Meeting Cost Calculator
Meeting Cost
375
Per Meeting
1,625
Per Month
19,500
Per Year
260 hrs
Person-Hours/yr
What is a Meeting Cost Calculator?
A meeting cost calculator translates the time spent in meetings into a real dollar figure by factoring in the number of attendees and their average hourly compensation. Meetings are often the single largest discretionary expense on a corporate calendar, yet their cost is rarely made visible.
By showing the per-meeting, monthly, and annual cost alongside total person-hours consumed, this tool helps teams make more intentional decisions about which meetings are worth holding — and which can be an email.
How to Use This Tool
- Attendees: Enter the total number of people who will attend the meeting.
- Average hourly rate: Enter the average fully-loaded cost per person per hour (salary + benefits).
- Duration: Set the meeting length in hours and minutes.
- Frequency: Select how often the meeting recurs to see monthly and annual cost projections.
- Review results: The calculator shows cost per meeting, per month, per year, and total person-hours consumed annually.
Frequently Asked Questions
Why calculate meeting costs?
Meetings are often the most expensive item on the corporate calendar. A 1-hour meeting with 10 people at $75/hour costs $750 in salary time alone — before opportunity cost. Quantifying cost encourages shorter, more focused meetings.
What hourly rate should I use?
Use the fully-loaded cost (salary + benefits + overhead), typically 1.25–1.5× base salary. For a mixed group, use the average. If unsure, $75–$100/hour is a reasonable estimate for professional roles in Western markets.
How much do unnecessary meetings cost companies?
Research suggests unnecessary meetings cost US companies over $37 billion per year. The average employee spends 31 hours per month in unproductive meetings. Even eliminating one recurring meeting per week can save thousands annually.
How can I make meetings more cost-effective?
Keep invite lists small (only decision-makers), set a clear agenda, time-box discussions, use async communication for status updates, and consider whether the meeting could be an email.
Why This Matters
A 1-hour weekly meeting with 8 people at $75/hr costs over $31,000 per year. Reducing meeting time, attendees, or frequency has significant financial impact.