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Meeting Planner Time Zones

TravelAccommodation and Packing
Meeting
Participants' UTC offsets

New York in winter is −5, in summer −4.

Paris in winter is +1.

Tokyo is +9 all year.

India is +5.5; Nepal +5.75.

Participants inside working hours —
Meeting time in UTC
—
Everyone inside working hours
—

Pick a start time in your own zone, enter each participant's UTC offset, and the planner converts the time through UTC for everyone. For example, 09:00 in New York (UTC−5) is 14:00 UTC, 15:00 in Paris (UTC+1) and 23:00 in Tokyo (UTC+9), so only two of three people are inside a 9-to-5 day.

About this tool

Remote teams, travellers arranging calls from a hotel, and anyone booking an interview with a candidate abroad hit the same question: what time is this for the other people? This planner takes one start time in your zone and up to three other UTC offsets, converts the time for each person, flags when the meeting falls on the previous or next calendar day, and counts how many participants land inside the working window you set. Offsets work in quarter-hour steps, so India (+5:30) and Nepal (+5:45) are handled exactly. The limit: you enter fixed offsets, not city names, so daylight saving time is not applied for you. Check whether each place is on summer time for your meeting date before you send the invite.

How to use it

  1. Set the start time

    Enter the meeting start as it reads on your own clock.

  2. Set the working window

    Use the two steppers to choose when a working day starts and ends, for example 9 and 17.

  3. Enter the offsets

    Type your UTC offset and up to three participants' offsets in hours; C and D are optional.

  4. Read the table

    Each row gives the local time, whether it is the same, previous or next day, and whether it sits in working hours.

Examples

09:00 New York with Paris and Tokyo

Meeting start (your local time)
09:00
Working day starts
9
Working day ends
17
Your offset
-5
Participant B offset
1
Participant C offset
9
Participant D offset

Result Participants inside working hours: 2 of 3
Meeting time in UTC: 14:00
Everyone inside working hours: No

  1. UTC = 09:00 − (−05:00) = 14:00
  2. You (host): 14:00 UTC + −05:00 = 09:00 (same day)
  3. Participant B: 14:00 UTC + +01:00 = 15:00 (same day)
  4. Participant C: 14:00 UTC + +09:00 = 23:00 (same day)

A 9 a.m. start in New York lands at 3 p.m. in Paris but 11 p.m. in Tokyo, so only two of three people are inside a 9–17 day.

18:00 in India with San Francisco

Meeting start (your local time)
18:00
Working day starts
9
Working day ends
17
Your offset
5.5
Participant B offset
-8
Participant C offset
Participant D offset

Result Participants inside working hours: 0 of 2
Meeting time in UTC: 12:30
Everyone inside working hours: No

  1. UTC = 18:00 − (+05:30) = 12:30
  2. You (host): 12:30 UTC + +05:30 = 18:00 (same day)
  3. Participant B: 12:30 UTC + −08:00 = 04:30 (same day)

6 p.m. at UTC+5:30 is 12:30 UTC and 04:30 in California in winter, so neither side is inside office hours.

How it is calculated

UTC = local host time − host offset; participant time = UTC + participant offset (wrapped into 00:00–23:59)

host offset
Your hours ahead of (+) or behind (−) UTC
participant offset
Each other person's hours from UTC
working window
Start hour inclusive to end hour exclusive

Every civil time zone is defined as a fixed offset from Coordinated Universal Time, written UTC±hh:mm in ISO 8601. The planner first converts your local start back to UTC by subtracting your offset, then adds each participant's offset. If the result runs past midnight it wraps around and the row is marked as the next or previous day. A participant counts as inside working hours when the local start is at or after the start hour and before the end hour.

When not to use it

  • Do not rely on it for dates near a daylight saving change unless you have checked each offset for that date.
  • It does not know public holidays or local weekends, such as Friday–Saturday in some Gulf countries.
  • It checks only the start time, so a long meeting may still run past someone's working day.

Common mistakes

  • Using the winter offset in summer, such as −5 for New York in July when it is −4.
  • Entering India as +5.3 instead of +5.5 for five and a half hours.
  • Forgetting that a next-day result for Asia often means a Friday call becomes Saturday there.

Frequently asked questions

How do I find someone's UTC offset?

Look up the city's current zone abbreviation and its offset, for example CET is UTC+1 and CEST is UTC+2. Many phones show it in the world clock. Use the value in effect on the meeting date, not today's if a daylight saving change falls in between.

Why does a row say next day?

When adding the participant's offset pushes the time past midnight, the meeting falls on the following calendar date for them. A 17:00 start in New York in winter is 07:00 the next morning in Tokyo, which matters when you book on a Friday.

Can it handle half-hour and 45-minute zones?

Yes. Offsets are accepted in quarter-hour steps, so India at +5.5, Newfoundland at −3.5 and Nepal at +5.75 all convert exactly to the minute.

Is the end hour included in working hours?

No. The window runs from the start hour up to, but not including, the end hour. With 9 and 17, a 16:45 start counts as inside and a 17:00 start counts as outside.

Does it adjust for daylight saving time?

No, because it works with offsets rather than city names. The United States and Europe change clocks on different weekends in March and October or November, so for a few weeks the gap between New York and London is four hours instead of five. Enter the offsets in force on your date.

What is the widest gap it can show?

Offsets run from −12 to +14 hours, a span of 26 hours. Two people at those extremes, such as Baker Island and Kiribati's Line Islands, share the same clock time but on different calendar days.

Cite this tool

Using this tool in an assignment, article or report? Copy a citation, or a link for your website.

APA

Tools Directory Editorial Team. (2026, October 8). Meeting Planner Time Zones. Tools Directory. Retrieved October 26, 2026, from https://tools.milunir.com/travel/accommodation-and-packing/meeting-planner-time-zones/

MLA

Tools Directory Editorial Team. “Meeting Planner Time Zones.” Tools Directory, 8 Oct. 2026, https://tools.milunir.com/travel/accommodation-and-packing/meeting-planner-time-zones/. Accessed 26 Oct. 2026.

Chicago

Tools Directory Editorial Team. “Meeting Planner Time Zones.” Tools Directory. Last modified October 8, 2026. Accessed October 26, 2026. https://tools.milunir.com/travel/accommodation-and-packing/meeting-planner-time-zones/.

Link<a href="https://tools.milunir.com/travel/accommodation-and-packing/meeting-planner-time-zones/">Meeting Planner Time Zones – Tools Directory</a>