UK BJJ Gym Regulations & Compliance: Complete Legal Guide

The Disclosure and Barring Service (DBS) provides criminal record checks for employers. There are three levels:

• Basic DBS: Shows unspent convictions only (generally not sufficient for work with children)
• Standard DBS: Shows spent and unspent convictions (rarely used for gyms)
• Enhanced DBS: Shows all convictions, cautions, warnings, and checks against barred lists (required for teaching children)

For BJJ instructors teaching children, you need an Enhanced DBS with Barred List check. This checks whether the person is on the list of individuals barred from working with children—if they are, it's a criminal offence to employ them, with penalties of up to 5 years imprisonment.

Teaching Children (Under 18s): Enhanced DBS check with barred list is a legal requirement under the Safeguarding Vulnerable Groups Act 2006. This applies to anyone teaching, supervising, or having regular unsupervised contact with children.

Teaching Adults Only: No legal requirement for DBS checks, though many insurers and landlords recommend them for all staff as good practice.

Self-Employed Contractors: If your contractors teach children's classes, they must have their own valid Enhanced DBS check. You're legally responsible for verifying this—don't assume they have one; ask to see the certificate and take a copy.

Volunteers: Same rules apply. Volunteers working with children need Enhanced DBS checks, though these are free (no government fee for genuine volunteers).

Administrative Staff: If your receptionist or admin staff have regular unsupervised contact with children (e.g., supervising changing rooms, overseeing kids waiting for parents), they need Enhanced DBS checks too.

Individuals cannot apply for Enhanced DBS checks directly—you must apply through a registered umbrella body or governing body.

Options for BJJ Gym Owners:

• Through Your Governing Body: UKBJJA, BJJA, British Judo, or other martial arts governing bodies offer DBS application services to members (most common route)
• Through an Umbrella Body: Organisations like BMABA provide DBS processing for members
• Register as Your Own Umbrella Body: Only worth it for large organisations processing many DBS checks

Application Process: Complete online application form through your chosen registered body, provide ID verification (passport or driving licence + proof of address), wait 2-4 weeks for processing (can be longer if applicant has lived abroad), and receive DBS certificate by post (keep a copy for your records).

UKBJJA members can apply through the Marsh Sport portal at marshsport.co.uk/ngb-schemes/ukbjja.html.

Enhanced DBS Check Costs (2026):

• Paid Staff/Instructors: £68 (UKBJJA) to £70+ (varies by processing body). This includes the £49.50 government fee plus administration fee.
• Volunteers: £20-£24 (administration fee only; government fee is waived for genuine volunteers)

DBS Update Service: £13/year optional service that allows your DBS to be checked by multiple employers without reapplying. Highly recommended for instructors working at multiple gyms or who may change employment.

Renewal and Validity: DBS certificates have no official expiry date, but best practice (and most governing body requirements) is to renew every 3 years. Some organisations require checks every 1-2 years for high-risk roles. Track renewal dates in a spreadsheet to ensure all staff maintain current checks.

Standard UK DBS checks only reveal UK criminal records. If your instructor has lived abroad, you need additional checks:

For Instructors from Overseas:

• UK DBS Check: Still required (checks UK records from date of arrival)
• Certificate of Good Conduct: From their home country (or any country where they've lived for 6+ months as an adult). Each country has its own process—search '[country name] certificate of good conduct' for details.
• Certified Translation: If the certificate isn't in English, you need a certified translation

This process can take 2-6 months depending on the country, so start early when hiring foreign instructors. Some countries (e.g., Australia, New Zealand, Canada) have efficient online systems; others (e.g., Brazil, Philippines) require more complex processes.

Understanding DBS Results: DBS certificates reveal convictions, but there's no automatic 'pass' or 'fail'—the employer decides whether disclosed information makes the person unsuitable for the role.

Barred List = Automatic Disqualification: If someone appears on the Children's Barred List, they are legally prohibited from working with children. Employing them is a criminal offence punishable by up to 5 years in prison. There are no exceptions.

Convictions = Employer's Decision: For other convictions, you assess suitability based on the nature of the offence, how long ago it occurred, relevance to the role, and the person's explanation. For example, a 15-year-old driving offence is unlikely to affect suitability for teaching BJJ to children. However, convictions for violence, sexual offences, or child-related crimes make someone unsuitable for teaching children, regardless of how long ago.

