Cancellation, Rescheduling & No-Show Policy

Last updated: November, 20th, 2025

These terms explain how booking, memberships, packages, cancellations, and refunds work at The Recovery Room (“we,” “us,” “our”). By booking a session, purchasing a package or membership, or using our services, you agree to these policies in addition to our Privacy Policy.

This is general information, not legal or medical advice. Local laws may give you additional rights.

1. Services We Provide

We offer non-medical wellness and recovery services, including:

• Float Therapy

• Infrared Sauna

• Vertical Cold Plunge

• Contrast Therapy (heat + cold combinations)

Service details, durations, and current pricing are listed on our website and in our Vagaro booking portal.

We may update services, durations, and prices at any time. Changes do not affect bookings already confirmed.

2. Booking & Scheduling

We use Vagaro for scheduling and management of appointments.

You can book by:

• Scheduling online through our website (redirects to Vagaro), or

• Calling our front desk during business hours.

When booking, you are responsible for:

• Providing accurate contact information

• Choosing the correct service, duration, and add-ons (upgrades, bring-a-friend, extra time, etc.)

• Arriving on time for your scheduled session

We may require a card on file, prepayment, or a deposit to secure certain bookings. Details of any required payment will be shown during the booking process.

3. Single Visits (Pay-As-You-Go)

Single visits are one-time sessions purchased without a package or membership.

• Payment is due at booking or at check-in, depending on the service.

• A single visit is valid only for the date and time of the scheduled appointment.

• If you cancel within 24 hours or do not show up, the visit is considered used and is not refunded (see Cancellation Policy below).

Single visits are non-transferable and non-refundable, except where required by law or at our sole discretion.

4. Packages (10-Visit and 20-Visit)

Packages are prepaid bundles of visits designed for guests who want to test and mix different services before committing to a membership or who prefer not to be on a monthly draft.

• 10-Visit Package

  • Must be fully used within 6 months of the purchase date.

• 20-Visit Package

  • Must be fully used within 12 months of the purchase date.

Unless otherwise stated:

• Packages may be applied to eligible services as described in our pricing (e.g., recovery services and/or floats as defined on the Pricing & Memberships page).

• Packages are non-refundable and non-transferable once purchased.

• Unused visits expire at the end of the validity period and cannot be refunded, extended, or converted to cash.

• Package visits follow the same 24-hour cancellation policy: if you late-cancel or no-show, that visit is considered used.

Packages make excellent gifts, but once a package is attached to a specific guest account, it is treated as that guest’s package and may not be shared.

5. Memberships

Memberships are recurring monthly plans that include a set number and type of visits every billing cycle.

5.1 Membership Term & Commitment

• All memberships carry a 6-month minimum commitment.

• The 6-month commitment begins on the date of your first billing cycle (your first monthly membership charge).

• During the initial 6-month commitment, you cannot cancel your membership.

After the 6-month term:

• You may cancel your membership by contacting us before your next billing date (call or email).

• Once a billing cycle has processed, that month’s membership fee is non-refundable, but you may still use any remaining visits until the end of that paid period.

We reserve the right to cancel or not renew a membership at our discretion, including for misuse of services or violation of policies. In that case, we will explain any remaining access you have paid for.

5.2 Monthly Visits & Rollover

• Each membership type includes a specific number of visits per billing cycle (for floats, recovery services, or both, as described in the membership details).

• Visits do not roll over. Any unused visits at the end of a billing cycle expire and do not carry into the next month.

• Memberships are designed to encourage a consistent weekly or monthly recovery routine, not to bank large numbers of unused visits.

5.3 Membership Sharing & Guest Policy

• Memberships are for one person only and cannot be shared with family, friends, or other guests.

• As an alternative to sharing, members and non-members may bring a friend to certain services as a paid add-on:

  • Bringing a friend is an additional $10 add-on.

  • This add-on also adds 15 extra minutes to your reservation time to accommodate both guests.

  • The bring-a-friend option and any related rules or limits are shown in Vagaro for eligible services.

All guests, including friends and add-on companions, must sign any required waivers and follow our health and safety rules.

5.4 Membership Pricing & Upgrades

• Membership pricing and included services are listed on our Pricing & Memberships page and in Vagaro.

• Some memberships offer discounted upgrades (for example, upgrading a 60-minute float to 90 minutes for a reduced member rate).

• Upgrades and add-ons are optional and billed on top of your membership fee.

We reserve the right to change membership pricing and benefits for future terms. Any changes will be posted on our website and/or emailed with reasonable notice. Existing members will be given the option to continue under the new terms or cancel at the end of their current commitment period, consistent with local law.

6. Cancellation, Rescheduling & No-Show Policy

Because we have a limited number of rooms and time slots, last-minute changes directly affect our ability to serve other guests.

