The Slot Conference , organised by IATA, takes place twice a year (June and November), about five months before each new scheduling season begins. It brings together roughly 100 coordinated/facilitated airports worldwide, 230 airlines, and around 1,200 delegates in total.

Over three working days, airlines and coordinators meet — mostly one-on-one — to adjust flight schedules. Airlines negotiate directly with coordinators about available slot alternatives, and with each other to exchange slots they're offering or willing to accept.

This bilateral approach matters because a schedule change at one airport almost always affects other airports too. Since most coordinators are present at the conference, these knock-on changes can be resolved quickly and efficiently. Airlines leave with confirmed schedules that represent the best possible balance between what they want and what's actually available.

The whole process runs on consensus, with the goal of staying fair, flexible, and open.