Meeting cost calculator
Meeting cost calculator
A meeting costs the number of attendees times their hourly cost times its length. Enter how many people attend, what an hour of their time costs and how long the meeting lasts; the calculator shows the cost of one meeting and, for a recurring meeting, the cost over a year. Use salaries instead of hourly rates if that is easier. Nothing you type leaves the page.
Calculate the cost of a meeting
- One meeting costs
- $150.006 people × 30 min
- A year
- $7,80052 meetings
- Time spent a year
- 156 person-hoursAbout 0.07 working years
Cutting this meeting by 15 minutes saves about $3,900 a year. Sending a written summary to the people who only need the decisions, instead of inviting them, saves their whole share.
Runs entirely in your browser. Rates and salaries are not sent or stored anywhere, and they disappear when you leave the page.
How do you calculate the cost of a meeting?
Multiply the number of attendees by their hourly cost and by the meeting's length in hours. For a recurring meeting, multiply that by the number of meetings a year. With groups at different rates, work out each group and add them up.
| Meeting | Cost |
|---|---|
| 6 people at $50 an hour, 30 minutes | 6 × $50 × 0.5 h = $150 per meeting |
| The same meeting every week | $150 × 52 = $7,800 a year |
| 8 people at $75 an hour, 1 hour, every working day | 8 × $75 × 1 h × 260 = $156,000 a year |
| 4 people at $60 and 2 at $120, 45 minutes | (4 × $60 + 2 × $120) × 0.75 h = $360 per meeting |
How to use the meeting cost calculator
- Enter the attendees. Type the number of people. Add a second group when some attendees cost more or less per hour, for example managers and engineers.
- Enter the hourly cost. Use the fully loaded cost of an hour of work, or switch the rate to per year and type an annual salary; it is divided by working hours a year (2,080 by default).
- Set the length and preparation. Pick the meeting length. Add preparation time per person if attendees read documents or prepare slides beforehand.
- Choose how often it repeats. Pick weekly, every two weeks, monthly or every working day to see the cost over a year, and adjust the number of meetings a year for holidays.
How to make meetings cost less
Shorter by default
A 25- or 50-minute default instead of 30 or 60 cuts the cost of every meeting by a sixth. The calculator shows what 15 minutes less saves a year.
Fewer attendees
Invite the people who decide or do the work. Send the others the decisions and action items afterwards.
A clear agenda
An agenda sent in advance lets people prepare and end early. Use a consultation agenda template as a starting point.
In Meeto, a host on the Pro or Team plan can turn on an AI summary that captures the summary, decisions, action items and a transcript, so people who only need the outcome can skip the call. Plans and limits are on the pricing page.
Frequently asked questions
What hourly rate should I use?
For a company, the fully loaded cost of an hour: salary plus employer taxes, benefits and overheads, divided by working hours. Many teams use a round figure per role. The calculator is only as accurate as the rate you enter.
How does the calculator convert a salary to an hourly rate?
It divides the annual salary by working hours a year, 2,080 by default (40 hours × 52 weeks). Change that number to match your country's working hours or to subtract holidays.
How many meetings a year does a weekly meeting have?
The calculator starts from 52 for weekly, 26 for every two weeks, 12 for monthly and 260 for every working day (5 days × 52 weeks). Lower the number to leave out holidays and cancelled meetings.
Does the result include the time lost switching tasks?
Only if you add it as preparation time per person. The calculator counts the minutes you enter; it does not add estimates of its own.
Try your first browser meeting
Create a room, share the link and invite someone to join you.