Essential RFP questions for choosing the right fitness partner

Choosing the right fitness management company is a strategic decision that impacts employee wellbeing, workplace culture, and long-term business performance. For procurement professionals, HR leaders, benefits managers, and facilities teams, the RFP (Request for Proposal) process is the most important tool for evaluating potential fitness partners.

The questions you include in your corporate fitness RFP determine whether providers are evaluated on surface-level claims or on their ability to deliver engagement, outcomes, and measurable return on investment (ROI).

Here are the essential RFP questions to ask when selecting a corporate fitness provider, helping organizations avoid misaligned services, low participation, and underperforming wellness programs.

Why RFP Questions Matter in Corporate Fitness Procurement

A corporate fitness provider does far more than manage a gym. They influence:

• Employee engagement and participation
• Health and wellbeing outcomes
• Integration with benefits and wellness strategies
• Utilization of physical and digital fitness resources

Well-designed RFP questions help procurement and internal stakeholders:

• Clarify program goals and success metrics
• Compare providers consistently and objectively
• Identify partners aligned with organizational culture and scale
• Reduce risk and implementation challenges

Expertise You Can Leverage. Without Starting from Scratch

With more than 50 years of experience in corporate fitness management, we have participated in thousands of RFPs across industries, geographies, and organizational sizes. Over time, we’ve seen which questions drive clarity and results — and which ones fail to differentiate providers.

Based on those insights, here are the most effective corporate fitness RFP questions that procurement, HR, and facilities leaders should include in every proposal.

Questions to Include in Your Next Fitness RFP

1. Company Overview
Understanding a provider’s background, stability, and relevant experience is foundational.

Key corporate fitness RFP questions:

• Provide an overview of your company, including years in operation and core services.
• What experience do you have working with organizations of our size and industry?
• Describe your experience managing on-site corporate fitness centers.

2. Fitness Center Management and Operations
Strong operations ensure safety, cleanliness, and consistency.

Key questions to ask:

• What is your approach to managing and operating a corporate fitness center?
• What processes ensure a clean, safe, and organized facility?
• How do you maintain hygiene standards across locker rooms, workout areas, and reception spaces?
• Describe your experience designing and equipping corporate fitness facilities.
• What relationships do you have with fitness equipment vendors?

3. Fitness and Wellness Programming
Engagement is driven by inclusive, adaptable programming.

Key questions to ask:

• What types of fitness classes and programs do you offer?
• How do you tailor programs to meet the needs of different corporate populations?
• What wellness services do you offer beyond traditional fitness (e.g., nutrition, stress management, mental wellbeing)?
• How do you integrate fitness and wellness into a broader corporate wellbeing strategy?
• How do you support wellness initiatives outside the fitness center?
• What is your approach to engaging employees who do not traditionally use fitness services?
• What services are available through your digital fitness or wellness platform?
• How do you use technology to improve the member experience (e.g., booking, tracking, personalization)?

4. Account Management and Staffing
People and relationships determine program success.

Key questions to ask:

• Describe your account management model and support structure.
• What certifications and qualifications do your fitness staff hold?
• How do you recruit, train, and retain high-quality staff?
• How do you ensure appropriate staffing levels throughout the day and during events?

5. Implementation and Transition
A smooth launch drives early adoption and confidence.

Key questions to ask:

• Outline your implementation approach and expected timeline.
• Describe your process for transitioning existing staff and operations.

6. Marketing and Communication Support
Even the best fitness programs fail without visibility.

Key questions to ask:

• What marketing and communication services do you provide?
• What tools or resources support on-site and digital promotion of fitness programs?

7. Quality Assurance, Reporting, and Measurement
Data and feedback drive continuous improvement.

Key questions to ask:

• How do you measure program effectiveness and success?
• What standard reports will you provide (e.g., participation, engagement, outcomes)?
• How do you handle member feedback, inquiries, and complaints?
• How do you measure and improve member satisfaction?

8. Integration with Other Wellness Vendors
Wellness programs work best as an ecosystem.

Key questions to ask:

• What is your philosophy on collaborating with other wellness and benefits vendors?
• Provide examples of successful integrations with other corporate wellbeing partners.

Key Takeaways about Fitness RFPs

• The corporate fitness RFP process should evaluate strategy, not just services or pricing.
• Asking the right questions improves alignment between procurement, HR, facilities, and wellness teams.
• Strong fitness partners demonstrate operational excellence, inclusive programming, and data-driven outcomes.
• Integration with digital tools and other wellness vendors is essential for modern workforce needs.
• A thoughtful RFP reduces risk and increases long-term ROI from corporate fitness investments.

Frequently Asked Questions (FAQ) about Fitness RFPs

What should be included in a corporate fitness RFP?
A corporate fitness RFP should include questions about company experience, facility management, fitness and wellness programming, staffing, implementation, marketing, reporting, and integration with other wellness vendors.

Who is typically involved in creating a corporate fitness RFP?
Corporate fitness RFPs are often developed by procurement teams, HR and benefits leaders, facilities managers, and wellness stakeholders working collaboratively.

How do you evaluate corporate fitness providers?
Providers should be evaluated based on experience, operational processes, program flexibility, staff qualifications, technology integration, reporting capabilities, and cultural fit — not just cost.

Why is engagement important when selecting a corporate fitness partner?
High engagement drives participation, health outcomes, and ROI. Providers should demonstrate how they reach non-users and create inclusive programs for diverse employee populations.

How does technology factor into corporate fitness RFPs?
Technology supports scheduling, engagement tracking, personalization, digital fitness access, and data reporting — all of which are critical for modern hybrid and distributed workforces.

Final Thought
A well-structured corporate fitness RFP does more than select a vendor. It sets the foundation for a healthier, more engaged workforce. By asking the right questions upfront, organizations can identify fitness partners that align with their goals, culture, and long-term wellbeing strategy. Connect with us today for your no-obligation meeting to learn more about HealthFintess.