Free tool
Meeting schedule generator
Turn your event day into a grid of meeting slots for every table or room — ready to print for the stand or download as a spreadsheet.
Each becomes a column in the grid.
Numbered automatically, e.g. Table 1, Table 2.
Results
| Time | Table 1 | Table 2 | Table 3 | Table 4 | Table 5 | Table 6 |
|---|---|---|---|---|---|---|
| 9:00 a.m. – 9:30 a.m. | ||||||
| 9:30 a.m. – 10:00 a.m. | ||||||
| 10:00 a.m. – 10:30 a.m. | ||||||
| 10:30 a.m. – 11:00 a.m. | ||||||
| 11:00 a.m. – 11:30 a.m. | ||||||
| 11:30 a.m. – 12:00 p.m. | ||||||
| 12:00 p.m. – 12:30 p.m. | ||||||
| 12:30 p.m. – 1:30 p.m. | Break | |||||
| 1:30 p.m. – 2:00 p.m. | ||||||
| 2:00 p.m. – 2:30 p.m. | ||||||
| 2:30 p.m. – 3:00 p.m. | ||||||
| 3:00 p.m. – 3:30 p.m. | ||||||
| 3:30 p.m. – 4:00 p.m. | ||||||
| 4:00 p.m. – 4:30 p.m. | ||||||
| 4:30 p.m. – 5:00 p.m. | ||||||
Get early access to CallShark
CallShark is B2B meeting scheduling for conferences, sales conversations, and customer meetings. Leave your work email and we will send you an invitation to try it.
Prefer a conversation? Request a demo
How to use it
- 01
Set the day
Enter when meetings start and end, how long each meeting is, and the gap between them.
- 02
Block out breaks
Add lunch, keynotes, or anything else when no meetings should be booked. Slots are arranged around them.
- 03
Print or download
Name your tables or rooms, then print the grid for the stand or download a CSV to open in Excel or Google Sheets.
Making a slot grid work on the day
Use one grid per day
Hours and breaks usually differ between days. Generate and print a separate sheet for each day so nobody reads the wrong one.
Keep slots the same length
A single slot length makes the grid easy to read and easy to book. Run longer meetings by booking two consecutive slots.
Leave a few slots open
Unbooked slots absorb overruns and walk-ups. A grid that is full by the morning of day one has no room for the best conversation of the event.
Put the grid where hosts can see it
A printed copy at each table, plus one with whoever runs the stand, avoids double-booking when someone takes a meeting on the spot.
FAQ
Meeting schedule questions
Slots start at your start time and repeat every meeting length plus gap. If a slot would run into a break, the next slot starts when the break ends. The last slot always finishes by your end time.
Yes. Download the CSV and open it in Excel, Numbers, or Google Sheets. Each row is a slot or a break, and each table or room has its own column.
Up to 30. With many columns the printed grid gets narrow, so for large events consider printing one sheet per group of tables.
No. The generator is free to use and needs no account.
Which tool should we build next?
Describe a calculator, planner, or generator that would save you time. Suggestions go straight to the team.
Replace the printed grid with live booking
CallShark is being built to book event meetings into the right room and slot automatically, with everyone's calendar kept in step. Tell us about your next event.
Prefer to read first? Browse the CallShark blog.