Policies & Etiquette

Welcome to Philly Dance Fitness! Here’s everything you need to know about our policies and procedures, which also apply to sister company, Ballroom Bliss. Not the most exciting stuff, we admit, but if you have questions about how to sign up for class, expiration dates on class packages or anything else along these lines, you should find the answers here. Also check out our FAQ page for further info on anything from what to wear to class to where to find parking.

Class Registration

  • Before attending any of our classes, all students must sign a liability waiver. You can do this electronically when you create a profile in our MindBody portal. You will not need to sign it again unless we update the text.
  • We strongly encourage pre-registering online via our MindBody portal. While we accept walk-ins when space permits, having a confirmed reservation is the only way to 100% guarantee a spot in class.
    • We hate to turn anyone away, but for safety reasons, we may have no choice if the studio is over capacity.
  • If you are unable to register online, it means the class is already full. However, we encourage you to add your name to the waiting list — you will automatically be emailed if another person cancels and a space opens up for you.
  • Classes open up for online registration up to two weeks in advance.
  • Workshops and one-time events open for registration up to 60 days in advance.
  • Note the location listed next to the class name on both our schedule page and the MindBody reservation portal. Since we operate out of multiple locations in Center City, this is how you will know where to go.
    • If you use the MindBody or ClassPass apps, you will see a map of our flagship studio (1624 South Street). Many of our classes are held here, but not all, so always refer to the address listed next to the name of the class.
  • Members: The online system will not allow unpaid sign-ups, which means you cannot register for classes that occur after your monthly renewal date until the payment has processed.
    • For example, if your payment is processed on the 15th of every month, you will not be able to sign up for classes on the 16th (or any other date later in the month) until the payment goes through on the 15th.
    • To avoid this monthly lag and get priority access to class registration, you can pay upfront for an annual or semi-annual membership, available by request to info@phillydancefitness.com.

Class Sign-In

  • Arrive to the studio at least five minutes before class begins and check in with the instructor, even if you’ve already signed in on our app. Our studios are open for check-in up to 15 minutes before class.
  • If you’re new, we recommend creating a profile in our system before coming in to speed up the check-in process. If you’re unable to do this, please arrive at least 10 minutes early to allow extra time to enter your information and sign the digital waiver.
  • Late Arrivals
    • If you arrive late and there is still space, you are welcome to join in but we ask that you be discreet and warm-up on your own.
    • Let the instructor know at the end of the class that you still need to be signed in. This will also avoid any potential no-show fees for Members & Unlimited pass holders.
    • Be aware that if you do not arrive by the start of class, your spot may be given to a waiting list or walk-in student. We reserve the right to turn away latecomers if the class is full.

Cancellation Policies

For ongoing classes:

  • Class reservations may be canceled up to 4 hours prior to the start of class through the online MindBody portal or mobile app with no penalty.
    • If you “early cancel” prior to the 4-hour window, the class will be returned to your account for future use.
    • If you “late cancel” less than 4 hours before class or simply don’t show up (“no-show”), you automatically forfeit the class.
      • Members & Unlimited Pass holders are allowed two “late cancels” and/or “no shows” per calendar month without penalty. After that, there will be a $10 charge per late-cancel/no-show, tallied and charged at the end of each month.
      • You must reconcile any cumulative late cancel/no show charges before resuming classes in the following month.
  • If there is some reason you cannot cancel your reservation online, we are happy to help, as long as you contact us prior to that same 4-hour window via phone or email.

Note that we cannot always answer the phone, especially during evening hours when classes are in session. Be sure to leave a message and we will get back to you as soon as possible.

For workshops, shows, series & private lessons:

  • Reservations may be canceled up to 48 hours prior to the start of the event/series/appointment through the online MindBody portal or mobile app
    • If you “early cancel” prior to the 48-hour window, your ticket, series or lesson credit will be returned to your account for future use.
      • Please note that we offer events and series (kids classes, performance prep, etc) sporadically, which means you will have a limited number of opportunities to reschedule. You may request to convert your ticket/series payment into Philly Dance Fitness account credit to use toward other services by emailing us before your ticket expires. Requests made after the expiration date will not be honored.
      • Reschedule private lessons (personal training, ballroom, ballet or dance fitness lessons) by emailing info@ballroombliss.net or info@phillydancefitness.com

If you “late cancel” less than 48 hours before or simply don’t show up (“no-show”), you automatically forfeit your payment. Likewise, if you cancel or miss classes after a series has started, you forfeit the remainder of those sessions.

