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FINANCE & BUDGETING

Meeting Cost Calculator

Turn attendees, duration, prep time, follow-up time, and average hourly cost into person-hours and total meeting cost.

Tool statusRuns in your browser
Preview

Meeting details

Results

Person-hours
6
Meeting-only cost
$247.50
Total cost
$330.00
Cost per meeting minute
$7.33

How it works

  1. Enter your input

    Fill in the values, paste your text, or upload the file this tool works with.

  2. See results instantly

    Most tools update live as you type; a few use a single button. Either way, the result appears right on this page.

  3. Use your results

    Copy, download, or share what the tool produces — you're always in control of the output.

Privacy and processing — Runs locally in your browser. This tool does not upload your input.

What is Meeting Cost Calculator?

A meeting cost calculator multiplies attendee count by meeting, prep, and follow-up time, then applies an hourly cost, to show what a recurring meeting actually costs in people's time.

UNDERSTAND THE TOOL

How to estimate meeting cost

Use this calculator to make the hidden time cost of a meeting visible — not just the hour on the calendar, but the prep and follow-up time it costs everyone who attends.

How the cost is calculated

Total minutes per person
duration + prep + followUp
Person-hours
attendees * totalMinutesPerPerson / 60
Total cost
personHours * hourlyRate
Cost per meeting minute
totalCost / duration

8 attendees, 60-minute meeting, 10 min prep, 5 min follow-up, $50/hour

That's 10 person-hours and $500 total — about $8.33 for every minute the meeting runs.

8 * (60+10+5) / 60 = 10 hours; 10 * 50 = 500; 500/60 = 8.33

Ways to bring the cost down

  • Cut the invite list to only the people who need to make a decision or contribute directly.
  • Shorten the default meeting length before adding more attendees.
  • Replace a status-only meeting with an async update where prep and follow-up time aren't needed at all.

When a meeting is worth the cost

  • A real decision needs to be made that benefits from live discussion.
  • Several people are blocked on the same open question at once.
  • The topic is sensitive enough that a written update would be misread or feel impersonal.

A planning estimate, not payroll

Use an approximate blended hourly rate if exact salaries are private or vary a lot across attendees — the point is comparing a meeting's time cost against its value, not producing an accounting figure.

Frequently Asked Questions

Should I include prep time?

Yes, if people genuinely have to read, write, or prepare something before the meeting — leave it at zero otherwise.

Is this an accounting tool?

No — it's a planning estimate meant to compare a meeting's time cost against its value, not a payroll or billing tool.

Can I use a blended hourly rate for the whole team?

Yes — a single blended rate is usually accurate enough for a practical estimate, even if individual salaries differ.

What does cost per minute tell me?

It's a quick way to see what running the meeting five minutes longer, or shorter, actually costs.

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