Best Meeting Management System Price 2026

Knowing the cost of a meeting management system is an essential step for any company or organization seeking to organize internal and external meetings effectively.

These digital systems help schedule meetings, manage attendance, document decisions, and improve daily operational efficiency, making meetings more organized and ensuring better utilization of time and resources.

Here’s why selecting the right system within your budget is important:

1. Assess Company Needs

Before choosing any meeting management system, determine your organization’s exact requirements. 

Consider factors such as the number of monthly meetings, team sizes, number of users, and types of information to track and document.

Understanding these needs ensures you select a system that provides necessary features without paying extra for unused functionality.

2. Set a Budget

Establish a maximum budget for purchasing the system, including license fees, required hardware (if any., and technical support services.

A predefined budget makes it easier to compare systems and choose the most suitable option.

3. Compare Systems and Features

After identifying needs and budget, compare available systems based on features like scheduling meetings, managing attendance, sending invitations, and generating reports, This ensures you get the best value for your investment.

4. Consider System Flexibility and Scalability

Make sure the system allows adding new users or additional features as your company grows, so you won’t need to replace it when meetings increase or departments/branches expand.

5. Evaluate Technical Support and Updates

Choosing a system with continuous technical support and regular updates ensures smooth operation and reduces technical issues, providing better value for the investment.

6. Learn from Reviews and Recommendations

Consulting similar organizations about their experience with meeting systems, prices, and features can help you make an informed decision and reduce risks when investing in a new system.

A meeting management system is a digital solution that helps organizations manage meetings efficiently from scheduling, sending invitations, tracking attendance, to documenting decisions and agreed upon tasks.

The system simplifies administrative processes, saves time, increases team efficiency, and ensures smooth and professional organization of all meetings within the institution, such as Centro.

Centro is one of the most prominent meeting management systems available in the market for large institutions and government ministries. 

The system enables comprehensive meeting organization, starting from creating a meeting with a specified title, description, date, time, and location, along with various attendance options and role assignments such as meeting owner, meeting secretary, participants, and administrative staff.

It also allows tracking attendance, adding agendas and attachments, and documenting decisions during the meeting, with the ability to save and distribute minutes for approval.

Additionally, the system supports calendar and analytics modules to display meetings on a daily, weekly, or monthly basis, along with statistics on the number of meetings, types, and distribution across committees and projects.

Centro also includes management of committees and councils, project tracking with linked meetings and tasks, management of travel arrangements and related logistics, user addition and permission settings, and management of pending requests.

Centro provides an integrated solution that facilitates the organization of meetings, projects, committees, and travel arrangements, enhancing operational efficiency within institutions in a professional and flexible manner.

The price of a meeting management system varies from one system to another based on several key factors related to the system’s features and the organization’s needs.

The most important of these factors include the number of users and participating teams, the volume of monthly meetings, the type of features offered such as scheduling meetings, attendance management, report generation, integration with other systems, and the level of technical support and continuous updates.

Additionally, the system’s flexibility and the ability to customize it according to the organization’s policies play a significant role in determining the price, the greater the customization and integration capabilities, the higher the cost of the system.

In short, the price reflects the value of the features provided by the system and its ability to fully and effectively meet the organization’s requirements.

When purchasing Centro, the price typically covers several essential components for a complete solution:

1. System License

Includes permission to operate Centro within the organization, with access to all core modules and functions for managing meetings, projects, committees, and travel.

2. Core Modules

Covers all modules such as meeting management, committees and councils, projects, calendar and analytics, user permissions, travel and logistics, and pending requests/approvals.

3. System Setup and Customization

Includes system deployment within the organizational structure, configuring rules, assigning user permissions, and customizing modules to meet company needs.

4. Documentation and Follow-Up Tools

Covers tools for recording meetings, minutes, attachments, reports, and analytics for better performance tracking and decision-making.

5. Technical Support and Maintenance

Includes ongoing technical support, maintenance, and updates to ensure smooth operation, which is critical for large organizations.

6. User Training

Provides training for employees responsible for managing meetings and committees to ensure efficient system use.

7. Integration with Other Systems

May include integration with other company systems such as attendance, HR, email, or project management tools, depending on organizational needs.

The best company for a cost-effective meeting management system is Iknology, based in Riyadh. 

The company has extensive experience in developing tailored technological solutions for large organizations and government entities.

Iknology offers a comprehensive range of services, including custom software development, mobile applications, websites, cloud solutions, and UI/UX design, with a focus on efficiently meeting the needs of large institutions.

Their deep understanding of organizational requirements, combined with long-standing expertise, makes Iknology a trusted choice in terms of both price and quality.

They provide flexible, tailored solutions that allow organizations to obtain a professional meeting management system without paying extra for unused features.

Below, we highlight the key features that make it the ideal choice in terms of price and quality when selecting a meeting management system:

1. Extensive Experience

Iknology has broad expertise in developing digital solutions for large organizations and government institutions, enabling it to design meeting management systems that reliably meet the specific needs of different organizations.

2. Customizable and Flexible Solutions

The company provides digital solutions that can be customized according to the size and nature of the organization, ensuring that the system meets only the actual needs without additional costs for unused features, making it highly cost-effective.

3. Wide Range of Technical Services

Iknology offers a full suite of services, including custom software development, mobile applications, websites, cloud-based solutions, and user interface/user experience (UI/UX) design. 

This ensures the system integrates seamlessly into the organization’s workflow.

4. Institutional Support and Reliability

Iknology relies on a dedicated team to provide continuous technical support and project follow-up, ensuring the system operates efficiently. 

This reinforces trust in the investment and maximizes the value for the price paid.

5. Deep Understanding of Large Organizations’ Needs

The company has a thorough understanding of the requirements of large organizations and government entities, including security standards, documentation, and privacy, ensuring that the systems they provide are compatible with formal and complex work environments.

When considering purchasing a meeting management system like Centro, you should expect that the cost is not limited to just the software license, it includes several components that contribute to the total investment.

This covers the system license itself, system setup and customization to align with your organization’s structure and requirements, and possibly integration with other internal systems.

The cost also includes training for employees who will use the system, technical support and maintenance, as well as additional modules if the organization requires functions such as committee management, projects, travel, or logistics.

In short, the cost of a system like Centro represents a comprehensive investment system + setup + support + customization according to the size and activities of the organization, not just the purchase of ready-made software.