Plan Conferences Without the Scheduling Chaos
Coordinate speakers, sessions, and attendees seamlessly
WhenToMeet helps conference organizers find optimal times for sessions, coordinate with speakers across time zones, and schedule attendee meetings—all in one free tool.
The Challenge
- ✕Coordinating availability across dozens of speakers and panelists
- ✕Managing multiple parallel session tracks and avoiding conflicts
- ✕Scheduling attendee meetups and networking sessions
- ✕Handling international speakers in different time zones
- ✕Last-minute speaker cancellations requiring quick rescheduling
How WhenToMeet Helps
Multi-Track Scheduling
Coordinate multiple parallel sessions, workshops, and panels. See all conference tracks at once and avoid scheduling conflicts across rooms.
Global Time Zone Support
Conference speakers from around the world? WhenToMeet automatically converts all times to each participant's local zone.
Higher Participant Limits
Schedule sessions with 5 speakers or 500 attendees. Add unlimited participants to your poll, completely free.
Conflict Detection
Automatically detect when speakers are double-booked or have overlapping commitments from their connected calendars.
Quick Finalization
Once speakers vote, finalize the schedule and sync all sessions to everyone's calendars automatically.
Key Features
Calendar Integration
Connect speaker calendars to see real availability and avoid conflicts with their existing commitments.
No Account Required
Share the poll link with speakers and attendees—they can vote without signing up, making coordination effortless.
Shareable Conference Polls
Generate unique links for each session poll. Share via email, Slack, or your event management platform.
Speaker Notifications
Get notified when speakers vote on session times and when it's time to finalize the schedule.
Multi-Day Events
Schedule conferences spanning multiple days with flexible time slot options across the entire event duration.
Buffer Time
Automatically add buffer time between sessions to allow for breaks, setup, and attendee transitions.
Get Started in 3 Steps
Create session polls
Set up polls for each conference session, workshop, or panel. Propose multiple time slots across your conference dates and invite speakers to vote on their availability.
Speakers vote on availability
Share poll links with speakers and panelists. They can see their calendar overlays and vote on times that work, all without creating an account.
Finalize and publish
Review speaker responses, identify optimal times for each session, and finalize the schedule. All sessions automatically sync to participant calendars.
Best Practices for Conference Planning
- ✓Create polls for each major session at least 4-6 weeks before the conference date
- ✓Propose time slots that respect common break times (lunch, coffee breaks) for attendees
- ✓Enable calendar overlay for speakers so they can see their existing commitments
- ✓Set clear response deadlines to ensure you can finalize the schedule on time
- ✓For multi-track conferences, stagger sessions to avoid key speakers being double-booked
- ✓Consider time zones if your conference has international speakers or virtual attendees
Frequently Asked Questions
Can I schedule multiple conference sessions at once?+−
Yes! Create a separate poll for each session, workshop, or panel. You can run multiple polls simultaneously to coordinate different parts of your conference schedule.
How do I handle speakers in different time zones?+−
WhenToMeet automatically detects each speaker's time zone and displays all proposed times in their local hours. This eliminates confusion for international conferences.
Can attendees see the finalized conference schedule?+−
Once you finalize session times, they automatically appear in all participants' calendars. You can also export the schedule or share the calendar events with your broader attendee list.
What if a speaker cancels last minute?+−
Simply create a new poll to find a replacement time slot. The quick voting process means you can reschedule sessions in hours, not days.
Is there a limit to how many speakers can participate?+−
Group scheduling is completely free with unlimited polls, participants, and time slots. Whether you're coordinating 3 panelists or 30 breakout session speakers, WhenToMeet handles groups of any size at no cost.
How is this different from conference management software?+−
WhenToMeet specializes in finding the best times for sessions before you publish your schedule. It integrates with conference platforms but focuses specifically on solving the scheduling coordination problem.
Can I see conflicts across multiple session tracks?+−
Yes. If you connect speaker calendars, WhenToMeet will show when speakers have conflicts across different polls, helping you avoid double-booking presenters.