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KWGC Policies

KW Gymnastics takes its policies very seriously. From your privacy to the work ethic of our employees, we are dedicated to serving our community with our unparalleled and highest efforts.

General KWGC Policies:

Please make sure your child has used the washroom before the class begins

  • Please bring your child to class on time so that he or she may be ready for warm-ups. Parents: please stay with your child until the coaches call them into the gym. The children MUST be picked up by a parent or guardian from the gym door PROMPTLY at the end of class. We are not able to provide supervision in the hallway between classes.

  • Please note that there is a late fee for late pick-ups during camp programs. This fee is $10 per every 10 minutes after the designated pick-up time. 

  • In the interest of safety, participants in Parent & Tots classes should keep their child with them in the area designated by the coach. Do not wander. In Parent & Tots classes we require a ratio of ONE adult to ONE child

  • In the interest of safety, we cannot allow any unregistered children on any of the equipment in the gyms.

  • We regret that we cannot allow anyone to remain in the gym after their class is dismissed.

  • ** Any child who does not have a sufficient attention span to enable him or her to follow the coach's instructions, harasses other athletes, puts his or her own safety and/or that of other gymnasts at risk, may be asked to withdraw from the program. Any fees paid in advance will be refunded. Thank you! Participant safety is our primary concern. *

Class Cancellation Policies:

KWGC reserves the right to cancel or change class times due to insufficient numbers. Notice will be provided to those affected in advance. If KWGC cancels a class due to insufficient enrolment we will offer a full refund or another class that is suitable to the family. Classes may be cancelled for inclement weather but will  not be rescheduled or refunded.

Privacy Policies:

We respect your right to privacy. We commit to you that we will never give out or sell e-mail addresses, telephone numbers or any other information about our customers to third parties unless required by law. We will use the information only for the processing and payment of your gymnastics class registrations, and nothing more.

Fees and Discounts:

  • 5% discount for a second class and 10% for 3 or more classes for the same individual, in the same session.

  • For non-competitive programs: 10% discount for 3 or more family members registering in one session.

  • An annual Gymnastics Ontario fee of $50.00 will be added for each member for the July 1 - June 30 calendar year. This fee covers Gymnastics Ontario (our governing body) registration and member insurance, and cannot be discounted or refunded.

Payment Options:

KW Gymnastics accepts cash, Visa, Mastercard, and Visa-Debit.


Payment is due at the time of registration. You will receive an electronic account statement once you are fully registered in the class. 

If a credit card payment is declined, an email is automatically sent to inform the credit card holder, and you have 24 hours to contact the office with updated information or an alternative method of payment before the athlete is removed from the class. Payment information can also be updated through the parent portal.

Refund Policies:

The Gymnastics Ontario Fee is NON-REFUNDABLE. All athletes must be registered with Gymnastics Ontario. Full refunds are offered up to 24 hours before the first class or 1 week before the camp begins minus a $25 administration fee. Refunds requested after this point will also have a $25 administration fee and the cost of all classes prior to the date of the request. Refunds/Credits will only be considered up to the midway point of a session. All refunds will be disbursed by cheque if paid by cash or debit. If you have paid by credit card the amount will be put back onto the same card originally used.

Participant safety is our primary concern, any participant who is asked to withdraw from the program will be refunded any remaining tuition fees.

Credits and Transfers:

Credits are good for one year from the date of the credit.  It can only be transferred to immediate family members.  KWGC will allow one class transfer per session without an administration fee.


If the family requires a second transfer a $10.00 administration fee will apply. Transfers are only permitted if there is room. 

Tax Receipts:

KWGC provides an electronic tax receipt when your registration is complete.  The class start and finish dates are listed on the official receipt.  There is a charge of $10 for the replacement of a lost tax receipt

Code of Conduct For Athletes, Staff and Parents

Our Philosophy

We strive to:

  • Ensure all athletes and coaches develop and maintain great self-esteem

  • Help all athletes and coaches become leaders and good citizens

  • Instill in athletes and coaches the importance of teamwork and professionalism

  • Help athletes and coaches set their own goals and to support them in achieving those goals

  • Keep the spirit of gymnastics alive

  • Ensure the health and safety of our athletes, coaches and members

  • Support our athletes and coaches in being well-rounded in other sports and activities.

How We Treat Others

All Members:

  • Must show respect and understanding for the rights of fellow members and conduct themselves in a way that reflects the principles of the organization.

  • Shall maintain and enhance the dignity and self-esteem of members and participants by demonstrating respect to individuals regardless of gender, ethnic or racial origin, sexual orientation, age, marital status, religion, political belief, disability or economic status.

  • Will refrain from negative public discussion, including but not limited to any written or electronic discussions/chat rooms/blogs, Instagram, Facebook, Snapchat or other social media about KW Gymnastics, its employees, athletes or members, and all other members of Gymnastics Ontario including other clubs, athletes, coaches and judges.

  • Shall refrain from any and all forms of bullying, including but not limited to, verbal, written, electronic or on social media.


Any matters of concern are to be discussed at an appropriate time with the Head Coach and/or Executive Director.  KW Gymnastics is committed to being a “gossip free” gym.

Our Gym Rules

  1. Athletes and Coaches will respect the rules of competition, their opponents and play fair.

  2. Athletes will respect their coaches, trainers, parents, medical professionals and any decisions made with regards to their health and safety.

  3. Athletes will develop their skill, body strength and flexibility so that they can participate in the sport to the best of their abilities.

  4. Videos and photos on the KWGC website and Facebook page are the property of KW Gymnastics and are not to be copied or transmitted in any fashion.

  5. No photos or videos of any form will be taken by athletes, family members or visitors on the property of KW Gymnastics either inside or outside of the gym unless permission has been granted by the staff of KW Gymnastics.  Parents will be invited to take photos/videos at official competitions or during special “parent days” in the gym.

  6. Videos or photos taken by coaches will be for training purposes only and shall be deleted after use.

  7. Photos and videos may only be posted by the Head Coach or Communications Coordinator on the official KW Gymnastics website or Facebook site.

Duty of Care

A coach of young athletes has a duty of care which is more onerous than that of a coach of adult athletes.  The Head Coach and coaching staff are responsible for setting and monitoring the boundaries between a working relationship and friendship with participants.  KW Gymnastics coaches are given clear guidelines and extensive training about professional standards and have signed contracts to abide by those policies.


Athletes and parents must respect the boundaries between coach and athlete/parent including but not limited to not e-mailing, social messaging or telephoning coaches, sharing private information with coaches, or inviting coaches to social activities.


Coaches must respect the boundaries between coach and athlete/parent including but not limited to not e-mailing, social messaging or telephoning athletes or parents, sharing private information with athletes or parents, or inviting athletes or parents to social activities.


Parents, spectators and visitors will not coach or give instructions to athletes during competitions or practices and are expected to demonstrate the spirit of sportsmanship and sports leadership.


All members are entitled to understand how athletes are being coached and how classes are organized.  Members are expected to gather information through discussions with their child’s coach or the Head Coach at an appropriate time in order to ensure accurate information is obtained.  Members are encouraged to bring questions and concerns to the Head Coach or Executive Director in order that continual improvements can be made to our programs.

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