Meeting Cost Calculator

Live Meeting Timer

00:00.00

$0.00

$0.07/second

Planned Meeting Cost

Total Cost

$250.00

for 60 minutes

Per Minute

$4.17

Per Hour

$250.00

Display Settings

Choose a color theme for the cost display

Attendees

2 Small team All-hands 50

Average Hourly Rate

$
$15 Entry Senior $200

Salary to hourly (approx):

Meeting Duration

min
15m Quick sync Deep work 3 hrs

Meeting Efficiency Tips

  • • Have a clear agenda before the meeting
  • • Only invite essential participants
  • • Default to 25 or 50 minutes instead of 30/60
  • • Consider if an email or async update would work

How to Calculate Meeting Costs

1

Adjust Display Settings (Optional)

Before you start, you can choose how meeting costs are displayed.

Display settings let you pick a visual theme for the live cost counter, from neutral and professional to more attention-grabbing styles.

2

Set the Number of Attendees

Enter how many people will attend the meeting. Every attendee adds to the total cost, regardless of whether they actively speak or simply listen.

Use the presets for common team sizes or adjust the slider to match your actual headcount.

3

Estimate the Average Hourly Rate

Enter the average hourly cost per attendee. If you don't know exact rates, use the salary-to-hourly estimates as a reference.

For meetings with mixed seniority, using an average rate provides a realistic picture of the overall cost.

4

Set the Meeting Duration

Choose the planned meeting length. Even small differences matter. A meeting that runs 60 minutes instead of 30 doubles the cost instantly.

Selecting shorter defaults can significantly reduce total meeting spend over time.

5

Use the Live Meeting Timer

Start the live timer when the meeting begins to track the actual cost in real time.

The display updates continuously, showing cost per second, per minute, and total cost.

Frequently Asked Questions

How is the meeting cost calculated?
Meeting cost is calculated using a simple formula: Number of attendees × Average hourly rate × Meeting duration (in hours). This represents the total labor cost of everyone attending the meeting instead of doing other work. However, it doesn't include indirect costs like lost productivity or follow-up work, which means the real cost is often higher.
How do I convert a salary to an hourly rate?
A common method is to divide annual salary by 2,080 hours (52 weeks × 40 hours). For example, a $75,000 salary works out to about $36 per hour. For a more realistic "fully loaded" rate, many teams add 20–30% to account for benefits, taxes, and overhead.
Why track meeting costs?
Because meetings feel free, but they're not. Tracking costs helps teams be more intentional about when to meet, who really needs to attend, and how long meetings should last. This way, it'll reduce unnecessary meetings and free up hours for actual work.
Is this meeting cost calculator free?
Yes. The meeting cost calculator is completely free and doesn't require a sign-up. You can use it as often as you like to plan meetings, run live timers, or review costs after the fact.
How can I reduce meeting costs?
Start by inviting only essential participants. Shorten meeting lengths where possible and default to 25 or 50 minutes instead of 30 or 60. Use clear agendas, end early when goals are met, and consider async alternatives like email updates or recorded videos.
Does this include the cost of preparation and follow-up?
No. The calculator only measures time spent in the meeting itself. Prep time, context switching, and follow-up work are real costs but harder to measure. Treat the displayed number as a conservative estimate.
Should I include contractors or external attendees?
Yes, if they're being paid for their time. Include their hourly or billable rate to get a more accurate total cost. For clients attending a meeting, you may choose to exclude them if you're only measuring internal cost.
Is a higher meeting cost always bad?
Not necessarily. Some meetings are expensive because they involve senior decision-makers, and that can be appropriate. The goal isn't to eliminate meetings, but to make sure the cost matches the value of the outcome.
Can this be used for planning future meetings?
Absolutely. Use it before scheduling recurring meetings to understand their ongoing cost. Seeing a weekly meeting add up to thousands per month has a funny way of sharpening priorities.