Risk Assessment: If someone has minor historic offences (e.g., shoplifting 20 years ago), conduct a documented risk assessment considering all factors. Keep written records of your decision-making process.

UK law imposes a duty to safeguard children through the Children Act 2004, Care Act 2014, and Safeguarding Vulnerable Groups Act 2006. Sports organisations, including BJJ gyms, must have policies and procedures to protect children from harm.

Since 2023, Sport England's Safeguarding Code sets standards for all sports organisations working with children and vulnerable adults. Whilst compliance with the Code is technically voluntary, in practice, insurers, governing bodies, and landlords increasingly require it. Non-compliance could invalidate insurance or prevent governing body affiliation.

All instructors and staff working with children must complete safeguarding training. This is non-negotiable.

Safeguarding Course Options:

• UK Coaching - Time to Listen: 3 hours online, approximately £25 (though pricing varies)
• NSPCC/CPSU - Safeguarding and Protecting Children: 3 hours online, £25-£35
• Governing Body Courses: UKBJJA, BJJA, and BMABA offer safeguarding courses to members, often included in membership fees (£0-£15 for members)

BMABA Example: Silver, gold, and platinum members receive safeguarding courses free of charge. Bronze members pay £9.99 for standard safeguarding and £14.99 for lead safeguarding courses.

Renewal: Safeguarding training must be refreshed every 3 years. Set calendar reminders to track renewals for all staff.

Every gym teaching children must have written safeguarding policies covering:

• Child Protection Policy: How to identify signs of abuse, reporting procedures, and responding to disclosures
• Code of Conduct: Expected behaviour of instructors, students, and parents (e.g., no physical contact beyond necessary technique demonstration, appropriate language, professional boundaries)
• Reporting Procedures: Who to contact if concerns arise (your Designated Safeguarding Lead), when to contact external authorities (police, social services)
• Safer Recruitment: DBS check requirements, interview processes, reference checks for new staff
• Photography and Filming Policy: Parental consent required for photos/videos, appropriate use of images, social media guidelines
• Changing Room Supervision: Male instructors supervise boys, female instructors supervise girls; minimum supervision ratios
• Social Media and Communication Policy: Boundaries for instructor-child contact (e.g., no private messaging students under 18, communication via parents only, use of group communication platforms)

Templates are available free from CPSU (thecpsu.org.uk), Sport England, and most governing bodies. Don't write from scratch—adapt proven templates to your gym's specific circumstances.

Every gym teaching children must appoint a Designated Safeguarding Lead—a named person responsible for safeguarding.

Who Should be DSL: Usually the head coach or gym owner. This person must be:

• Enhanced DBS checked
• Completed DSL-specific training (6 hours, £50-£100 via NSPCC, UK Coaching, or governing bodies)
• Contactable during all sessions with children

DSL Responsibilities:

• Receive safeguarding concerns from staff, parents, or children
• Liaise with external authorities (MASH teams, police, social services)
• Maintain confidential records of all safeguarding concerns and actions taken
• Review and update safeguarding policies annually
• Ensure all staff complete safeguarding training

Contact Details: Display your DSL's name and contact details prominently in the gym (reception, changing rooms, website). Parents and members must know who to contact if they have concerns.

If you suspect abuse, neglect, or harm to a child, you must report it immediately. Never ignore concerns, hoping they'll resolve themselves.

Reporting Process:

1. If Immediate Danger: Call 999 (police) if a child is in immediate danger
2. Report to Your DSL: All concerns go to your Designated Safeguarding Lead first
3. DSL Contacts Local Authority: DSL reports to the local MASH (Multi-Agency Safeguarding Hub) team—every local authority has one; search '[your area] MASH contact' for details
4. Do NOT Investigate: Your role is to report, not investigate. Social workers and police are trained to investigate abuse allegations—don't question the child extensively or contact parents before reporting
5. Document Everything: Write down exactly what you saw or heard, date, time, who was present, and what you did. Keep these records confidential and secure.

LADO (Local Authority Designated Officer): If the concern involves a staff member or volunteer at your gym, report to the LADO instead of (or in addition to) MASH. Search '[your area] LADO contact' for details.

Confidentiality: Safeguarding concerns are strictly confidential. Share information only with your DSL, MASH/LADO, and authorities—not with other parents, staff (unless they need to know), or on social media.

