the facilities as follows:

Age 11 to 13 years

Juniors 11 to 13 years old must attend a joint activation along with a parent / guardian.

Once they have completed an activation, they can only use gym facilities during Next Gen Gym (supervised by a Health & Fitness Advisor) or Junior Gym (supervised by a parent or guardian 18 years or older) dedicated sessions.

Age 14 & 15 years

Young people 14 & 15 years old must complete a Junior Gym Activation. Once complete, they can use the gym without close supervision, provided they follow the equipment guidance.

See Appendix 1 for permitted use of equipment by users under the age of 16 years.

Group Exercise

Group Exercise Restrictions include:

• Family Based Classes – 5 years and above unless otherwise stated.
• General Classes – accessible to all members 14 years and above. Participation in group cycle classes is subject to the individual being tall enough to safely use the bikes.
• Next Gen Classes – 11 – 15 years (inclusive) – these sessions will have a maximum of 8 spaces available and be supervised by a suitably qualified Health & Fitness Advisor. Next Gen sessions are bookable.
• Sex-specific activities or facilities – only available to people of the specific sex.

Class types will be clearly identified on the group fitness timetable.

Steam Room & Sauna

The body temperature of young children will rise much quicker than older children or adults owing to the under-developed thermos-regulatory mechanisms. We therefore do not allow customers under the age of 16 years to use the Spa, Steam Room and Sauna facilities.

The use of steam rooms and saunas can have health benefits to older people. However, as the body gets older it becomes less effective at dealing with cardiovascular stress. Older people should therefore use caution when using these facilities.

People with a heart condition, high or low blood pressure, a respiratory condition. Serious illness or any condition that affects the reaction to heat, or are taking medication for any of these conditions, should not use the sauna or steam room.

Anyone with a contagious disease, infectious skin condition, open sores or wounds are not permitted to use the facilities.

The use of steam room and sauna facilities is not advised for women who are pregnant unless following consultation with a medical professional.

People with diabetes should check with their doctor prior to using steam room and sauna facilities as their use can directly affect insulin sensitivity and absorption.

Anyone who are susceptible to migraines should use the sauna with care as it may trigger a migraine.

Assistance Dogs

The Equality Act lays out that in relation to protecting the rights of a disabled people an Assistance dog means:

• a dog which has been trained to guide a blind person,
• a dog which has been trained to assist a deaf person,
• a dog which has been trained by a prescribed charity to assist a disabled person who has a disability that consists of epilepsy or otherwise affects the person’s mobility, manual dexterity, physical coordination or ability to lift, carry or otherwise move, everyday objects,
• a dog of a prescribed category which has been trained to assist a disabled person who has a disability (other than one falling within paragraph – of a prescribed kind.

Wherever possible the assistance dog and its owner, who will have both the skills and the relationship with their dog that ensures a high level of control, should remain together when using the facility.

While users of the facilities may need their assistance dog to accompany them to the leisure centre, there may be leisure activities, for example swimming, which assistance dog owners may wish or need to take part in without their dog. Where this is the case, we will provide sighted guide assistance, if required, to areas where the dog is not able to accompany the owner e.g. the swimming pool; and a suitable location agreed with the assistance dog owner where the dog can be safely left. This will be a room away from general visitors with a member of staff in or near the room to ensure the safety of the assistance dog.

Reference Materials

We have based elements of this policy on industry best practice and the following:

• The Assistance Dogs UK information at: ADUK-Quick-Guide-to-Writing-an-Assistance-Dog-Policy.pdf
• CIMSPA GUIDANCE NOTE: GN014.
• RLSS Guidance for Managing Assistance Dogs Within a Swimming Pool Facility

Monitoring & Review

This policy will be reviewed every two years as a minimum or more often in light of legal or best practice changes.

Appendix 1 – Permitted Use of Equipment

Free weights should be used with caution with young people. Where at all possible, bodyweight exercises should be used instead. Any exercises performed with free weights by young people should only be done under close supervision by a qualified instructor.

The minimum age to use the CV equipment is 11 years old. Users 11 to 13 years old can only use CV equipment during Next Gen Gym or Junior Gym sessions. Use of CV equipment is reliant on it being adapted to match their specific size requirements.

The minimum age to use Static Resistance equipment is 13 years old and is reliant on equipment being adapted to match their specific size requirements.

The minimum age to use Free Weights or the Smith Machine is 13 years old and only when directly supervised by a member of the fitness team.

The minimum age to participate in unsupervised CV & Resistance training sessions is 14 years old unless during Junior Gym sessions.