HQMAF Policies and Waivers

Payment and Cancellation Policy

At Headquarters Fitness and Martial Arts, we strive to provide a transparent and flexible membership experience. The following policy outlines the expectations and procedures regarding member payments, cancellations, and account status.

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1. Payment Method Requirements

All members are required to have a valid credit or debit card on file with their membership/family account, regardless of their preferred payment method.
We accept cash and check payments, but members must explicitly inform the gym if they intend to pay using either of these methods.
If a member who chooses to pay via cash or check fails to submit payment within 3 days of the due date, the credit card on file will be automatically charged for the full outstanding balance.
It is the member’s responsibility to ensure that all payment methods remain current and valid.
2. Delinquent Account Policy
If an account becomes more than 3 days past due, access to the facility will be suspended until the account is brought current.
If an account remains unpaid for more than 14 days, the membership will be automatically canceled by the gym.
Outstanding balances must be paid in full before any re-enrollment will be permitted.
3. Cancellation Policy
Membership cancellations require a minimum of 30 days’ written notice. This notice must be submitted in person, by email, or through the member account system.
Billing will continue through the 30-day notice period. Access to the facility remains active during this time, assuming the account is in good standing.

4. Membership Hold Policy
Members may place their membership on hold for up to 30 days with written notice.
The hold may be extended in 30-day increments if written notice is received before the current hold expires.
Holds may continue indefinitely, provided each extension is requested before the previous hold expires.
Once a hold expires, billing will automatically resume unless another hold or cancellation request has been submitted in writing.
Access to the facility is suspended during any hold period.

5. Promotional Pricing Policy
If a membership is canceled—by the member or the gym—any promotional pricing tied to that membership becomes void.
If a former member returns at a later date, they will be subject to current membership pricing. Past promotional rates will not be reinstated.
6. Discount Policy
Headquarters Fitness and Martial Arts proudly offers the following membership discounts:

• Family Discounts: Applied based on the number of individuals in the same household who are active members.

• Student Discount: Available to currently enrolled college students with a valid student ID.

• Military Discount: Available to active-duty U.S. military personnel with valid identification.

• Law Enforcement Discount: Available to currently active law enforcement officers with valid credentials.

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Please Note:

• Family discounts cannot be combined with any other discount (student, military, or law enforcement).

• Only one discount per member may be applied at a time.

• Proper identification must be provided and kept current for continued eligibility.

Disclaimer:
Policies are subject to change at any time without prior notice. The most current version of the Headquarters Fitness and Martial Arts policies is available to all members upon request.

Trial Membership Policy

Headquarters Fitness and Martial Arts offers 7-day trial memberships for new members interested in exploring our martial arts programs. Trial memberships are categorized as follows:

• Grappling Trial Membership

• Striking Trial Membership

• Little Grapplers Trial Membership

• Circuit Training Trial Membership

• Yoga Trial Membership

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1. Trial Period Cost and Access
The trial membership has an upfront cost of $1 and is valid for 7 consecutive calendar days beginning on the date of activation. - Note for Martial Arts: During the trial period, martial arts members are welcome to attend any martial arts classes offered by the gym, regardless of category (exception for Little Grapplers).
2. Payment Method Requirement
A valid payment method is required to be placed on file at the time of trial sign-up. After the $1 start-up fee, no charges will be made during the 7-day trial period unless a member upgrades, cancels late, or fails to notify the gym of any membership changes.
3. Automatic Membership Conversion
At the conclusion of the 7-day trial period, if no communications to stop or modify the membership have been issued to gym ownership:

• A Trial Striking Membership will automatically convert to a Striking UNLIMITED Membership.

• A Trial Grappling Membership will automatically convert to a Grappling UNLIMITED Membership.

• A Trial Little Grapplers Membership will automatically convert to a Little Grapplers Membership.

• A Trial Circuit Training Membership will automatically convert to a Circuit + Weight Room Membership.

• A Trial Yoga Membership will automatically convert to a Yoga Membership.

4. Changing or Canceling Before Trial Ends
If a different membership option is preferred, or if the member does not wish to continue their membership after the trial period:
The member must provide written or verbal notice to gym ownership before the trial period ends.
Notice may be submitted in person, by phone, by text, or via email.
5. Billing and Cancellation Policy
If no communication is received before the trial concludes, billing for the above corresponding Membership will begin immediately upon trial expiration using the payment method on file.
Once billing has begun, the membership is subject to the gym’s standard cancellation policy, which requires 30 days written notice for cancellation.

