Coordinator Agreement

1. Role of the Coordinator

A Wedding With India experience coordinator provides designated on-ground guest-support and event-coordination services for an accepted assignment.

The coordinator may assist international guests with arrival, orientation, event schedules, cultural guidance, communication and other practical matters specified in the assignment briefing.

A coordinator does not independently operate, own or manage the wedding, venue, host family or Wedding With India Platform.

2. Scope of Duties

Depending on the assignment, coordinator responsibilities may include:

• welcoming assigned guests at the agreed meeting point;
• helping guests understand the event schedule and venue arrangements;
• providing cultural and etiquette information supplied by Wedding With India or the host;
• assisting with reasonable guest-facing logistical questions;
• communicating relevant operational information between guests, hosts and the Wedding With India operations team;
• assisting with agreed check-in or guest-list procedures;
• reporting operational problems to the designated contact; and
• completing reasonable post-event reporting requested for the assignment.

The exact scope of duties may vary according to the event and will be communicated before or during the relevant assignment.

3. Guest Check-In

Where a check-in process is part of the assignment, the coordinator may be asked to verify booking information, scan or validate an event pass, confirm the assigned guest list or perform another designated operational check.

Coordinators must not independently admit, reject or remove a person from an event based solely on personal judgment unless specifically authorized by the event briefing or required by immediate safety circumstances.

Questions concerning disputed bookings, identity verification, refunds or admission eligibility should be escalated to the designated Wedding With India contact or venue authority.

4. Cultural and Guest Support

Coordinators are expected to provide respectful, culturally sensitive assistance to international guests.

This may include explaining ceremony etiquette, appropriate attire, event timing, venue arrangements and other information provided through the applicable experience.

Coordinators must not present personal opinions as official Wedding With India policy or make guarantees concerning visas, immigration, medical treatment, transportation, refunds, accommodation or other services outside their authority.

5. Safety and Emergency Escalation

Coordinators are not medical professionals, police officers, security guards, immigration advisers or emergency-response professionals unless separately qualified and expressly engaged for such a role.

If a serious incident occurs, the coordinator should prioritize immediate safety and contact the appropriate local emergency service where necessary, followed by the designated Wedding With India operational contact as soon as reasonably practicable.

Serious incidents may include medical emergencies, fire, violence, threats, missing persons, suspected criminal activity or another situation presenting an immediate risk to a person.

6. Professional Conduct

Coordinators must behave professionally and respectfully at all times while performing an assignment.

Prohibited conduct includes, without limitation:

• harassment, intimidation or discriminatory conduct;
• unwanted sexual conduct or inappropriate advances;
• consuming alcohol or controlled substances while performing assigned duties where doing so would impair performance or violate venue or assignment rules;
• threatening or abusive behavior;
• requesting unauthorized payments, tips or personal fees from guests;
• using guest information for personal purposes;
• misrepresenting authority or making unauthorized commitments on behalf of Wedding With India; and
• engaging in conduct that creates an unreasonable safety, reputational or operational risk.

7. No Unauthorized Authority

A coordinator has only the authority expressly granted for the applicable assignment.

Unless specifically authorized in writing or in the assignment briefing, a coordinator may not:

• sign contracts on behalf of Wedding With India;
• promise refunds or compensation;
• change booking terms;
• collect customer payments outside approved systems;
• represent that they are an owner, director or legal representative of Wedding With India;
• make public statements on behalf of Wedding With India; or
• bind Wedding With India to an obligation with a third party.

8. Confidentiality

Coordinators may receive confidential information relating to guests, hosts, bookings, venues, pricing, internal processes and other Platform operations.

Such information must be used only for the relevant assignment and must not be disclosed to an unauthorized person.

This obligation continues after the coordinator's assignment or relationship with Wedding With India ends, subject to applicable law.

9. Personal Data and Privacy

Coordinators may have access to limited personal information necessary to perform an assignment, such as a guest name, booking reference, meeting information or contact information.

Such information must only be accessed and used for legitimate assignment purposes and must not be copied, sold, published or shared for personal use.

Coordinators must follow applicable Wedding With India privacy instructions and immediately report suspected loss, unauthorized disclosure or misuse of personal information.

See our Privacy Policy for additional information.

