Meeting Planner for Multiple Time Zones

Schedule meetings across time zones without the headache. Enter participant locations to find common available hours and convert meeting times instantly into everyone's local time.

Time Zone Converter

Convert time between different time zones worldwide.

Date & Time

From Timezone

To Timezone

Quick Reference

UTC+0

New York-4

Chicago-5

Denver-6

Los Angeles-7

London+0

Paris+1

Berlin+1

How the Meeting Planner Works

This tool finds suitable meeting times across multiple timezones. Add all participant locations, set your preferred meeting duration and working hours, and get a visual grid showing overlapping availability.

The planner displays a 24-hour timeline with each participant's working hours highlighted. Overlapping regions where everyone is available are shown in green. Scroll through the week to find the best slot for everyone.

Key features:

Add unlimited participant timezones
Set custom working hours per location
Specify meeting duration (30 min, 1 hour, etc.)
Visual overlap highlighting
Week view for flexible scheduling
Export to calendar (Google, Outlook, iCal)
Shareable meeting link for participants

The tool accounts for daylight saving time automatically. Schedule a meeting in March and the planner knows when DST starts in each timezone, adjusting times accordingly.

When You'd Actually Use This

Scheduling international team meetings

Your team spans San Francisco, London, and Singapore. Finding a time when 9 AM in SF doesn't mean 5 AM in London and midnight in Singapore. The planner shows the narrow overlap window (usually 2-3 hours) when everyone's awake.

Client calls across continents

You're in New York, client is in Sydney. Their 2 PM is your 11 PM - not workable. Use the planner to find their morning (your evening) or their late afternoon ( your early morning) slots.

Webinar and event scheduling

Hosting a webinar for global attendees? Find times that work for major markets. Maybe 10 AM EST works for Americas and Europe (3 PM GMT) but excludes Asia. Or do two sessions for different regions.

Remote job interviews

Hiring remotely means interviewing candidates worldwide. Schedule interviews at reasonable hours for both interviewer and candidate. No one wants a 6 AM or 10 PM interview.

Family calls across timezones

Family scattered across countries wants a group call. Grandma in India, you in California, cousin in Germany. Find the precious few hours when everyone can talk without waking the kids or disturbing dinner.

Conference call rotation fairness

Recurring meetings across timezones shouldn't always inconvenience the same people. Use the planner to rotate meeting times - this week favors Asia, next week favors Americas, ensuring no one always takes the 7 AM slot.

What to Know Before Using

Working hours vary by culture.9-5 is common in the US but not universal. European colleagues might work 8-4 with long lunch. Middle Eastern work weeks often run Sunday-Thursday. Set accurate working hours per location.

Some overlaps are impossibly small.California to India has maybe 1-2 hours of overlap on a good day. For 3+ timezones spanning 12+ hours, there may be no time when everyone's within working hours. Consider asynchronous alternatives.

DST transitions create temporary chaos.When the US springs forward but Europe hasn't yet (or vice versa), time differences shift by an hour for 1-3 weeks. The planner handles this but be aware during transition periods.

Lunch hours matter.A slot might be within working hours but during typical lunch time in one location. Set lunch breaks in the planner if it supports it, or manually avoid 12-2 PM local times.

Pro tip: For recurring meetings, rotate times monthly. Use the planner to create a rotation schedule where no timezone always gets the inconvenient slot.

Common Questions

What if there's no good overlap?

When timezones span too many hours, consider: recording meetings for async viewing, splitting into regional sessions, or accepting that some participants will join outside working hours occasionally.

How do I share the meeting time with participants?

Export to calendar format (iCal/ICS) and email invitations. Or share a link to the planner showing the selected time. Calendar invites automatically convert to each recipient's local timezone.

Can I schedule recurring meetings?

This planner finds individual meeting times. For recurring meetings, find a good slot then use your calendar's recurrence feature. Remember to account for DST changes in recurring events.

What about half-hour timezone offsets?

India (UTC+5:30), Nepal (UTC+5:45), and others use half-hour or 45-minute offsets. The planner handles these correctly - they're part of the IANA timezone database.

Should I schedule during DST transition weeks?

Avoid if possible. The week when US and Europe change clocks at different times causes confusion. Schedule a week before or after transition periods when time differences are stable.

How far in advance should I schedule?

For international meetings, 1-2 weeks minimum. People need time to adjust schedules, especially if the meeting is outside typical hours. Monthly recurring meetings should be scheduled a month ahead.

Can I block out holidays?

Advanced planners let you set holidays per country. If not available, manually avoid known holidays. Remember holidays differ by country - Christmas is universal but Diwali, Thanksgiving, or Golden Week are regional.

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