6. One-Time Use Policy
Trial memberships are intended as a one-time opportunity for new members to explore our programs. Each individual is eligible for one trial membership only. Members who have previously activated a trial are not eligible for additional trials, regardless of category. Duplicate or repeat trial sign-ups may result in immediate cancellation of the trial and/or future membership restrictions.

Disclaimer:
Policies are subject to change at any time without prior notice. The most current version of the Headquarters Fitness and Martial Arts policies is available to all members upon request.

Martial Arts Waiver

THIS AGREEMENT MUST BE SIGNED BY ALL MEMBERS WHO WISH TO PARTICIPATE IN ANY HEADQUARTERS FITNESS AND MARTIAL ARTS (HOLISTIC HEADQUARTERS LLC) SANCTIONED EVENT.

In consideration of being allowed to participate in any way in the sanctioned events of Headquarters Fitness and Martial Arts (Holistic Headquarters LLC), I...

• Recognize and understand that martial arts training is a physical contact activity and that my participation might result in serious injury, including permanent disability or death, and severe social and economic loss.

• Recognize and understand that such risk may be due to not only my own actions, but also the action, inaction or negligence of others, the regulations of participation, or the conditions of the premises, or of any of the equipment used.

• Recognize that there may be other risks that are not known to me or to others or not reasonably foreseeable at this time.

• Agree to inspect the facilities, equipment, and pairings prior to participation. I will immediately inform an instructor if I believe that anything is unsafe or beyond my capability and refuse to participate.

• Assume all of the foregoing risks and accept personal responsibility for any damages that may result from injury, permanent disability or death.

• Enter martial arts training and/or competition entirely of my own free will and understand the importance of following the rules of training and competition. I have been given a copy of the rules and regulations of Headquarters Fitness and Martial Arts (Holistic Headquarters LLC) and agree to abide by the instructions given therein.

• I certify that I am in good physical condition, and have no disease, injury, or other condition that would impair my performance or physical and mental well-being during intense training practice and/or competition.

• Grant permission in case of injury to have a doctor, nurse, athletic training, or other emergency medical personnel provide me with medical assistance or treatment for such injury.

• Release, waive, discharge, and covenant not to sue Headquarters Fitness and Martial Arts (Holistic Headquarters LLC), its affiliated organizations and governing bodies, their officers, instructors, and personnel, other members of the organizations, participants, supervisors, coaches, sponsoring organizations or their agents, and if applicable, owners and lessors and lessees of the premises from any and all liability to the undersigned, his or her heirs and next of kin for any and all claims, demands, losses, and damages which may be sustained and suffered on account of injury, including death or damage to property, caused or alleged to be caused in whole or in part by the negligence of the releasees or otherwise.

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Risk Agreement

ADVISORY OF RIGHTS AND RESPONSIBILITIES

• Safety is not the sole responsibility of instructors and staff. Everyone in class is responsible for their own safety and the safety of those around them.

• All students have the right and responsibility to excuse themselves from any exercise they believe will be harmful to them. All students must evaluate each situation in the context of their skill and current physical condition and conduct each drill in a manner that is safe. If an instructor gives an instruction that is unsafe for the student, it is the student’s responsibility to inform the instructor that the activity may be unsafe. The instructor will routinely excuse the student from unsafe exercises and drills. The instructor may ask for an explanation, and the student is expected to provide one.

• All students have the responsibility to train and conduct themselves in a manner that helps all students and instructors remain safe. Students must give those who are training enough room to avoid interfering and avoid being accidentally struck by someone else practicing, which is especially important when others are practicing with weapons.

• In the event of an injury, students have the right and responsibility to evaluate the extent of harm, stopping what they are doing even if it includes a partner, and determining if it is safe to continue. Unless a student is certain that further practice will not create or worsen a problem, all students are encouraged to stop what they are doing and inform the instructor. In the event of a severe injury or the appearance of a severe injury, all students, instructors, staff, and visitors, notably parents, have the right to call a stop to a particular training exercise.

• If a student notes an unsafe training situation, which may include a student performing a skill incorrectly, a student not showing due regard for the safety of others, a defective piece of training equipment, a potentially dangerous obstacle or condition on the floor, or anything else that may cause or lead to harm of the students, instructors, visitors, or guests, then the student is expected to correct the situation if it is within their ability or to notify an instructor or staff member immediately. If something is simple to correct, such as removing an obstacle from the floor, the student should correct the situation. If the situation may require the authority of the instructor or staff, or if it is not a simple matter, then the instructor or staff member should be notified immediately.