Your Legal Obligations:

• Ensure Safety: Provide a safe environment for employees, members, and visitors
• Risk Assessments: Identify hazards and implement controls (see below)
• Health and Safety Policy: Required if you have 5+ employees (written document outlining your H&S approach)
• Accident Book: Record all injuries and incidents, however minor
• Report Serious Incidents: RIDDOR (see below) requires reporting serious injuries to HSE

The Health and Safety Executive (HSE) enforces these requirements and can issue improvement notices (requiring changes within a timeframe), prohibition notices (immediate closure until hazards are fixed), and unlimited fines or prosecution for serious breaches.

Risk assessments are the foundation of health and safety compliance. You must identify hazards and implement controls to minimise risks.

What to Assess:

• BJJ Training Activities: Sparring, throws, submissions—inherent risks are accepted, but you must minimise unnecessary danger (e.g., adequate mat coverage, supervision, progressive skill development)
• Facility Hazards: Slip/trip risks, uneven floors, exposed walls or pillars, emergency exit access
• Equipment: Mat condition and maintenance, cleanliness, secure storage
• Specific Groups: Children (smaller, less aware of danger), beginners (don't know breakfall techniques), pregnant women (restricted techniques), people with disabilities (individual adjustments needed)

Risk Assessment Format: Identify the hazard → Assess the risk (likelihood × severity = low/medium/high) → Implement controls (measures to reduce risk) → Review regularly (annually or after incidents/changes).

Example Risk Assessment - Throws and Takedowns:

• Hazard: Student could land awkwardly and break bones or suffer head injury
• Risk Level: Medium (occurs occasionally; severity can be high)
• Controls: 40mm thick mats for throwing practice (minimum standard); teach proper breakfall technique in fundamentals before allowing throws; supervise throwing drills closely; enforce no throwing near walls/pillars; ban slamming (lifting and driving opponent into mat); beginners only drill controlled throws, not live throwing
• Review: Annually and after any serious throwing injury

Free risk assessment templates are available from HSE (hse.gov.uk), governing bodies (UKBJJA, BMABA), and UK Coaching. Don't write from scratch—adapt proven templates.

Mat Standards: Whilst there's no specific UK legal standard for BJJ mats, many gyms use judo mat standards as guidance: BS EN 12503 (British/European standard for judo tatami mats). Key requirements:

• Thickness: 40mm minimum for throws and takedowns; 20mm acceptable for groundwork-only training
• Shock Absorption: Mats must adequately absorb impact (test by dropping a weight—too hard = injury risk, too soft = joint strain)
• Surface Condition: No tears, holes, or exposed foam (trip hazards and hygiene risk); replace damaged mats immediately
• Secure Connection: Mats must not slide apart during training (use interlocking mats or tape edges securely)

Regular Inspections: Inspect mats weekly (more often if heavy use). Document inspections in a logbook—insurers and HSE may request this evidence.

Cleaning and Hygiene: Daily or after-session mat cleaning with appropriate disinfectant (suitable for skin contact). See hygiene section below for details.

Fire Evacuation Plan:

• Written plan documented and displayed (fire action notices at exits)
• Fire drills practised quarterly (record date, time, issues identified)
• Emergency exits clearly marked, kept clear, and unlocked during training
• Assembly point designated outside the building (far enough from building to be safe)

Emergency Contact Information: Display prominently near the phone or first aid kit:

• 999 (emergency services)
• Address of nearest A&E hospital
• NHS 111 (non-emergency medical advice)
• Poison Control: 111 (for chemical exposure from cleaning products)

Student Medical Information: Keep confidential records of allergies, medical conditions (asthma, epilepsy, diabetes), and emergency contact details for all members, especially children. Update annually via membership renewal forms.

BJJ involves close skin-to-skin contact, creating high infection risk. Rigorous hygiene is essential.

Mat Cleaning:

• Frequency: After every session or daily minimum (high-use gyms should clean after each session)
• Products: Disinfectant suitable for skin contact (e.g., Dettol Surface Cleanser, Zoflora diluted correctly). Avoid harsh chemicals that irritate skin.
• Method: Spray or mop mats thoroughly; allow to air dry before next session

Changing Rooms and Toilets: Daily cleaning minimum (twice daily for busy gyms). Provide soap and hand towels/dryers.