10. Photography, Video and Social Media

Coordinators must not photograph, record or publish identifiable guest information or private event material for personal or commercial purposes where doing so would violate applicable law, privacy rights, venue rules, host instructions or Wedding With India policies.

Any official photography, video capture or social-media activity must follow the applicable event instructions and permissions.

Coordinators must not imply that a guest has provided consent merely because the guest attended the wedding.

11. Compensation

Compensation for an accepted assignment will be communicated in the applicable assignment confirmation.

The coordinator is responsible for reviewing the applicable rate, assignment duration, approved expenses and payment conditions before accepting an assignment.

No compensation is owed merely because a person has submitted an application or joined a coordinator roster unless otherwise agreed in writing.

Applicable taxes, deductions, invoicing requirements and other financial obligations will be handled according to the actual engagement and applicable law.

12. Assignment Acceptance and Cancellation

A coordinator may accept or decline a proposed assignment before accepting it, subject to any separately agreed terms.

Once an assignment has been accepted, the coordinator is expected to attend and perform the agreed duties unless circumstances reasonably prevent performance.

If a coordinator cannot attend, they must notify the designated Wedding With India contact as soon as reasonably possible.

Repeated failure to attend accepted assignments without adequate notice may affect eligibility for future assignments.

13. Expenses and Travel

Travel, accommodation, meals, communication expenses and other costs are not automatically reimbursable.

Only expenses expressly approved under the applicable assignment terms should be treated as reimbursable expenses.

Coordinators should obtain written confirmation before incurring material expenses on behalf of Wedding With India.

14. Intellectual Property

Wedding With India's trademarks, software, brand materials, training materials, documentation and other proprietary materials remain the property of their respective rights holders.

Coordinators may use such materials only for authorized assignment purposes and must not reproduce or commercially exploit them without permission.

Any separately agreed ownership or licence terms concerning content created during an assignment will be governed by the applicable written agreement.

15. Conflicts of Interest

Coordinators should disclose any material conflict of interest that could reasonably affect an assignment.

Coordinators must not use access to Wedding With India guests, hosts or business relationships to independently solicit business in a misleading or unauthorized manner.

16. Indemnification and Responsibility

To the extent permitted by applicable law and any applicable assignment agreement, a coordinator may be responsible for losses arising from their own unauthorized acts, willful misconduct, fraud, gross negligence or material breach of their obligations.

Nothing in this page is intended to exclude liability that cannot lawfully be excluded or limited.

17. Incident Reporting

Coordinators should promptly report material incidents arising during an assignment, including:

• guest injuries or medical emergencies;
• security or safety incidents;
• lost or missing guests;
• serious disputes or threats;
• suspected fraud or unauthorized access;
• privacy or data incidents; and
• significant event or venue disruptions.

Incident reports should contain factual information and avoid unnecessary speculation.

18. Suspension or Termination

Wedding With India may suspend or remove a coordinator from the roster or terminate an applicable engagement where reasonably appropriate, including for:

• serious misconduct;
• fraud or dishonesty;
• material breach of applicable terms;
• misuse of personal data;
• unauthorized representation of Wedding With India;
• repeated failure to perform accepted assignments; or
• other circumstances permitted by the applicable agreement.

Any termination rights will remain subject to applicable law and the terms of the relevant engagement.

19. Independent Engagement

Where an assignment is expressly entered into as an independent service engagement, the parties intend that the relationship will be governed by the applicable written agreement and the actual circumstances of the engagement.

The label used by the parties is not intended to override mandatory employment, labour, tax, social-security or other legal requirements that may apply based on the actual relationship.

Nothing on this page creates a partnership, joint venture or general agency relationship unless expressly agreed in writing.

20. Compliance With Law and Venue Rules

Coordinators must comply with applicable laws, lawful venue instructions and reasonable event rules while performing an assignment.

Coordinators must not assist guests or hosts in violating immigration, licensing, safety, alcohol, transportation, photography, privacy or other applicable requirements.

21. Governing Law and Disputes

The governing law, jurisdiction, dispute-resolution process and other legal terms applicable to a coordinator engagement should be specified in the individual written coordinator agreement or assignment confirmation.

Where this general policy does not specify a mandatory legal term, the applicable written agreement and applicable law will govern.

22. Changes to This Agreement

Wedding With India may update general coordinator operating standards from time to time.

Material contractual changes applicable to an existing engagement should be communicated through the appropriate contractual or assignment process.