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ASSUMPTION OF RESPONSIBILITIES AND RISK
Martial Arts training is a potentially dangerous activity. Bumps, bruises, scrapes, scratches, and soreness are commonplace, and most students will encounter this sort of minor injury from time to time in their training. More serious injuries are possible, including sprains, strains, twists,
cramps, and injuries of similar magnitude, and the student can be expected to encounter these injuries frequently. The possibility of more serious injuries exists, including broken bones, torn ligaments, though not all students encounter such serious injuries. There remains, despite safety precautions, the remote possibility of crippling or death, though this is certainly not expected in this martial arts class.
 

I understand the above statement of risk, and I understand the rights and responsibilities of students. I assume responsibility for my own safety (or the safety of my child), understanding and accepting the risks involved with martial arts training. Even if the instructor has informed me that no serious injuries have ever happened in this school or with any of the instructors, I understand that this does not mean that there is not the possibility of harm. By assuming this risk, I completely absolve all instructors, staff, guests, students, landlords, management companies, and any and all other parties of liability for my harm, unless intentionally caused in criminal conduct.

NOTICE AND CONSENT TO INSTRUCTORS
This school seeks to make use of highly trained professional instructors, with both expertise and experience in the art(s) that we teach and in teaching. Classes may be taught by the head instructor or any other qualified instructor. Should an instructor be unavailable for a given class, a junior instructor, senior student, or guest instructor may teach. The choice of the instructor is left to the discretion of the school.

I understand that I may not always have the instructor I desire, but I shall seek to learn from whoever is teaching, to show the respect due to the position of teacher to whomever is teaching, and to conduct myself in accordance with the etiquette established at this school. I understand that I have the responsibility for my own safety without regard to who may be teaching the class. I specifically consent to any instructor of the school, instructors, or staff who are sufficiently qualified by standards they set to teach the class. I specifically understand and agree that the full force of this document applies no matter who is teaching.

NOTICE OF PHYSICAL CONTACT
Complete martial arts training involves a wide variety of skills. While practicing these skills, students may have contact with any portion of the body. The groin may be the target of kicks, strikes, or grabs. The chest, buttocks, groin, or any part of the body may be contacted by any part of the training partner’s body during training with martial arts techniques or incidentally contacted while performing a martial arts technique which targets another portion of the body. When male and female students train together, or when adult and minor students train together, and in any other training combination, the purpose and intent of the school, instructors, and staff is to provide an environment for all students to learn and practice martial arts and self-defense.

Students are expected to always conduct themselves appropriately to ensure the best training results for everyone.

Should any student feel that a training partner is engaging in contact beyond the scope of training, or a training partner is taking undue and unacceptable advantage of training contact, or if a student is made uncomfortable by any training exercise or partner, then that student has the right to withdraw from the exercise or drill. If the contact of a training partner appears inappropriate, the student should inform the instructor privately. If the conduct of the training partner or any training partner appears criminal, then the instructor should be informed and the authorities may be notified either by the student or the instructor, or both.

CONSENT TO PHYSICAL CONTACT
I understand the nature of physical contact in martial arts training, and I understand that I have the right to immediately withdraw from any exercise or drill in which the contact of any party seems beyond the scope of training and makes me uncomfortable. I agree to abide by the school etiquette in all manners pertaining to training, and I shall not in any way conduct myself inappropriately or take inappropriate advantage of the contact martial arts training allows.

INDEMNIFICATION BY PARENTS*

*Applicable only to parents enrolling a minor child.

I agree not to bring any claim or suit against the school, instructors, staff, guests, students, landlord, or any other parties on behalf of my child for any injury or harm sustained by any event short of a criminal act, and then only the criminal shall be the subject of such a suit. I further agree that I will not cause to be brought, nor encourage a claim or suit. I also agree not to cooperate in the bringing of such a suit or claim except insofar as I may be legally required to do so. Finally, I shall indemnify the school, instructors, staff, guests, students, and any and all additional defendants covered by this agreement for all judgments, costs, attorney fees, and other expenses incurred as a result of a breach of this agreement.

ARBITRATION CLAUSE
Should any dispute arise between me, my child, or anyone acting on behalf of my child, regarding this school, then I specifically agree that the dispute shall be resolved in binding arbitration. Should a suit be filed in Court, I specifically authorize the Court to order the case to binding arbitration.