Skin Infection Policy: Clear rules for ringworm, impetigo, staph infections (MRSA), and open wounds:

• Anyone with visible infection or open wounds cannot train until treated and healed
• Provide written policy and enforce strictly—one infected student can spread to the entire gym
• Common infections: ringworm (fungal—requires antifungal cream, exclude until clear), impetigo (bacterial—requires antibiotics, exclude until scabs gone), MRSA (serious bacterial—requires medical treatment, exclude until cleared by doctor)

COSHH Compliance: Control of Substances Hazardous to Health regulations apply to cleaning chemicals. Store securely (locked cupboard if children present), provide safety data sheets, train staff on safe handling, and use appropriate PPE (gloves for strong chemicals).

PAT Testing (Portable Appliance Testing): All portable electrical equipment (kettles, fans, computers, phone chargers, vacuum cleaners) must be tested annually by a qualified PAT tester. Cost: £1-£3 per item, typically £50-£150/year for a small gym.

Fixed Wiring Inspection: Electrical installation (sockets, lighting, consumer unit) must be inspected every 5 years by a qualified electrician (Part P registered). Cost: £200-£500 depending on size of premises.

Keep certificates for both PAT testing and fixed wiring inspections—insurers and landlords often require proof of compliance.

Legal Minimum: At least one qualified first aider must be present during all training sessions.

Qualification Options:

• First Aid at Work (FAW): 3-day course, valid for 3 years. Comprehensive training suitable for high-risk environments. Cost: £210-£359 per person (varies by provider).
• Emergency First Aid at Work (EFAW): 1-day course, valid for 3 years. Covers basic first aid—acceptable minimum for small gyms. Cost: £79-£129 per person.

FAW is recommended for gyms with over 25 members or multiple concurrent classes. EFAW is acceptable for small gyms with one class at a time.

Number of First Aiders: Minimum one per session, but ideally train 2-3 staff to cover holidays, illness, and simultaneous classes. If you have 50+ members training simultaneously, consider a second first aider on site.

Renewal: Certificates are valid for 3 years. Track expiry dates and book renewal courses 2-3 months in advance (courses fill up quickly).

Contents: HSE recommends first aid kits contain:

• Guidance leaflet
• Individually wrapped sterile plasters (assorted sizes)
• Sterile eye pads
• Individually wrapped triangular bandages
• Safety pins
• Large sterile wound dressings
• Disposable gloves (nitrile, not latex—latex allergies common)
• Scissors
• Adhesive tape
• Ice packs (instant cold packs or ice in freezer)

Additional Items for BJJ Gyms: Finger/joint tape (common injuries), cold spray for impact injuries, eyewash (for accidental eye pokes), and resuscitation face shield.

Location and Accessibility: Clearly marked first aid box (green and white cross sign). Everyone (staff and members) should know where it is. Check monthly and replace used or expired items.

Pre-made first aid kits for workplaces cost £15-£40 depending on size. Buy BS 8599-1 compliant kits for assurance they meet HSE recommendations.

Accident Book: Keep a written record of all injuries, however minor. BI 510 is the standard HSE accident book (£5-£10 from HSE or stationery shops). Record date, time, injured person's details, nature of injury, circumstances, and treatment given. Keep for 3 years minimum (GDPR requires secure storage—lock accident book away when not in use).

RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013): You must report serious injuries to the Health and Safety Executive within 10 days. Reportable injuries include:

• Fractures (except fingers, thumbs, toes)
• Amputations
• Serious head injuries (e.g., skull fracture, loss of consciousness from head impact)
• Injuries requiring hospital admission for more than 24 hours
• Loss of sight (temporary or permanent)
• Crush injuries causing internal organ damage

Report online at hse.gov.uk/riddor. Failure to report RIDDOR incidents can result in prosecution.

Minor Injuries Not Reportable: Bruises, mat burn, sore muscles, minor sprains, small cuts (requiring plasters only). These are normal BJJ training consequences, not RIDDOR-reportable—but still record them in your accident book.

UK BJJ gyms typically collect:

• Personal Data: Names, addresses, phone numbers, email addresses, dates of birth
• Sensitive Data: Medical information (allergies, conditions), emergency contacts, children's data (extra protection required), photos and videos of members
• Payment Data: Card details if processing payments directly (most gyms use third-party processors like GoCardless, Stripe, which handle this)

Under GDPR, you must have a lawful basis for processing data (usually 'contract' for membership data, or 'consent' for photos/marketing), only collect data you genuinely need, keep it secure, only keep it as long as necessary, and respect members' rights (access, correction, deletion).

