Studio modernization without downtime: How to successfully complete the renovation during ongoing operations | ATLETICA

Sep 20, 2025

Every gym needs it at some point – a facelift . New equipment , a modern look, optimized floor plan. But what do you do if you don't want to risk closing – be it due to declining membership, lost revenue, or ongoing contracts ?

The good news: Modernizing a studio is feasible even without closing – with proper planning, professional implementation, and a coherent communication concept. In this article, you'll learn how to make your renovation efficient, welcoming, and minimally disruptive – step by step.

Cable pull exercises on the power station

1. Why closing times are problematic

A temporarily closed studio can cost more than just revenue. You risk:

Dissatisfied members or cancellations
negative reviews on Google, social media, etc.
Loss of walk-in customers due to inaccessible training areas
Disrupted processes in courses, personal training or events

Especially in a highly competitive market, you need every training session to ensure loyalty and trust. The solution : Restructure during ongoing operations – in such a way that members perceive it as an enhancement rather than a disruption .

2. The 3 phases of modernization without closure

A well-thought-out implementation takes place in three clear phases:

phase	Goal & Focus
planning	Area analysis, time windows, delivery coordination
Reconstruction phase	modular implementation in stages, communication to members
Follow-up	Staging the new, strengthening member loyalty

3. Step 1: Analysis & Reconstruction Planning

Before you modernize, you need to know:

Which devices should be replaced?
Which areas are affected?
Are there any bottlenecks in studio operations (e.g. B. rush hour)?
When can how much area be blocked?

Use tools like:

Visitor analyses (e.g. B. from check-in data)
Heatmaps for land use
Customer feedback on devices or room atmosphere

ATLETICA tip: Plan equipment replacement and renovation in modular construction phases of 2–5 days each, rather than rebuilding everything at once.

4. Step 2: Timing delivery & installation

To ensure the conversion runs smoothly, you need:

just-in-time delivery of your new devices
Delivery outside peak hours (e.g. B. early morning, Sundays)
Assembly by trained specialist teams
Fast integration & calibration on site

Barbell training on the squat rack with weight bench

With ATLETICA you get :

On-time delivery tailored to your studio operations
Installation in stages – even at night or on weekends
Collection of old devices including recycling
Test-ready handover on the same day

5. Step 3: Zone-wise implementation – this is how your studio stays open

Divide your studio into clear renovation stages:

Day(s)	Area	measure
Mon–Tue	Cardio Zone	Replacement & calibration of cardio equipment
Wed–Thu	Free weight area	new racks , dumbbell set , floor update
Fri–Sat	Functional Area	Conversion with tools, rigs, turf etc.
Sun (closed)	Lighting concept & acoustics	final touches

Tip : Always keep 60 –70 % of the area is usable – so the conversion feels like a live upgrade, not a restriction .

6. Communication is key

Your members need to know:

what happens
when it happens
why it happens

Avoid vague statements like “ We are renovating “ . Better say:

“ Starting Monday: new cardio zone with touch displays – be the first to train! “
“ We are renovating the free weight area – in 48 hours you’ll be back on new racks!” “
“ Your Functional Zone gets more tools – 2 days update, then full throttle. “

Use:

Notices in the studio
Email newsletter
Instagram stories or live videos
Involvement of trainers as ambassadors

This way you don’t create frustration – but anticipation.

7. Involve employees early on

Your team is the most important multiplier:

provide a clear reconstruction plan including timelines
train staff on new devices and functions
Motivate your team with behind-the-scenes insights
involve them communicatively ( “ We are modernizing for you!” “ )

ATLETICA offers on-site instruction and training so your team is immediately up to speed with the new equipment – and presents itself positively to its members.

8. Recycle old devices sensibly – or donate them

The question often arises: What happens to the old equipment?

Options:

Take -back & recycling via ATLETICA
Resale prepared via B2B marketplaces
Donations to schools, clubs or social projects
Upcycling : e.g. B. old weight plates as decoration or counter elements

This demonstrates sustainability – and can be used as PR.

9. Celebrate the reopening during ongoing operations

You have ' s done – now it's time to stage the conclusion emotionally:

Soft reopening with specials ( “ Train on the new rig and win …”)
Photo & video tour through the new areas
Thank you campaign for loyal members ( “ Renovation discount “ , Free PT etc.)
Invitation for ex-members or test guests (“ Experience our new studio for 1 week free “ )
Social Media Teaser : “Old vs. new ” comparison, behind-the-scenes