Start from your workforce data
Before you look at any gym, pull together what HR already knows. Keep it at team or district level, with no individual names.
| Data | What it tells you |
|---|---|
| Office and site locations | Where most staff begin and end the day |
| Home districts, grouped | Whether staff cluster on the island, on the mainland or across both |
| Working patterns | Office hours, shifts, site rotations and remote days |
| Gender split by location | How much weight women-only space should carry |
| A short interest survey | Who would use a gym, and for what |
A gym that is easy for head office may be a long trip for a site team. RPM is one club, in Al Manhal on Abu Dhabi island, so check it against your own staff map first. RPM's corporate wellness page lists what to include in an enquiry. For a company of 5 to 30 people, the lighter approach in gym access for small teams is usually enough.
Weight the criteria that drive use
Score each gym from 1 to 5 on every line, then multiply by the weight you choose. The weights below are a starting point for a typical office workforce, so change them to fit yours.
| Criterion | What good looks like | Starting weight |
|---|---|---|
| Commute fit | Easy to reach from where most staff start or finish, at the hours they would train | High |
| Opening hours | Early mornings and evenings that match your working patterns, Fridays included | High |
| Women-only space | A separate section, seen in person, if female staff want one | High where relevant |
| Coaching and classes | Coaches who can show their programming and how they track progress | Medium |
| Facilities | Equipment for what staff said they want, plus changing areas and lockers | Medium |
| Onboarding | Staff can sign up quickly, with a tour first | Medium |
| Reporting | Aggregate usage figures, on a schedule you agree | Medium |
| Contract flexibility | Joiners and leavers handled without penalty, with a review point | High |
| Data privacy | Clear answers on what personal data is held and shared | High |
Test commutes and hours yourself
Do not rely on a map view. Pick three to five journeys that represent your staff, and check each at the hour people would actually train.
- Run each route in a maps app with the departure time set to the training hour, in both directions.
- Note the bridges and the busiest junctions on the way. Island traffic at office closing time can make a short trip much longer.
- Check parking at that hour, and the walk from the car park to the gym floor.
- Lay each gym's opening hours over your shift patterns, including Fridays and Ramadan.
RPM's opening hours are below. The club is on Level 4 of AD HUB Sports Complex, with free on-site parking and a lift to Level 4.
| Days | Opening hours |
|---|---|
| Saturday to Thursday | 06:00–23:00 |
| Friday | 09:00–22:00 |
Hours can change, for example during Ramadan. Confirm with the team before a late or early visit.
Women-only space, coaching and inclusion
- Women-only space: ask whether it is a separate section or set hours, and send a female colleague to walk the route in. At RPM, the Ladies section is for women only, with its own strength and cardio equipment and the Pilates studio. Ask the team to show you the route into it.
- Female coaches: ask who works in the women-only space and at what hours. RPM's roster lists female coaches in the Ladies section.
- Coaching quality: ask to watch a session, and how coaches track progress. Judging coaching quality sets out what to look for.
- Access needs: ask about lifts, changing areas and any adjustments a colleague with a disability might need, and check them on the tour.
- Faith and family: ask how hours change in Ramadan, and whether staff can bring family members on their own terms.
Reporting and data privacy
| Ask | A reassuring answer | A warning sign |
|---|---|---|
| What usage reporting do you provide? | Aggregate visits and sign-ups, monthly or quarterly | Named attendance lists sent by default |
| What personal data do you collect from our staff? | Only what is needed to manage access and payment | Health or body data collected without a clear reason |
| Who can see it, and is it shared with anyone? | A named list of who sees it, with no sharing beyond service providers | Vague answers, or use for marketing |
| How long is it kept? | A stated retention period, then deletion | No answer |
| What happens to the data when the contract ends? | Deleted or returned, confirmed in writing | Kept indefinitely |
Ask your legal or compliance team which UAE data-protection rules apply to your organisation and to the arrangement, and what consent you need from staff before any data is shared.
Contract terms to settle before signing
- Term and renewal: the length, the review point, and how renewal is agreed.
- Joiners and leavers: how fast a new hire is added, and what happens to a leaver's place.
- Pricing model: what is charged, when it can change, and what notice you get.
- Minimum numbers: whether the price depends on headcount, and what happens if you fall below it.
- Service failures: what you can do if facilities close or hours are cut.
- Pilot: whether a short pilot can run before the main term starts.
- Staff paperwork: which forms each employee signs with the gym directly, and what they agree to.
An RFP checklist to send every gym
Send the same request to every shortlisted gym and ask for answers under the same headings. The scoring stays fair, and the gaps show.
| Heading | Ask for |
|---|---|
| The club | Address, opening hours and sections, plus how staff reach it by car or taxi |
| Access | Which sections and facilities staff can use, and any time limits |
| Coaching and classes | Who coaches, which coaches are female, how sessions are booked, and the class timetable |
| Commercial | The pricing model and term, how renewal works and what can change the price, in writing |
| Onboarding | Sign-up steps, time to activate, tours for staff |
| Reporting | Format and frequency, with confirmation that it is aggregate |
| Data | What is held, for how long, who it is shared with, and deletion at the end |
| Pilot and references | Whether a pilot is possible, and other employers you may speak to |
Questions, answered.
How many gyms should we shortlist?
Two to four. Fewer leaves you nothing to compare, and more slows the scoring without changing the result.
Should we offer more than one gym?
If staff are spread across the island and the mainland, one gym rarely suits everyone. Some employers pair one partner gym with reimbursement for staff who live or work elsewhere.
What uptake should we expect?
There is no reliable figure to plan against, so set your own baseline. Survey interest before launch, then compare sign-ups and regular use at the first review.
Who should sign off the contract?
HR usually owns the choice, but procurement, finance and legal should review the commercial and data terms before signature.
Can RPM run a pilot?
Corporate arrangements at RPM are tailored to each organisation and confirmed on enquiry, so ask the team what a pilot could look like for your staff.