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Meeting Cost Calculator

Calculate the cost of a meeting in salary time and annualise a recurring one.

About Meeting Cost Calculator

Meeting cost scales with attendee count, so adding an optional attendee to a recurring meeting is a permanent annual expense. Preparation time is real cost that agendas rarely account for. A weekly hour-long meeting with eight people costs over thirty thousand a year in loaded salary, which is the figure that justifies scrutinising the invite list.

Formula

Meeting Cost

Meeting cost = attendees × (duration + preparation) × hourly cost

fully loaded cost
Salary plus employer overheads, roughly 1.4 times salary
person hours
Total human time the meeting consumes

Worked example

With the default values below, Meeting Cost Calculator returns Cost per Meeting of $700.00. Change any input above and every figure here is recalculated in your browser.

Inputs used

Attendeesminimum 0
8
Durationminimum 0 min
60 min
Average fully loaded hourly costminimum 0
75
Occurrences per monthminimum 0
4
Preparation minutes eachminimum 0 min
10 min

Results

Cost per Meeting
$700.00
Annual Cost
$33,600.00
Person Hours Consumed
9.333 h
Preparation Cost per Meeting
$100.00
Cost per Minute
$11.67

Step by step

  1. 1Values used
  2. 2Meeting Cost
  3. 3Cost per Meeting= 700.00
  4. 4Annual Cost= 33,600.00
  5. 5Person Hours Consumed= 9.333 h
  6. 6Preparation Cost per Meeting= 100.00
  7. 7Cost per Minute= 11.67

Assumptions and limits

  • The result is derived only from the 5 inputs listed above. Anything not among them is not part of the calculation.
  • In particular, this calculator does not take inflation, tax or compounding frequency into account.
  • Figures are rounded for display to 3 decimal places, so totals built from several rounded parts can differ slightly from the unrounded arithmetic.

How these calculators are built and tested is described on the Methodology page. If a figure looks wrong, please report it.

Frequently Asked Questions

How is Meeting Cost calculated?

Meeting cost = attendees × (duration + preparation) × hourly cost Meeting cost scales with attendee count, so adding an optional attendee to a recurring meeting is a permanent annual expense. Preparation time is real cost that agendas rarely account for.

Why does Meeting Cost matter?

A weekly hour-long meeting with eight people costs over thirty thousand a year in loaded salary, which is the figure that justifies scrutinising the invite list.

What values do I need to enter?

This calculator takes 5 inputs: Attendees, Duration, Average fully loaded hourly cost, Occurrences per month, Preparation minutes each. The pre-filled defaults are a realistic starting point — replace them with figures from your own environment for a result you can act on.

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