Pricing a Personal Training Session: Step‑by‑Step Guide

Setting the right price for a personal training (PT) session feels like walking a tightrope - too high and you scare clients away, too low and you struggle to cover costs. This guide breaks down every factor you need to consider, shows you how to calculate a sustainable hourly rate, and gives you ready‑to‑use pricing models so you can start charging confidently today.

What "personal training pricing" really means

Personal Training is a one‑on‑one fitness service where a certified trainer designs, monitors, and adjusts exercise programs for individual clients. When we talk about pricing, we’re not just looking at the headline number per hour - we’re accounting for every cost, value add, and market signal that turns that number into a profitable business model.

Step 1: List Your Direct Costs

Every PT session has a baseline expense. Write them down, then assign a realistic monthly dollar amount.

• Facility rent or gym share: If you pay £2,000 a month for space, divide by the number of billable hours you plan to work (e.g., 120 hours) - about £16.70 per hour.
• Equipment depreciation: Treadmills, dumbbells, and mats lose value. Estimate an annual cost (£1,200) and spread it over your billable hours - roughly £5 per hour.
• Insurance: Professional liability for trainers averages £300‑£500 a year. That translates to £2‑£4 per hour.
• Software & marketing tools: Scheduling apps, client portals, and ad spend might be £100 a month - about £0.80 per hour.

Adding those figures gives you a minimum cost per hour you must cover before profit.

Step 2: Factor in Your Time Outside the Session

Training isn’t just the 60‑minute block on the floor. You also spend time planning workouts, logging progress, and handling admin.

• Workout design: 15minutes per client per week.
• Progress notes: 5‑10minutes after each session.
• Client communication: emails, texts, and phone calls add up.

Estimate the total non‑billable minutes per week, convert to hours, and add that cost to your hourly rate. For example, if you spend an extra 5hours a week on admin and charge £30 per hour for those hours, that’s an extra £150 you need to recover.

Step 3: Benchmark the Market Rate in Your Area

Location matters. A trainer in central London can command higher fees than one in a suburban town.

Here’s a quick snapshot of average rates in the UK (2025 data):

Use this data as a sanity check. If your calculated cost‑plus‑profit lands far below the market, you may be undervaluing yourself; if it’s well above, you’ll need a stronger value proposition.

Step 4: Choose a Pricing Model

Clients respond differently to per‑session fees, bulk packages, and subscription‑style plans. Below is a comparison of the most common models.

Pick the model that aligns with your target client’s buying behavior. Many trainers start with per‑session rates, then introduce packages once trust is built.

Step 5: Add Value‑Based Premiums

Two attributes let you charge more without alienating prospects:

• Certification level: A trainer with a Level4 UK Coaching Certificate can justify a 10‑15% premium over a Level3 holder.
• Specialization: Niche expertise (e.g., post‑natal fitness, sports‑specific conditioning, or rehabilitation) often commands higher rates because the client perceives a unique benefit.

Put a brief note on your website like "Certified Level4 Trainer - £85 per session" to make the premium transparent.

Step 6: Test, Adjust, and Communicate

Pricing isn’t set‑in‑stone. Run a 3‑month trial with a small client cohort, track:

1. Client acquisition cost (ads, referrals).
2. Attendance consistency.
3. Profit margin after all expenses.

If you see high drop‑out rates, consider a modest discount or added perks (free nutrition guide, monthly check‑in). If demand outpaces capacity, it’s a signal you can raise rates.

Common Pitfalls to Avoid

• Rolling all costs into a single hourly number: Forgetting non‑billable admin time leads to hidden losses.
• Undervaluing yourself because of competition: Competing on price alone erodes brand perception.
• Not updating rates annually: Inflation and increased expertise merit a yearly review.
• Missing a clear payment policy: Late fees, cancellation windows, and package expiry dates protect cash flow.

Quick Pricing Calculator (for reference)

Plug your numbers into this simple formula:

Base Hourly Cost = (Rent + Equipment + Insurance + Software) / Billable Hours
Non‑Billable Hourly Cost = (Admin Hours × Desired Hourly Wage) / Billable Hours
Target Profit Margin = 20‑30% (adjust as needed)
Final Rate = (Base + Non‑Billable) × (1 + Target Profit Margin)

Example: Rent£2,000, Equipment£1,200, Insurance£400, Software£120 = £3,720 total monthly cost. Billable hours=120. Base=£31. Target profit 25% → £38. Add £10 for certification premium = £48 per hour. Round to nearest market‑aligned figure, e.g., £50 per session.