For private events & parties: 

  • Because private and off-site events require significant time to coordinate instructors, programs and other logistics, a non-refundable $50 security deposit is due at least 4 weeks before the event date to confirm the booking. Security deposits are not refundable, even if the event is canceled.
    • Events can be rescheduled or canceled with 5 days or more notice by emailing info@phillydancefitness.com.
    • If you cancel or reschedule 2-5 days before the scheduled event, you will be charged half of the event fee. If you cancel the day of the event, you will be charged the full fee.
  • Rush Bookings: For event requests 2-4 weeks before the scheduled date, half of the total payment will be required to confirm the booking. Payment must be made in full to confirm bookings made less than two weeks from the event date. These amounts are nonrefundable, even if the event is later canceled.

For Memberships:

Class Schedules

We try our best not to change or move well-attended classes, but cannot guarantee that a particular class or instructor will remain on the schedule at a particular time.

  • The most up-to-date schedule is always posted on our website and Mindbody portal.
  • Be sure to check the address listed next to each class as we operate out of multiple studios.
  • Planned class cancellations (such as reduced schedules around holidays) are posted in our digital newsletters and social media channels.
  • Emergency cancellations: On rare occasions, inclement weather, an instructor emergency or low enrollment will require us to cancel a class on short notice.
    • These cancellations are updated immediately on our online schedule and we also post announcements on social media.
    • If you are signed up for a class that gets canceled, you will be notified via text or email, and, of course, the class will be returned to your account to use toward a different session.

Expiration Dates

Expiration dates are clearly listed when making online purchases, but you can also look them up by clicking on the “account” page of your Mindbody profile. We cannot honor unused services once the expiration date has passed.

  • Private lessons and personal training sessions are valid for a year from date of purchase.
  • Drop-in passes are valid for 2 months from the date of purchase
  • Class package expiration dates may vary, refer to the dates listed next to the service when you make your purchase.
  • “10 Class Cards” must be activated within 3 months of purchase and are valid for 3 months from the date of first use. The package will automatically expire 2 months after the purchase date if you do not sign up for at least one class within that time frame.
  • Technique discount passes expire 40 days from the date of purchase (allows the pass holder to attend one makeup class if they can’t attend all four in the month)
  • Unlimited Month Passes are good for 30 days from the date of purchase
  • Gift cards never expire!

Refunds

All Philly Dance Fitness & Ballroom Bliss services are non-refundable. This includes Memberships, Unlimited Passes, Class Cards, drop-in passes, private lessons, event security deposits, and any other services, whether purchased online or in-person.

  • Memberships and Unlimited Passes may not be shared or transferred to other students.
  • Class Cards or other packages cannot be shared or transferred, and we cannot refund unused classes.
  • Merchandise (apparel, headbands, bags, etc) may be returned or exchanged for other sizes as long as the product is in new, un-used condition.

Studio Use

  • We invite dancers of all abilities to join in our programs – just remember that you take on the legal responsibility for determining that you’re able to participate.
  • Minors: Unless otherwise noted, our programs are geared toward adults. Our students typically range in age from early 20s to upwards of 60.
    • We loosely consider an adult to be anyone 14 and older.
    • If you have a younger dancer who you think would be fine participating along with an adult crowd, we’d be happy to consider an exception. Simply email us and we can figure out if there’s a good fit.
    • We occasionally offer classes geared toward children and regularly teach private and semi-private lessons for kids. Again, just contact us if you’d like to schedule a session at your convenience.
  • Philly Dance Fitness is not responsible for any lost/stolen items. We hang onto lost and found items for awhile, but unclaimed items periodically get donated or thrown away.
  • Food & Drink:
    • Food and open drink containers are not permitted on the dance floors. Feel free to enjoy snacks in the waiting areas before or after class, just please clear up any trash/wrappers. (For private events, we can set up a designated area for refreshments.)
    • Water bottles are highly recommended to stay hydrated during your workout. Pro tip: write your name on your bottle in case you have the same style as someone else!
    • Do not chew gum during class. In addition to a choking hazard, it can also create a mess if it happens to fall out of your mouth (and you know that can happen!!)

