A clear brief is the fastest route to the right equipment. It lets the manufacturer quote accurately, spot problems early and start production sooner. A vague brief leads to rounds of questions, revised quotes and decisions made late, when they cost more.
This article is a practical checklist for chains, franchises, studios, clubs and hotels preparing a brief for a commercial fitness equipment manufacturer.
Why the brief matters
Architects in the UK work to the RIBA Plan of Work. Its checklist for Stage 1, Preparation and Briefing, describes the brief as the most important task of that stage. A good brief covers requirements, desired outcomes, quality aspirations, budget, programme, site information, risks and constraints, and who is responsible for what. It also flags missing information so it can be addressed.
An equipment brief follows the same logic on a smaller scale.
The checklist
1. Your business
- Type of business: boutique studio, chain, franchise, hotel, club, clinic.
- Number of sites, now and planned.
- Training formats: reformer classes, mat Pilates, barre, yoga, strength, functional, rehab.
- Typical class sizes and peak numbers.
2. Equipment and interiors per site
- Each piece of equipment, with quantities.
- Interiors: lockers, benches, reception, retail shelving, mirror frames, wall panels.
- Accessories: sitting boxes, jump boards, platform extenders, props.
- Anything you already have and want to keep or match.
3. Floor plans
- Plans with dimensions for each room.
- Ceiling heights and any obstructions.
- Door positions and widths, windows, radiators, sockets.
- Wall construction, especially for walls that will carry wall-mounted equipment.
- The route from the entrance to each room.
4. Materials, colours and branding
- Timber species, or the look you want if you are undecided.
- Finish: natural, stained or coloured.
- Colour references. Recognised systems such as RAL Classic, with codes like RAL 1028, or the Natural Colour System, with codes like S 1050-Y90R, give the maker a precise target.
- Upholstery colour and performance. If you have a required abrasion level, state it. Upholstery abrasion is usually tested by the Martindale method under BS EN ISO 12947, and results of 40,000 rubs and above are generally treated as contract grade. For fire performance, contract upholstery in the UK is commonly specified to BS 7176.
- Branding: logo artwork, positions and preferred method.
5. Standards and safety
- Any standards your organisation requires. The international safety standard for stationary training equipment, EN ISO 20957-1:2024, covers equipment used in studios, clubs, hotels and rehabilitation centres.
- Your cleaning and disinfection products, so finishes and upholstery can be chosen to suit them.
6. Dates and addresses
- Target opening date for each site.
- Delivery addresses.
- Site access details and any restrictions.
7. Approvals
- Who approves drawings, samples and colours.
- Who signs off commercially.
- How long approvals usually take in your organisation.
State your priorities
Every project balances appearance, durability, speed and budget. Tell the manufacturer which matters most. A chain opening a flagship might prioritise appearance; a chain rolling out quickly might prioritise speed and consistency. Knowing your priorities helps the maker propose the right options.
Say what is undecided
It is fine not to have every answer. Say so. “Timber species undecided between oak and ash” is more useful than leaving it out, because the maker can show you both. Listing open decisions also makes it clear what must be settled before production can start.
Show what you like
Attach photographs of spaces you like, even from other sectors such as hotels, restaurants or retail. They often communicate a mood or material more clearly than words. Photographs of things you do not like are useful too.
What happens next
A good manufacturer will turn your brief into a proposal: equipment, dimensions, materials and options, with drawings and a quote. Expect questions on anything that is unclear or that will not work in the space.
Round Fit turns briefs into projects in this way, as described on our how we work page. Pricing is per project, lead times are typically four to six weeks for Pilates equipment and six to eight weeks for other collections, and every piece is tested before it leaves the workshop.
Ready to brief us? Start here.
