Meeting Cost Calculator

Quantify the financial impact of recurring meetings to prioritize agendas, guest lists, and async alternatives.

Number of attendees

Average hourly cost per attendee ($)

Use fully loaded rate including benefits if available.

Meeting length (minutes)

Meetings per week

Enter 0 for one-off meetings.

Additional overhead (%)

Add extra costs (software, facilities) or set to 0 if not needed.

Meeting Cost Overview

Cost per meeting

$528

Weekly cost

$1,056

Annual cost

$54,912

Total people-hours spent annually: 832 hours. That is the equivalent of 20.8 full work weeks.

Include decision makers, optional attendees, and recurring guests to capture the full cost.

Multiply salary by 1.2–1.4 to include benefits, taxes, and overhead. Alternatively use billable hourly rates.

Multiply per-meeting cost by frequency to see annual impact. Identify which meetings merit agendas, async updates, or cancellation.

Cost per Meeting = Attendees × Length (hours) × Hourly Cost × (1 + Overhead%)

Weekly Cost = Cost per Meeting × Meetings per Week

Annual Cost = Weekly Cost × 52

Example: 8 people × 1 hour × $55 with 20% overhead → $$528 per meeting. Twice per week costs $1,056 weekly and $54,912 annually.

Meetings are necessary but often bloated. Use cost visibility to keep them focused and valuable.

Yes. Add prep hours to the meeting length or overhead so the cost reflects total effort, not just time in the room.

Use their billable rate or estimate cost based on contract terms. The goal is to quantify the value of everyone’s time.

For a precise model, average the rates or calculate separate groups (execs vs. individual contributors) and sum the results.

The cost framework is the same. Optionally add software or hardware rental fees to the overhead percentage.