Standard policy:

• You must cancel or reschedule at least 24 hours before your appointment start time.

• Cancellations made 24 hours or more before the appointment:

  • Single visits and packages: your payment or visit remains available to rebook.

  • Memberships: your visit remains available in your current billing cycle.

• Cancellations made within 24 hours of your appointment, or no-shows:

  • No refund is issued for paid single visits.

  • Package visit is deducted as if the session occurred.

  • Membership visits are counted as used for that billing cycle.

We understand that emergencies and unexpected situations happen. If something outside your control occurs, please call or email us as soon as possible. While the standard policy applies, we may make exceptions at our sole discretion.

Late Arrivals

If you arrive late:

• Your session may be shortened so we can start the next guest on time.

• The full fee or visit will still apply.

• If you arrive so late that the session cannot reasonably be completed, it may be treated as a late cancellation/no-show under this policy.

7. Refunds & Exchanges

Our goal is to be transparent: we reserve staffing, rooms, and equipment specifically for your visit.

Unless required by law or explicitly stated otherwise:

• Single sessions:

  • Non-refundable once used.

  • If you late-cancel or no-show, the session is treated as used and not refunded.

• Memberships:

  • Membership fees are non-refundable once a billing cycle has processed.

  • Memberships carry a 6-month minimum commitment. Early cancellation is not permitted during that term.

  • We do not provide cash refunds for unused visits.

• Packages (10- and 20-visit):

  • Packages are non-refundable once purchased.

  • Unused visits that expire at 6 or 12 months cannot be refunded or converted to cash.

• Gift cards:

  • Final sale and not redeemable for cash, except where required by law.

  • Lost or stolen gift cards may not be replaced.

We may, at our discretion, offer store credit or an extension in rare circumstances (for example, prolonged medical events), but this is not guaranteed.

8. Discounts, Promotions & First-Time Offers

From time to time we offer promotional pricing, first-time visitor offers, or member-only discounts (for example, a discounted first float or special pricing for extra floats).

• Each offer is subject to its own terms and expiration date.

• Promotions and discounts:

  • May be limited to new guests or specific services.

  • Cannot be combined with other offers unless explicitly stated.

  • Have no cash value and cannot be exchanged or refunded.

• We reserve the right to modify or end any promotion at any time.

Check the website, social media, or Vagaro for current promotions and full details.

9. Health, Safety & Eligibility

Our services are non-medical wellness services. We do not diagnose, treat, or cure health conditions and do not provide medical advice.

By booking, you confirm that:

• You are in a condition that safely allows you to use the selected service(s), or

• You have consulted with a qualified healthcare provider and been cleared to participate.

You must:

• Disclose any relevant medical conditions, recent surgeries, pregnancy, implanted devices, skin conditions, or other risk factors as requested in our intake forms or by staff.

• Follow all posted rules and staff instructions regarding hygiene, equipment use, and safety.

We reserve the right to:

• Refuse service or stop a session if we believe it is unsafe or inappropriate to continue.

• Require a doctor’s note or additional clearance for certain conditions or services.

In an emergency, we may contact medical services and/or your emergency contact.

10. Age & Guest Requirements

Some services may not be suitable for minors, and minors may need a parent or legal guardian present or nearby.

Because age rules may vary by service and over time, please:

• Contact us directly if you are booking for someone under 18, or

• Review any age-related information on the specific service page or in Vagaro.

We reserve the right to refuse or modify services for minors if we believe it is not safe or appropriate.

11. Third-Party Platforms (Vagaro)

We use Vagaro, a third-party platform, to manage scheduling, payments, and customer accounts.

• When you create a Vagaro account or book through Vagaro, you are also subject to Vagaro’s own terms, conditions, and privacy practices.

• We are not responsible for errors, outages, or data handling on third-party platforms, though we will do our best to assist if issues arise.

12. Limitation of Liability

To the fullest extent permitted by law:

• You use our services at your own risk.

• [The Recovery Room], its owners, employees, and contractors are not liable for any indirect, incidental, or consequential damages arising from your use of our services or facilities.

• Our total liability for any claim related to a visit, membership, or package is limited to the amount you paid for that specific service or the most recent billing cycle, as applicable.

Nothing in this section is intended to limit rights you may have under applicable consumer laws.

13. Changes to These Terms

We may update these Terms & Booking Policies from time to time.

• When we make material changes, we will update the “Last updated” date at the top of this page.

• Changes apply to bookings and purchases made after the updated terms are posted.

• Your continued use of our services after changes are posted indicates that you accept the updated terms.

14. Contact Us

If you have questions about these policies, your membership, or a specific booking, contact us:

• Business Name: [The Recovery Room]

• Email: [email protected]

• Phone: (931) 218-6463

• Address: 442 West Main St Suite B Cookeville, TN 38501