A Step – by – step Guide to setting up a Staff Gym
Introducing a staff gym to your workplace can boost morale, promote wellness, and enhance productivity. However, setting up a functional, safe, and appealing gym space requires careful planning and execution. In this guide, we’ll walk you through the process of preparing the room, selecting the right equipment, choosing a reliable supplier, and commissioning the gym to ensure it’s ready for your team. Whether you're starting from scratch or transforming an unused space, these practical steps will help you create a facility that meets your staff's needs and encourages long-term engagement in fitness and well-being.
STEP 1: Prepare the room.
It may be that you have an empty space that is all ready for use as a gym, but in most cases, there will be some refurbishing / decorating to do, so that the room works as a training area.
We recommend a minimum ceiling height of 2.4m if possible.
The floor must be strong and level, and weight training areas should have rubber tiles in place. Mirrors (made with safety glass) will enhance the training and add a feeling of space.
If the room is prone to overheating in the summer months, fitting air conditioning will be essential.
Having a coded door system will enable monitoring for safety purposes.
Electrical circuits should be made compatible for any powered machines, and there should be WiFi access available.
A water cooler and First Aid point should be considered.
Having a changing room and shower facility will result in greater use of the gym.
STEP 2: Choose the kit.
The mix of equipment should reflect the type of training your staff expect (a short survey will establish this).
Take advice from an established fitness retailer, as they will have experience from previous customer sites, and be able to recommend a choice of options to suit the budget. Independent retailers (not selling just one brand) will have more choices to offer.
Depending on the expected usage, your gym may fall into the “Light” Commercial category, which means that the budget will not need to stretch to “Full” Commercial grade kit.
Most cardio equipment now comes with an option to include touchscreens, with access to TV, video and apps. Since the equipment will probably last at least 10 years, consider future-proofing the facility by choosing kit that features this modern tech.
STEP 3: Appoint the supplier.
The tendering process will vary from business to business, but performing due diligence is always important. Most suppliers will be happy to comply with any PQQ or Contractor Application process, and if they are not, this should be questioned.
Where possible, use a supplier that has a good track record and can show proof of similar contracts recently completed.
If a site visit to an existing client’s premises is allowed, this is a great way to see and try the kind of equipment being offered.
The supplier may have a showroom or warehouse that can be visited – meeting the staff involved in the project will help to build a better working relationship.
If you find a preferred supplier but they charge more than their competitors, try to negotiate a deal that you are both happy with. The first cost you are quoted is not always the best one available.
STEP 4: Commission the gym.
When everything is agreed, and the financial process is sorted, the supplier can arrange for the installation after a site survey has been done.
If WiFi infrastructure is required, this will need to be ready prior to the installation so that the supplier can connect the machines on the day.
Once the kit is in place and signed off, the room should be locked until staff inductions have been completed.
In most cases, we recommend a day (or more) of staff inductions run by the supplier. This ensures that you are legally covered, and that everyone knows how to use the equipment safely.
A good supplier will also make themselves available (by email or phone) to answer any questions that may arise from the first weeks of use by the staff.
