Guidelines for Instructors/Coaches and Residents

Applicable from 1 July 2026

1. Security Deposit: All instructors and coaches must submit a refundable security deposit of ₹5,000 before commencing classes. This deposit will be held as security against any default in fee payment and will be refunded upon termination of the arrangement, provided all dues are cleared.

2. Property Maintenance Responsibility: It is the sole responsibility of the instructor/coach to ensure that clubhouse property is maintained in good condition during their sessions. Any damage caused by students enrolled in their batch must be reported immediately, and the cost of repair or replacement must be borne by the instructor. Failure to do so will result in recovery from the security deposit.

3. Notice Board Display: Instructors/coaches must display their fee structure and class schedule on the Evolve Clubhouse notice board, coordinated with the GV Common Manager. Any revision to fees or timings must be updated on the notice board promptly and in consultation with the GV Common Manager.

4. Check-in & Check-out Register: Instructors/coaches must sign the register maintained at Evolve by the security guard at the start and end of every hourly booking. Signatures are mandatory for all check-ins and check-outs without exception.

5. Student Records: Instructors/coaches must maintain an up-to-date register of enrolled students, which will be subject to inspection by the GV Common Manager or a GV-level MC member once a week.

6. Advance Fee Payment for Dance Classes: Dance instructors/coaches must finalise their student count by the 10th of every month for the entire upcoming month and pay the clubhouse usage fee in advance, calculated at 25% of the per-student fee for up to 22 classes in a month. The minimum students in a class will be 5/6. Any requirement for a batch of less than 5/6 needs to be managed in a small sized class. Classes beyond 22 classes in a month will be charged additionally at the rate of 25% of the per-student fee for up to 22 classes for the remaining days in the month.

7. Advance Fee Payment for Other classes: To be paid in advance by hourly charges or monthly totals as outlined in the sheet below.

8. Class Duration & Extensions: Classes may be booked for a maximum of one hour per slot. A grace extension of 15 minutes is permitted at no extra charge. Beyond 15 minutes, the next 15 minutes will be charged at half the hourly rate/class. Any usage beyond 30 minutes of extension will be charged at the full hourly rate/class.

9. Projector Usage: Use of the projector is chargeable at ₹50 per hour, over and above the room booking fee. Projector usage must be recorded in the register maintained at the Evolve security desk.

10. Booking Policy: All bookings are on a first-come, first-served basis, irrespective of whether the booking is paid or complimentary. If a required facility is already booked, the requesting party may approach the existing booking holder directly to explore sharing or exchange of the slot by mutual agreement. The GV Common Manager will not mediate or intervene in such arrangements.

    1. Register at the evolve should maintain the instructor name, activity type, number of participants, facility needed and preferred time slot.

    2. Fees must be paid in advance. No booking confirmed without payment.

    3. Cancellations 24+ hours in advance get a full refund. Within 24 hours, 50% is forfeited

11. Behaviour & Professionalism: Instructors/coaches are expected to conduct themselves with professionalism at all times on the premises. Any complaint of misconduct, harassment, or inappropriate behaviour by an instructor/coach will be taken seriously and may result in immediate suspension of booking privileges pending MC review.

12. Discipline

    1. Keep all facilities clean. Littering is strictly prohibited.

    2. Music and sound levels must be kept within permissible limits.

    3. Children below 12 must be accompanied by a parent/guardian at the pool at all times.

    4. Smoking, alcohol, and intoxicants are strictly prohibited on the premises.

13. Safety

    1. All swimming class participants must be briefed on pool depth and safety before entering.

    2. Do not tamper with AC controls, electrical fixtures, or any clubhouse equipment.

    3. Fire exits must not be blocked at any time.

CLUBHOUSE MANAGER INSTRUCTIONS — Standard Operating Procedures

1. Booking Management

   1. Maintain both a physical register and a digital record with: instructor name, activity type, number of participants, facility needed, date, time slot, participant count, fee paid and receipt number.

   2. Confirm bookings only after full payment is received. Issue a numbered receipt for every transaction.

   3. Evolve security guard should always be aligned for all the bookings of the day.

   4. Do not allow any class to begin without the instructor signing the register placed with the security guard.

   5. Submit a monthly booking and revenue summary to the MC’s by the 3rd of the subsequent month.

2. Facility Readiness

   1. Indoor Rooms: Make sure the rooms are always closed with key and lock. Rooms should be clean and ready to use by the instructors.AC set to 24°C. After each class, restore the room, switch off AC if no further booking within the hour.

   2. Courts (Tennis, Basketball, Cricket): Inspect every morning for debris or damage. Switch floodlights on only in the evening.

   3. Swimming Pool: Clean and filter daily. Lifeguard must be present for every swimming class — no exceptions. Maintain a pool log with daily water quality readings (pH, chlorine). Safety equipment (life rings, poles) must be in place at all times.

3. Staff Supervision

   1. Security guards must check booking confirmation of every person conducting a class.

   2. Housekeeping must clean the facility at least twice in a day. One in the morning and one in the evening.

   3. Record any staff absence on daily basis.

   4. Maintain an attendance register for all support staff.      

Disclaimer

1. These charges are applicable for one year from 1st July 2026 onwards. 

2. The Management Committee reserves the right to revise the fee structure based on any increase in charges levied by instructors/coaches or any hike in the maintenance costs of the Evolve Clubhouse.

3. The number of students attending any class is subject to surprise inspection by the security guard or the GV Common Manager. If the actual student count is found to exceed the declared count, a penalty of 30% of the per-student fee for up to 22 classes in a month will be levied from the date of the incident onwards.

4. These guidelines are binding on all instructors, coaches, and residents using the Evolve Clubhouse for class-based activities. Non-compliance may result in suspension or termination of booking privileges at the sole discretion of the Management Committee.

Management Committee | Gera Greensville