Meeting Cost Calculator
Work out what a meeting really costs: attendees × hourly cost × length, per meeting and per year, with person-hours. Your rates, nothing preset.
In short
Work out what a meeting really costs: attendees × hourly cost × length, per meeting and per year, with person-hours. Your rates, nothing preset.
Formula: Cost per meeting = attendees × hourly cost × minutes ÷ 60. Yearly cost = cost per meeting × meetings per year (daily = 260 working days, weekly = 52, every two weeks = 26, monthly = 12).
What this calculator does
Work out what a meeting really costs: attendees × hourly cost × length, per meeting and per year, with person-hours. Your rates, nothing preset.
You enter number of attendees, average hourly cost per attendee, meeting length and how often and a few other details, and the meeting cost calculator shows the answer along with the working, so you can check it or try other numbers.
The page shows the formula, a numeric worked example, and the assumptions that affect this career calculation.
Inputs and what they mean
- Number of attendees
- — number value.
- Average hourly cost per attendee
- — Salary ÷ paid hours, or a loaded hourly cost if you include benefits.
- Meeting length
- — number value.
- How often
- — choice value.
- Currency (symbol only, never converted)
- — choice value.
How to use it
- Enter each value in the unit shown next to the box (use the unit converter first if your numbers are in other units).
- Check the breakdown to see every intermediate step.
- Read the limitations before relying on the result.
Formula
Hourly cost = annual pay ÷ paid hours a year (for example 2,080 for 40 h × 52 weeks). Add benefits and overhead yourself if you want a loaded cost.
Cost per meeting = attendees × hourly cost × minutes ÷ 60. Yearly cost = cost per meeting × meetings per year (daily = 260 working days, weekly = 52, every two weeks = 26, monthly = 12).
Inputs used: Number of attendees, Average hourly cost per attendee, Meeting length, How often, Currency (symbol only, never converted).
Worked example
Weekly 1-hour meeting with 8 people at 60/h
- Person-hours = 8 × 60 ÷ 60 = 8 h.
- Cost = 8 h × 60 = 480.
- Yearly = 480 × 52 = 24,960.
Reading the result
The headline figure is the main answer. Any breakdown underneath shows the parts that make it up, so you can check the working and see what changes when you adjust an input.
Limitations and assumptions
- Measures the cost of time only, not the value the meeting creates.
- Assumes everyone attends the full length at the same average rate.
- Holidays and cancellations are not subtracted.
- An estimate built only from the figures you enter. It is not financial, tax, legal or employment advice, and real costs, taxes and returns vary.
- The result depends on the values you enter for this meeting cost calculator; it does not supply missing rates, rules, prices, dates, or assumptions for you.
Reference: U.S. Bureau of Labor Statistics
Last reviewed:
Common questions
What hourly cost should I use?
Divide annual pay by paid hours a year. To include benefits, payroll taxes and overhead, raise the figure by your own on-cost percentage; nothing is added for you.
Does it count preparation or travel time?
No. Add those minutes to the meeting length if you want them included.
How many days is 'every working day'?
260 a year (5 days × 52 weeks). It does not subtract holidays; pick a different frequency or adjust if that matters.
How do I use the Meeting Cost Calculator?
Enter the required values for Number of attendees, Average hourly cost per attendee, Meeting length, How often, Currency (symbol only, never converted). The calculator applies the formula on this page and shows the main result with any supporting breakdown so you can check the arithmetic.
What formula does the Meeting Cost Calculator use?
Cost per meeting = attendees × hourly cost × minutes ÷ 60. Yearly cost = cost per meeting × meetings per year (daily = 260 working days, weekly = 52, every two weeks = 26, monthly = 12). The visible formula section above lists the calculation path and the edge cases the page handles, so the result can be checked without relying on the form alone.
Can the Meeting Cost Calculator be used for exact decisions?
Use it as a calculation aid, not as a substitute for checking the underlying rule, contract, policy, or professional advice that applies to your situation. When a result depends on local rules, personal details, prices, or dates, enter those values yourself and confirm them before acting.
Sources
Method based on U.S. Bureau of Labor Statistics.
Cite this page
Free Calculator. (2026, November 3). Meeting Cost Calculator. https://freecalculator.tech/tools/meeting-cost-calculator
"Meeting Cost Calculator." Free Calculator, 3 Nov. 2026, https://freecalculator.tech/tools/meeting-cost-calculator.
Meeting Cost Calculator — Free Calculator, https://freecalculator.tech/tools/meeting-cost-calculator
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