What fitness centers need to know about waivers, liability and legal compliance (2025 update) 

Owning a fitness center in 2025 means running a legally sound, risk-mitigated business that provides value for clients and protects you from legal concerns.

According to the National Safety Council, sports and recreational injuries increased by 17% in 2024 and have been rising every year since 2020. In 2024, 4.4 million people sought treatment for an injury related to sport or fitness. The most common culprit was exercise, followed by cycling and basketball.  

From personal injury lawsuits to ADA regulations and digital data laws, it's essential to take a proactive approach to legal compliance. 

This guides dives into what fitness center owners need to know, from enforceable waivers to data privacy best practices, so you can reduce liability, stay compliant and earn your clients' trust.

Not all waivers are created equal. A waiver that's vague or copied from another gym may not protect you in court, so you want to make sure you have a waiver that's clear, detailed and tailored to your gym. Enforceable fitness center liability waivers must also meet specific legal standards. Knowing what to include, why it should be there and how to phrase it are crucial elements of any waiver you create. 

To be enforceable, your waiver should include clear, unambiguous language. You don't want a client finding a loophole you could have easily closed by using some different phrasing. Also, avoid legalese in your waiver. The average person should understand the risks they're agreeing to and be aware of what they're signing.  

You'll need an assumption of risk in your waiver, which is where you spell out the inherent dangers of physical exercise. While most people understand that they could get hurt by exercising, they may have a misguided belief that exercising in a gym is somehow "safe" because it's a space specifically designed for working out. Your waiver should clearly state that injuries can still occur. 

Next, add a release of liability. This is the "hold harmless" language commonly found in various types of contracts. It's used to require clients to explicitly agree not to hold your gym responsible for any injuries they sustain related to regular use of the space and equipment in it.  

You'll also want to add a voluntary participation clause to your waiver. This states that clients are willingly signing the waiver and that there's no coercion on the part of your gym. After that, add in an acknowledgement of understanding. You want clients to sign that they understand the terms and conditions they're agreeing to. 

Waiver enforceability varies by state, so you need to know what your state requires. The best way to do that is to consult legal counsel in your location, to ensure you're meeting state requirements. You want to be clear on what's enforceable and whether there's specific language that can help you protect yourself and your business.

For example, some states won't uphold waivers for gross negligence or if the language is too broad. Always consult a local attorney familiar with the legal responsibilities of gym owners for the best advice and protection. 

It can be all too easy to make mistakes, especially if you're in a hurry or you're new to gym ownership. One place you don't want to do that is with the waiver you create and provide to clients. For example, finding an online file labeled "gym waiver template 2025" may offer a starting point, but using it without legal vetting is risky. It may not meet the specific requirements you need or be valid in your state. 

Another mistake to watch out for is burying terms in the fine print. Courts don't like hidden or confusing language, so it's best to be up front about what you're requiring your gym's clients to agree to.

With mobile-first experiences becoming so common, digital waivers for fitness studios are now the norm in many locations — and they're legally acceptable when done right. You don't have to overwhelm your clients with paperwork to ensure your business is protected. 

The ESIGN Act (U.S.) and UETA give digital signatures the same legal weight as physical ones, provided the process clearly captures consent. When you know how to use a digital waiver correctly, you can make things easier and more convenient for both your gym and your clients. 

Choosing digital waivers can be an innovative and effective way to protect your fitness center and get essential information to clients. They're also trackable and time-stamped, so you can easily prove who signed what and when. You also don't need to worry about storing paper or having it damaged, so digital waivers for fitness studios mean more secure storage, too. 

Your clients will enjoy the convenience of signing their forms at check-in or on the go, and you can integrate many waivers with your gym software. With a platform like Zenoti, you can simplify the process by linking waivers to member profiles as well. 

To increase the safety, value and quality of your digital waivers, ensure you: 

Waivers aren't one-size-fits-all, and effective gym risk management involves tailoring solutions to specific scenarios. 

Anyone under 18 cannot legally sign a contract, so if you allow minors to use your gym, you must ensure that their parents have agreed to their participation. To do that, you'll need: 

This applies to regular memberships, youth fitness programs and drop-in classes. Allowing minors to use your gym without a signed waiver from a parent could expose you to significant liability. 

Guests often fly under the radar, but you're still liable if they get injured. To reduce your risk, always require a signed waiver — even for one-time visitors — and include a clear description of services they're allowed to use. 

Special events, pop-ups or workshops offsite or in public spaces (like parks or rooftops) introduce new risks. Protect yourself by creating event-specific waivers and requesting that clients re-sign them if there are significant differences in activities from their usual gym usage.  

Even a perfect waiver can't shield you from all liability. Broad legal compliance is essential to reduce risk and ensure compliance with state and federal laws related to your gym. 

Under the Americans with Disabilities Act (ADA), gyms must: 

Despite ADA requirements, true access remains poor. According to a ScienceDirect article, a study in the Disability and Health Journal indicated that only 33% of hot tubs/saunas/steam rooms and 68% of programs in the 533 fitness centers examined were accessible to gymgoers with disabilities. 

Non-compliance can lead to lawsuits or fines, so it's essential to make necessary updates and implement effective policies. For example, the U.S. Department of Justice sued L.A. Fitness in 2024 for alleged disability discrimination. 

Especially in a post-pandemic world, be sure your gym: 

Even if you take cleaning and illness issues very seriously, you could increase your legal liability if you don't have actual policies regarding those areas. 

Are your trainers employees or independent contractors? This affects who is liable in the event of an error. You're generally responsible for the actions of employees while they're working, but contractors may require separate insurance or waivers. Ensure that your business model reflects this and complies with local labor laws. 

Digital tools make data handling easier, but also riskier. To lower your risk: 

Gym management platforms like Zenoti help ensure all your fitness center's legal forms and sensitive client data are securely encrypted and managed

A single waiver isn't enough. A systemized, proactive process is key to long-term protection. 

Even the best system fails without human support, so ensure your team understands what's in the waiver, knows when and how to present it, and can explain it clearly to clients. If they can't, more training can help them feel confident and be more effective. 

Modern gym software can handle crucial tasks, such as automatically sending waivers to new clients, linking signed documents to client profiles, and securely storing forms in compliance with regulations. An all-in-one software like Zenoti allows you to automate much of this process, reducing errors and saving admin time. 

Should you choose a template or a custom document?  

Templates are: 

Custom legal consultations are: 

Ideally, start with a vetted template and have it customized by a lawyer familiar with gym legal compliance checklists. That can help you get the most value, coupled with accuracy and protection. 

You can't prevent every injury, but you can avoid many lawsuits. An explicit, enforceable waiver and a strong compliance process won't just protect your gym; they'll also enhance trust with your clients. By understanding and acting on your gym owner legal responsibilities, you position your business to grow safely, sustainably and confidently. 

The right all-in-one software makes it easy to manage waivers, automate intake and store data securely, so you can focus more on client success. Explore how Zenoti fitness center management software can help you address gym risk management the right way.