• Privacy Policy: Written document explaining what data you collect, why you collect it, how long you keep it, who sees it, and members' rights. Display on your website and provide to members on joining. Free templates available from ICO (ico.org.uk).
• Consent Forms: Explicit consent required for photos/videos used in marketing, marketing emails/SMS (cannot assume consent—must actively obtain it), and children's data (parental consent required for under-13s).
• Secure Storage: Digital data must be password-protected and encrypted if sensitive. Use strong passwords (12+ characters, mix of letters/numbers/symbols). Paper records must be in locked filing cabinets. Limit access to staff who need it.
• Access Requests: Members can request copies of their data. You must respond within 30 days, free of charge (previously £10 fee, now free under GDPR).
• Right to Erasure: Members can request deletion of their data. You must comply unless you have legal reasons to retain it (e.g., 6 years for accounting records). Document why you're retaining data if you refuse deletion.
• Data Breach Procedure: If you suffer a data breach (e.g., laptop stolen, database hacked, accidentally emailing member list to wrong person), you must report serious breaches to ICO within 72 hours. Serious = risk to individuals' rights and freedoms (e.g., sensitive medical data exposed).
• Third-Party Processors: If you use gym management software (e.g., Gymdesk, TeamUp, Glofox), ensure their privacy policy is GDPR-compliant. Include data processing agreements in your contract with them.
• Data Retention Policy: Document how long you keep different types of data. For example, membership data for 6 years after leaving (tax/accounting reasons), accident book records for 3 years, marketing consent until withdrawn, and CCTV footage for 30 days maximum (unless needed for specific investigation).

Do You Need to Register? Most UK gyms yes—if you process personal data about members (names, addresses, phone numbers, email, medical info), you must register with the ICO as a data controller.

Cost: £40/year (tier 1: micro organisations with turnover under £632,000 and 10 or fewer staff) or £60/year (tier 2: small/medium organisations). Most BJJ gyms pay £40/year.

How to Register: Online at ico.org.uk/registration. Takes 10-15 minutes. You receive a registration number and certificate. Display your registration number on your website privacy policy.

Renewal: Annual renewal required. Set a calendar reminder—failure to renew results in automatic £40 late fee, then potential £1,000+ fine if still not paid.

Direct Debit Discount: Save £5/year by setting up Direct Debit for automatic renewal.

Photos and videos of identifiable people are personal data under GDPR. You must obtain consent before using them for marketing.

Parental Consent Essential: For children under 13, you must obtain parental consent before taking or using photos/videos for marketing. For children aged 13-18, best practice is still to obtain parental consent, though legally the child can consent themselves.

Adult Consent Recommended: Whilst you can argue 'legitimate interest' for photos of adults at your gym, best practice is to obtain explicit consent for marketing use. Include a tick-box on membership forms: 'I consent to GrappleMaps BJJ using photos/videos of me in marketing materials (website, social media, leaflets).'

Respect Refusals: Some members don't want to appear in marketing photos (privacy concerns, domestic abuse situations, religious/cultural reasons). Respect this—mark their profiles 'NO PHOTOS' and ensure photographers avoid them.

CCTV: If you install CCTV for security, you must display signage warning people they're being recorded, have a privacy policy explaining why you record and how long you keep footage (typically 30 days maximum), and register with ICO as a data controller. CCTV footage is personal data under GDPR.

Legal Requirement: You must complete a written fire risk assessment for your premises. This can be done by the gym owner (free using templates) or by hiring a fire safety consultant (£200-£500).

Assessment Must Identify:

• Fire Hazards: Electrical equipment, flammable materials (cleaning products, spray deodorants in changing rooms), potential ignition sources (kettles, phone chargers, faulty electrics)
• People at Risk: Members, staff, visitors, people sleeping rough nearby (if ground floor with external access)
• Fire Detection and Warning: Smoke alarms, fire alarm system (if installed), means of raising alarm
• Escape Routes: Are exits clear? Are they clearly marked? Can everyone reach an exit within 18 metres (recommended maximum travel distance)? Do exits open outwards or have panic bars?
• Fire-Fighting Equipment: Locations of fire extinguishers, types provided (CO2 for electrical, water/foam for general)

Review Frequency: Annually as a minimum, or immediately after any significant change (building alterations, change of use, fire incident).

