Meeting Cost Calculator
The meeting cost calculator estimates the staff-time cost of a meeting from attendees, the average fully loaded hourly cost and preparation/follow-up overhead.
How to use this calculator
- Enter attendee count, average cost per attendee-hour, meeting minutes and an overhead percentage.
- Check the units and definitions before comparing results with another source.
- Change one input at a time when comparing scenarios, and keep the reporting period and assumptions consistent.
Formula used by the meeting cost calculator
Time cost = attendees × duration hours × hourly cost; total = time cost × (1 + overhead%)
- Time cost = attendees × duration hours × hourly cost; total = time cost × (1 + overhead%)
- This estimate depends on your chosen cost rate and overhead. It does not measure the meeting’s value, outcomes or opportunity cost.
- Inputs are checked for required values and valid ranges; displayed results are rounded for readability.
Worked examples
Worked example
Six attendees, 35 currency units per hour, 45 minutes and 20% overhead.
Attendee-hours are 4.5; meeting time costs 157.5 and total estimated cost is 189.
Attendee-hours are 4.5; meeting time costs 157.5 and total estimated cost is 189.
Understanding the result
The meeting cost calculator estimates the staff-time cost of a meeting from attendees, the average fully loaded hourly cost and preparation/follow-up overhead.
This estimate depends on your chosen cost rate and overhead. It does not measure the meeting’s value, outcomes or opportunity cost.
Important notes
This estimate depends on your chosen cost rate and overhead. It does not measure the meeting’s value, outcomes or opportunity cost.
The result applies to the numbers and assumptions entered here; verify specifications for safety-critical or regulated uses.
Frequently asked questions
What is a fully loaded hourly cost?
It is an estimate of employment cost per hour that may include salary and employer overhead, depending on the convention you choose.
Does a higher meeting cost mean the meeting should be cancelled?
No. Compare the estimated cost with the meeting purpose, decision value and alternatives.
How do I use this calculator?
Enter attendee count, average cost per attendee-hour, meeting minutes and an overhead percentage.
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Related explanations
Learn the method behind the number or compare the terminology before using the calculator.
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This page provides a calculation tool plus explanatory information so you can understand what the result means and when the underlying method may not fit your situation.