SEVERABILITY
If any clause, sentence, phrase, or statement is found unenforceable or invalid by any Court of Law, the remainder of the document shall remain valid and enforceable, and the invalid clause, sentence, phrase, or statement shall be struck from the document.

DURABILITY
This document is effective from the date signed with no expiration. Furthermore, the terms of this document are retroactive to the beginning of training and visiting this school if this document was signed after that date.

AUTHORITY TO TREAT
I give the instructors, staff, and responsible adults the power to authorize medical or other treatment of the student named subject to the limitations listed below, if any. If I am not the named student, I am the parent, guardian, or responsible adult for the named student and I have the legal right to grant this power. Treatment may be made without regard to whether I or any other parent, guardian, or responsible person has been contacted or has consented to the specific treatment, provided it does not conflict with the limitations outlined below. This authority begins on the date signed and continues indefinitely.

By granting my authorization, I assume responsibility for all decisions made, provided they are reasonable decisions under the circumstances based on the knowledge and understanding of the person making the decisions, and I trust their judgment and offer the benefit of the doubt to them in any claim or legal proceeding. This presumption may only be overcome by clear and convincing evidence that they acted with malice or willful gross negligence, and if so they may still be liable.

I understand that the instructors, senior students, or others may have some skills in first aid, CPR, and at their discretion, I authorize them to use those skills and techniques to assist in any circumstance in which they judge their skills would be necessary or helpful.

Disclaimer:
Policies are subject to change at any time without prior notice. The most current version of the Headquarters Fitness and Martial Arts policies is available to all members upon request.

Fitness Waiver

Headquarters Fitness (Headquarters Fitness and Martial Arts, LLC) - Comprehensive Waiver and Assumption of Risk for All Activities and Unstaffed Hours

THIS AGREEMENT MUST BE SIGNED BY ALL MEMBERS (OR THEIR LEGAL GUARDIANS IF UNDER 18) WHO WISH TO PARTICIPATE IN ANY CLASS, OPEN GYM ACTIVITY, OR UTILIZE THE GYM FACILITIES DURING UNSTAFFED HOURS AT HEADQUARTERS FITNESS (A DIVISION OF HEADQUARTERS FITNESS AND MARTIAL ARTS, LLC).
This Waiver and Assumption of Risk Agreement (“Agreement”) is entered into by the undersigned (“Participant”) in consideration for being allowed to participate in any and all fitness activities, including but not limited to instructor-led classes and general open gym use, and for access to and use of the facilities during hours when staff is not present ("Unstaffed Hours"), at Headquarters Fitness, a division of Headquarters Fitness and Martial Arts, LLC (collectively referred to as “HQF/HQMA”).
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1. Acknowledgment of Activities and Inherent Risks
I understand that participation in fitness activities—including but not limited to strength training, weightlifting, conditioning, cardiovascular exercise, HIIT, mobility drills, plyometrics, functional training, sled work, kettlebell movements, and other physical exertion—entails risks of injury. These risks include, but are not limited to, muscle strains, sprains, tears, broken bones, joint dislocation, spinal injuries, head trauma, cardiovascular incidents, permanent disability, or death. I also understand that general open gym use includes unmonitored equipment use and may carry additional risks. Furthermore, I recognize that utilizing a fitness facility, particularly during Unstaffed Hours, presents additional risks due to the absence of immediate staff assistance. I acknowledge that there may be other risks that are not known to me or to others or not reasonably foreseeable at this time.
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2. Voluntary Participation & Personal Responsibility
I acknowledge that my participation in all activities at HQF is entirely voluntary. I agree to stop any activity that causes pain, discomfort, or feels unsafe, and I am solely responsible for assessing my physical and mental readiness. I understand that failure to follow instructions, improper technique, or attempting exercises beyond my ability increases my risk of injury. During Unstaffed Hours, I am solely responsible for my safety and well-being.
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3. Coverage of Facility, Staff, and Affiliates
I understand that this waiver applies to:

• All activities conducted under Headquarters Fitness (HQF) and Headquarters Martial Arts (HQMA), which are divisions of Headquarters Fitness and Martial Arts, LLC

• All employees, contractors, volunteers, coaches, trainers, instructors, partners, owners, officers, and agents affiliated with HQF/HQMA