Etiquette

We strive to maintain a positive, respectful environment where students of all backgrounds, experience levels, races, genders, sexual orientations and nationalities can feel comfortable. To that end, we do not tolerate disruptive or aggressive behavior from anyone — instructors or students. If you experience something that doesn’t feel right, let us know immediately so we can help. You can always email us if you’re uncomfortable bringing something up in person.

Spatial Awareness

We know it can be challenging to pay attention to the space around you when you’re concentrating on a million other things during class, so don’t sweat it if an instructor directs you to fill in an open spot or adjust your spacing. Our goal is to make the overall experience more comfortable for everyone, and you can help, too:

  • Do your best to be mindful of your space. Try to stand somewhere that you can easily take two steps in any direction without bumping into someone. Stagger yourself in the “windows” between students in the rows in front of you so that everyone can see. In classes that involve mats, place yours in a neat row to make space for others around you.
  • Once you’re familiar with our classes, consider filling in the front row, as this helps others figure out where to position themselves behind you (and new students often gravitate toward the back!)
  • In a busy class, consider moving further from the door to make room for those walking in. Even though we set specific capacities for each class, this helps space everyone out nicely.
  • If you bump into someone by accident, simply apologize and readjust. It happens, nobody minds as long as there’s no malice!
  • Leave large personal items and jackets in the coat racks. Small items (wallets, phones, etc) and water bottles should be kept either on shelves or at the edges of the dance floor.

Punctuality & Leaving Early

We work hard to respect your schedules by starting and ending class on time. But we also understand that sometimes things don’t go according to plan or circumstances outside your control may result in late arrivals.

  • If you arrive late and there is still room in the class, you are welcome to jump in. Find a spot where you won’t have to disrupt the routines in progress. Check in with the instructor when class ends to avoid potential no-show charges.
  • If the class is full, you may be asked to come back for another section. We never like to turn anyone away but safety is our first priority.
  • If you know you need to leave class early to get somewhere else, simply let your instructor know before class starts and give him/her a wave when you head out. This way we don’t worry that you’re suddenly not feeling well and might need medical attention.
  • When there are back-to-back classes, please clear the floor quickly so that the next group can get started on time.

Health & Hygiene

Be considerate to your fellow students by wearing appropriate clothing, taking care of personal hygiene, refraining from excessive profanity, picking up after yourself and being polite. 

  • Since you might be dancing in close proximity to other students, come dressed in clean workout clothes, refrain from using heavily scented lotions, perfumes or colognes, and keep your breath fresh.
  • If you have trash, throw it into a garbage can instead of leaving it on the floor.
  • If you tend to drip sweat (which we love to see because it means you’re working hard!), take a moment at the end of class to wipe off any dampness from the floor around you or any equipment you used. We have sanitizing wipes at the studio or you may wish to bring a small towel with you.
  • If you’re not feeling well, stay home! Not only do you probably need some rest, but you’ll avoid spreading illness to other students.

Mindful Interactions

For many students, coming to class is an escape, a chance to focus on nothing but movement for one small part of the day. Respect that by also giving your full attention to your instructor and minimizing class disruptions.

  • Follow the vibe of your class. If the music is pumping, we’re stoked when students hoot and holler along. If you’re in a quieter class, perhaps Power Stretch or Ballet, refrain from talking so that everyone can focus on the instruction.
  • Avoid having conversations or using cell phones during class as this is disruptive to both your fellow students and the instructor.
  • If you’re pulling out a phone to snap a picture or video clip for social media, that’s a different story. In fact, tag us! One caveat: if someone looks uncomfortable or asks you not to film them, respect their wishes. Also, if you want to videotape a full combination/song, ask permission first from the instructor. It’s probably no problem, but some of them teach trademarked programs that prohibit posting choreography videos.
  • If you arrive to the studio before the prior class has finished, keep conversations quiet or whisper so as not to disrupt students who are still working. This is mostly of concern at 1624 South Street, where the waiting area is right next to the dance floor.
  • Instructors love to hear comments and answer questions, but unless it’s something related to what you’re doing in the moment, save it for after class. If there’s another group starting right away, we may ask you to follow up in the waiting area or outside the studio so as not to distract those students.