Meeting Cost Calculator
A meeting quietly bills every salary in the room for its full length, and this calculator turns that hidden spend into a number. Enter how many people attend, their average hourly rate and the duration in minutes to see the total cost plus a cost per minute and cost per person breakdown. It is a fast way to argue for a tighter agenda or a shorter invite list.
How to calculate meeting cost
- Enter the number of attendees in the 'Attendees' field.
- Enter the average fully-loaded hourly rate per person under 'Avg hourly rate'.
- Enter the meeting length in the 'Duration (minutes)' field.
- Read the large total cost figure at the top of the result card.
- Check the cost per minute and cost per person below it, then use 'Copy total' to share the headline number.
Examples
Five people for a one hour sync
5 attendees, 50 per hour, 60 minutes
Total 250.00, per minute 4.17, per person 50.00
Eight people for a half hour stand-up
8 attendees, 75 per hour, 30 minutes
Total 300.00, per minute 10.00, per person 37.50
Three specialists for a 45 minute review
3 attendees, 120 per hour, 45 minutes
Total 270.00, per minute 6.00, per person 90.00
Frequently asked questions
How is meeting cost calculated?
Total cost equals attendees times the average hourly rate times the meeting length in hours: attendees x rate x (minutes / 60). So 5 people at 50 for 1 hour is 5 x 50 x 1, which is 250.
What is cost per minute and cost per person?
Cost per minute is the total divided by the number of minutes, and cost per person is the total divided by the number of attendees. For 5 people at 50 for 60 minutes that is 4.17 per minute and 50.00 per person.
What hourly rate should I use?
Use a fully-loaded rate that adds benefits, taxes and overhead on top of base pay, often 1.25 to 1.4 times salary. That reflects the true cost to the business rather than just take-home pay.
How do I turn an annual salary into an hourly rate?
Divide the yearly salary by about 2,080, the standard number of working hours in a year (40 hours over 52 weeks). A 104,000 salary is therefore roughly 50 per hour before loading.
Does the currency matter?
No. The math is currency-agnostic, so enter the rate in dollars, euros, pounds or anything else and the totals come back in that same currency and value.
Can I use one blended rate for a mixed group?
Yes, and that is the intended use. Enter the average rate across everyone invited. If seniority varies a lot, running the numbers with a higher blended rate gives a more honest picture.
Why do all three inputs have to be positive?
Zero or negative attendees, rate or duration have no real meaning for a meeting, so the calculator rejects them and shows an error rather than a misleading zero or negative cost.
How are the figures rounded?
Total cost, cost per minute and cost per person are each rounded to two decimal places, matching how money is normally displayed. The underlying multiplication uses full precision before rounding.
Is anything I enter stored or sent anywhere?
No. The calculation runs entirely in your browser and nothing is uploaded, so salary figures and headcounts stay on your device.
Learn more
- The true cost of meetings and how to cut it
Why meetings cost more than they look, how to price them with a loaded hourly rate, and practical ways to shrink the bill.
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