How to use the meeting cost calculator
The formula
Meeting cost = attendees × average hourly cost × meeting length in hours. If the meeting repeats weekly, yearly cost = meeting cost × 52.
What hourly cost should I use?
Use a blended average of attendees' hourly cost to the company. A quick estimate: annual salary ÷ (hours per week × 52) — e.g. a $104,000 salary at 40 hours/week is about $50/hour. For a fully loaded figure, first run the salary through the True Employee Cost Calculator and divide by annual hours.
Why calculate meeting cost at all?
It is not about banning meetings — it is about sizing them. If a weekly one-hour meeting with eight senior people costs more per year than a hire, it may be worth shortening it, making it fortnightly, or sending a summary to half the invite list instead.
Example
5 people at $50/hour for 1.5 hours = $375 per meeting — and if it runs weekly, $19,500 per year.
Frequently asked questions
How much does a 1-hour meeting with 5 people cost?
At an average of $50/hour per person: 5 × $50 × 1 = $250 per meeting.
How do I estimate an attendee's hourly cost?
Divide annual cost by annual working hours. $100,000 over 2,000 hours is $50/hour. Use the True Employee Cost Calculator if you want employer on-costs included.
Does this include preparation and follow-up time?
Only if you add it to the meeting length. Many teams add 15–30 minutes per attendee for prep and actions when estimating.
What is a reasonable meeting budget?
There is no universal figure, but if recurring meetings consume more than about 15–20% of a team's paid hours, most organisations find savings by auditing the calendar.
More free tools
True Employee Cost Calculator
Salary is only the starting point. Add employer pension, insurance, payroll taxes, and fixed costs to see what an employee really costs.
Overtime Pay Calculator
Work out weekly, monthly, and annual pay with overtime hours at time-and-a-half (1.5×) and double time (2×).
Pro-Rata Salary Calculator
Convert a full-time salary to a part-time equivalent by FTE fraction or days per week — with the hourly rate included.
Annual Leave Calculator
Calculate entitled annual leave or PTO days and hours for part-time staff, part-year joiners, and leavers.
Pay Rise Calculator
Apply a percentage pay rise or work backwards from a target salary, with monthly and hourly differences shown.
Headcount Budget Planner
Plan your people budget: add roles, headcount, average salaries, and on-costs to get a total annual budget.