Free templates available from gov.uk (search 'fire risk assessment template small premises'). The template guides you through the process step-by-step.

Fire Extinguishers:

• Minimum Requirement: At least 2 extinguishers for a small gym (one near exit, one in another location)
• Types Needed: CO2 extinguisher for electrical fires (computers, phone chargers, kettle). Water or foam extinguisher for general fires (paper, wood, fabric).
• Servicing: Annual service by a qualified fire equipment engineer (cost: £50-£100/year for 2-4 extinguishers). Service stickers must be visible and up-to-date—fire inspectors check this.

Fire Alarm: Not always legally required for small single-storey premises, but strongly recommended. If your building has a fire alarm system, you must maintain it (annual service required).

Emergency Lighting: Required if there's no natural light in escape routes (e.g., internal corridors, basements). Battery-powered emergency lights that activate when mains power fails. Annual testing required.

Fire Exit Signage: 'Fire Exit' signs (green with white text and running person symbol) must mark all emergency exits. 'Fire Action' notices at exits explain what to do if you discover a fire.

Keep Exits Clear: Fire exits must never be blocked by equipment, mats, bags, or furniture. Doors must be unlocked (or have panic bars) whenever the building is occupied. Locking fire exits is a serious offence—potential prosecution and immediate closure.

Written Plan: Document your evacuation procedure: how alarm is raised, evacuation routes, assembly point location, who checks building is clear (fire marshals), who calls 999, and special arrangements (children, people with disabilities).

Fire Drills: Practice quarterly minimum (every 3 months). Record date, time, how long evacuation took, and any issues identified (e.g., exit blocked, unclear assembly point, members didn't know what to do). Use drill results to improve your procedures.

Assembly Point: Designated safe meeting point outside, far enough from the building to be safe from fire, smoke, or falling debris. Mark with a sign if possible ('Assembly Point'). Take a register at the assembly point to confirm everyone is out.

Fire Marshals: Designate specific people to check the building is empty (toilets, changing rooms, office), guide evacuation, and close doors behind them (slows fire spread). Train them on their responsibilities.

Fire Action Notice: Display at exits. Standard wording: 'On discovering a fire: Sound the alarm. Call 999. Evacuate the building. Go to assembly point. Do not re-enter the building.'

What Are Business Rates? Tax on non-domestic properties, paid by the occupier (you, if renting; landlord if property is vacant). Calculated based on 'rateable value' (property value assessed by Valuation Office Agency) multiplied by the business rates multiplier.

Typical Costs: Vary hugely depending on property value and location. Small gym in a low-value area: £500-£2,000/year. Larger gym in city centre: £5,000-£15,000/year. Check your specific liability by searching your address on gov.uk/find-business-rates.

Small Business Rate Relief: Properties with rateable value under £15,000 qualify for relief:

• Under £12,000: 100% relief (pay nothing) if it's your only business property
• £12,001-£15,000: Tapered relief (e.g., 50% relief at £13,500, 33% at £14,000)

Apply through your local council. Most councils grant relief automatically if you're eligible, but check and apply if necessary.

If Operating from Home: If you run classes from your garage or home studio, you may need to pay business rates in addition to Council Tax. Contact your council for advice—rules vary.

Do You Need a Music Licence? If you play music in your gym (background music during classes, warm-up playlists), you need two licences:

• PRS for Music: Licence for composition and songwriting rights
• PPL (Phonographic Performance Ltd): Licence for sound recording rights

Combined Licence: PPL PRS Ltd offers a joint licence called 'TheMusicLicence' (easier than applying separately). Cost: £300-£800/year depending on gym size.

Specific Costs for Gyms:

• Small boutique gym (2,000 sqft): £830/year (inc VAT)
• Medium gym (4,000 sqft): £1,436/year (inc VAT)
• Large commercial gym (10,000+ sqft): £1,707/year (inc VAT)

For exercise classes specifically: £4.87 per class (inc VAT) if paying per-class rather than annual licence.

Exemption: If you play NO music (completely silent gym), you don't need a licence. However, this is rare—most gyms play background music.

Penalties for No Licence: PRS and PPL actively enforce licensing. If caught playing music without a licence, you face legal action, court costs, fines, and back-payment for the period you should have been licensed. Not worth the risk—just get the licence.

