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Meeting Cost Calculator
Estimate the true cost of a meeting from headcount, salary, and duration.
Estimated cost
Estimate the true cost of a meeting
This free meeting cost calculator estimates cost from attendees, average salary, duration, weekly cadence, and an overhead multiplier. Use it before you book another recurring forum — or when you need a case for shorter agendas.
Salary alone understates cost. Benefits and fully loaded time matter. The default 1.3 multiplier is a simple stand-in for overhead; adjust it to match your finance norms.
How to read the numbers
“This meeting” is the single-session estimate. Weekly and yearly figures assume the same cadence for 48 work weeks. If the meeting is biweekly, cut the weekly input accordingly.
High cost is not always bad — expensive decisions can be worth it. High cost with no decisions or owners is the problem. Pair this calculator with better agendas and follow-up.
Spend less by closing the loop
Meetings get cheaper when they produce owned outcomes and do not need a redo. MinutesLoop helps teams keep commitments visible until done so you are not paying again to rediscover the same open items.
FAQs
What’s the formula?
Hourly rate = (annual salary ÷ 2,080) × overhead. Meeting cost = attendees × hourly × (minutes ÷ 60).
Is the meeting cost calculator free?
Yes. Estimate meeting cost in your browser with no signup.
Why divide by 2,080?
2,080 is a common estimate of working hours in a year (40 × 52). Adjust salary inputs if your org uses a different basis.
What overhead multiplier should I use?
1.3 is a reasonable default for salary plus benefits. Use your finance team’s fully loaded rate if you have one.
Does this include opportunity cost?
No — only loaded people-time. Opportunity cost of delayed work is extra and usually larger for poorly run meetings.
How do I lower meeting cost?
Fewer attendees, shorter duration, clearer agendas, and follow-up that prevents repeat meetings on the same open actions.
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