• All activities conducted on premises, offsite, or online

• My coded access to and use of the facilities

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4. Equipment and Environment Risks
I acknowledge that injuries may result from equipment use, including but not limited to barbells, dumbbells, kettlebells, resistance bands, sleds, mats, and machines. I accept that equipment may malfunction, surfaces may become slick, and accidents may involve others using the space. I agree to inspect the facilities and equipment prior to each use, especially during Unstaffed Hours, and will immediately cease using any equipment I believe is unsafe or beyond my capability, reporting it promptly to Gym management. I accept all risks related to shared spaces and physical environments. I assume all risks associated with the use of the equipment and accept personal responsibility for any damages resulting from improper use or malfunction, even in the absence of immediate staff oversight during Unstaffed Hours.
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5. Medical Clearance & Emergencies
I affirm that I am in good health and have no known condition that would make participation unsafe. I understand that it is my responsibility to consult a physician prior to participation if I have any medical concerns. I give permission to HQF/HQMA staff to seek emergency medical treatment on my behalf if necessary and understand I am responsible for any resulting expenses. I acknowledge that during Unstaffed Hours, no Gym staff will be on-site to provide immediate assistance, and I assume all risks associated with the potential delay in obtaining medical assistance.
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6. Release of Liability and Covenant Not to Sue
To the fullest extent permitted by law, I hereby release, discharge, and hold harmless Headquarters Fitness and Martial Arts, LLC (including HQF and HQMA), its employees, contractors, coaches, officers, owners, volunteers, and agents (the “Released Parties”) from all claims, liabilities, demands, actions, or causes of action related to any loss, damage, or injury, including death or damage to property, that may be sustained while participating in any activity or while on the premises during Unstaffed Hours, whether caused by negligence or otherwise.
This includes but is not limited to:

• Injuries arising from instruction or equipment use

• Injuries during supervised or unsupervised activities

• Injuries caused by other participants or environmental conditions

• Claims related to the lack of on-site supervision or immediate medical assistance during Unstaffed Hours

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7. Indemnification
I agree to indemnify, defend, and hold harmless all Released Parties from any and all claims, demands, damages, losses, or expenses (including attorneys’ fees) arising out of my actions, my failure to follow instructions or posted rules, or any incident resulting from my participation or my use of the facilities during Unstaffed Hours.
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8. Minors
If the Participant is under 18 years of age, the undersigned parent or legal guardian agrees to:

• Assume all risks on the minor’s behalf

• Ensure the minor follows all gym rules, instructor guidance, and safety protocols • Release and indemnify all Released Parties to the same extent as an adult participant

The undersigned acknowledges that minors under the age of 18 are strictly prohibited from accessing the Gym during Unstaffed Hours without a legal guardian present and accepts this risk on their behalf. The undersigned acknowledges that minors may not be directly supervised at all times during open gym use and accepts this risk on their behalf.
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9. Use of Security Systems
I understand that the Gym may employ security systems, such as surveillance cameras and access control, which are not a substitute for personal safety and responsibility. I agree not to interfere with these systems and to report any malfunctions immediately.
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10. Personal Property
I understand that the Gym assumes no responsibility for any loss, damage, or theft of my personal property brought onto the premises, regardless of staffing levels. I am solely responsible for the security of my belongings.
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11. Member Obligation to Report Damaged Equipment
I have a responsibility to report any damaged or malfunctioning equipment immediately upon discovery via the posted contact methods. Failure to do so may contribute to unsafe conditions, and I may be held responsible for consequences resulting from unreported damage caused by my use.
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12. Access Code Confidentiality
I acknowledge that I have been assigned a unique access code to enter the Gym. I agree to keep this access code confidential and to not share it with anyone outside of my immediate family group who are also members with granted access. I understand that I am responsible for all entries into the Gym made using my unique access code and may be held liable for any misuse or unauthorized entry resulting from the disclosure of my code.
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13. Severability
If any portion of this Agreement is held to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.
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14. Governing Law
This Agreement shall be governed by the laws of the State of North Dakota.
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15. Entire Agreement
This document contains the entire agreement between the parties and supersedes any prior oral or written representations or understandings.
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ACKNOWLEDGMENT & SIGNATURE
By signing below, I acknowledge that I have read, understood, and voluntarily agree to the terms of this Comprehensive Waiver and Assumption of Risk for All Activities and Unstaffed Hours. I am aware that this document limits my legal rights and the legal rights of my heirs and assigns.

Disclaimer:
Policies are subject to change at any time without prior notice. The most current version of the Headquarters Fitness and Martial Arts policies is available to all members upon request.