Apply at pplprs.co.uk/themusiclicence.

Current Classification (2026): Since September 2020, gyms fall under Use Class E (Commercial, Business and Service). Class E includes shops, offices, restaurants, cafes, medical facilities, nurseries, and gyms/fitness centres.

Advantage of Class E: You can change between different Class E uses without planning permission. For example, a former shop (Class E) can become a gym (also Class E) without needing planning approval, as long as no external changes are made.

Check Your Lease: Before signing, verify:

• Current use class of the property (ask landlord for confirmation or check with local council planning department)
• Whether previous planning permissions restrict certain uses (some older permissions may still apply even though the property is now Class E)
• Landlord consent for change of use (even if no planning permission needed, your lease may require landlord approval)

Change of Use (if not already Class E): If the property is currently a different use class (e.g., residential, industrial storage), you need planning permission to change to Class E gym use. Application cost: £462 (statutory fee). Processing time: 8-12 weeks typically.

Building Alterations: Major structural changes (knocking down walls, installing mezzanine floor, major plumbing/electrical work) may require Building Regulations approval (separate from planning permission). Contact Building Control at your local council.

Signage: Large external signs or illuminated signs may require advertisement consent. Small non-illuminated signs usually don't need permission, but check with your council.

Building Regulations: If you're altering the building, you must comply with Building Regulations Part B (fire safety), Part M (accessibility), and other relevant parts. Hire a qualified surveyor or architect to advise—mistakes are costly to fix.

The Equality Act 2010 requires service providers (including gyms) to make 'reasonable adjustments' for disabled people.

Reasonable Adjustments: What's 'reasonable' depends on cost, practicality, and effectiveness. Examples:

• Physical Access: Ramps for wheelchair users (if feasible), ground floor access (if available), accessible toilets (if space permits)
• Policies: Allow service dogs, adapt teaching methods for people with disabilities (visual, hearing, mobility, learning disabilities)
• Auxiliary Aids: Visual aids for hearing-impaired students, clear verbal instructions for visually-impaired students

What's NOT Reasonable: Small gym in a first-floor premises with no lift: Installing a lift may not be reasonable (cost £50,000-£100,000). However, you should still make other adjustments (e.g., offering ground-floor classes at a different venue if possible).

The key is making genuine efforts to accommodate disabled people, not achieving perfect accessibility at any cost. Document what adjustments you've considered and why certain changes aren't feasible (cost, building constraints, safety issues).

• HSE Website (hse.gov.uk): Free risk assessment templates, guidance on health and safety, accident reporting, RIDDOR
• ICO Website (ico.org.uk): GDPR guidance, privacy policy templates, data breach reporting, registration
• Gov.uk: Fire safety guidance, employment law, planning permission, business rates
• Governing Bodies: UKBJJA, BJJA, BMABA often provide templates, guidance, and support to members (safeguarding policies, risk assessments, DBS applications)
• Sport England / CPSU (thecpsu.org.uk): Safeguarding resources specifically for sports organisations

• Health & Safety Consultant: £300-£800 for full gym assessment and documentation (risk assessments, H&S policy, action plan). Useful for first-year setup to ensure everything is correct.
• Fire Risk Assessor: £200-£500 for professional fire risk assessment. Required if you're not confident completing it yourself.
• GDPR Consultant: £500-£1,500 for full GDPR compliance setup (privacy policy, data audit, consent forms, training). Only necessary if you handle complex or sensitive data.
• Employment Law Solicitor: £150-£300/hour for complex employment issues (unfair dismissal, discrimination claims, contract disputes). Use sparingly—prevention is cheaper than cure.
• Accountant: Often advises on HMRC and employment compliance as part of their service (National Minimum Wage, PAYE, auto-enrolment pensions). Worth the annual fee for peace of mind.

• UKBJJA / BJJA Membership: Often includes access to DBS processing, insurance packages, safeguarding resources, and compliance templates. Membership costs £50-£250/year depending on category, but saves money through bundled services.
• UK Coaching: Safeguarding courses, coach education, compliance guidance for sports organisations (ukcoaching.org).
• CIMSPA (Chartered Institute for the Management of Sport and Physical Activity): Professional body for fitness professionals with compliance guidance and resources (cimspa.co.uk).