Meeting cost calculator: see what every meeting really costs
Add attendees by role and salary or hourly rate, pick your currency and how often the meeting repeats, and see the cost per meeting, per month and per year. Run a live meter during the call, then share a link, a meeting receipt or a PDF report. Free, no account needed.
Fix the highlighted fields to see the cost.
Cost breakdown
| Group | People | Hourly each | This meeting |
|---|
Vizitor's meeting room booking system shows live room availability, syncs with Google and Outlook calendars, and releases rooms automatically when nobody shows up.
See meeting room booking →The meter adds up cost second by second. If someone joins or leaves, only the time after that change uses the new rate.
- Start the meter to log the meeting.
Your meeting receipt is ready
Tell us where to send meeting and workplace tips. Your download starts right after.
Your download has started
Drop the receipt into the meeting invite, your team chat or the next "could this be an email?" conversation.
Vizitor's meeting room booking system lets people book a room in a tap, syncs with Google and Outlook calendars, and frees up rooms that nobody turns up to.
How to calculate the cost of a meeting in 3 steps
Describe the meeting
Enter how long it lasts and how often it happens: once, daily, weekly, every two weeks or monthly. Give it a name if you want it on the receipt.
Add who is in the room
Add one row per role or pay level with the number of people and an annual salary or hourly rate. Choose your currency, working hours per year and, if you like, an overhead multiplier for the full cost of employment.
Share the number
Copy a summary or a link for your team chat, download a meeting receipt image or a one-page PDF report, or start the live meter when the meeting begins and watch the cost add up.
How is meeting cost calculated?
1. Hourly rate for each person
Hourly rate = annual salary ÷ working hours per year. The default is 2,080 hours (40 hours × 52 weeks); change it if your team works different hours. If you enter an hourly rate, it is used as it is.
2. Cost of one meeting
Cost = sum of (hourly rate × people in each group) × overhead multiplier × duration in hours. Example: 6 people at an average of $47.56 an hour in a 30-minute meeting cost about $142.69.
3. Overhead (loaded cost)
Employers pay more than salary: benefits, payroll taxes, equipment and office space. A multiplier of 1.25 to 1.4 is a common rough estimate. Leave it at 1.0 to count salary only, or use the figure your finance team uses.
4. Recurring meetings
Yearly cost = cost per meeting × meetings a year (daily = 260 working days, weekly = 52, every two weeks = 26, monthly = 12). Monthly cost = yearly ÷ 12. People-hours are counted the same way.
What drives up the cost of a meeting?
Headcount, not just time
A 30-minute meeting with 10 people uses 5 people-hours, the same as a 5-hour meeting with one person. Every extra invitee adds their full hourly cost.
Loaded cost, not just salary
Salary leaves out what an employer pays on top of it. Turn on the overhead multiplier to see a fuller estimate of what the time really costs your organisation.
Meetings that run over
A 30-minute meeting that runs to 45 minutes costs 50% more than planned. The live meter shows the real figure as the minutes pass.
Recurring meetings compound
A weekly meeting happens 52 times a year and a daily stand-up around 260 times. Small savings per meeting become large savings per year, which the calculator shows for you.
People who don't need to be there
Anyone invited "just in case" adds their cost whether or not they contribute. Inviting fewer people, and sharing notes with the rest, is often the quickest saving.
Lost focus time
The figure here is the cost of people's time in the room. It does not include the focused work that gets interrupted around a meeting, so treat it as a minimum.
Who uses a meeting cost calculator?
Managers and team leads
Check whether a weekly status meeting is worth its yearly cost, and make the case for a shorter or less frequent slot.
Founders and finance teams
Put a figure on the company's recurring meetings, with loaded cost, and compare it with what the time could be used for instead.
Engineering and product teams
Price stand-ups, planning and review sessions, and see how much focus time they take out of the week in people-hours.
HR and people teams
Bring real numbers to meeting-culture and "no meeting day" discussions, using salary bands rather than individual salaries.
Distributed and global teams
Work in US dollars, euros, pounds, rupees, Australian, Canadian or Singapore dollars, or UAE dirhams, with the right number format for each.
Workplace and facilities teams
Meeting time and meeting rooms go together. Knowing what meetings cost helps when deciding how many rooms and which booking rules you need.
How to reduce the cost of meetings
Shorten the default
Book 25 or 50 minutes instead of 30 or 60. The calculator shows what 5 or 10 minutes saves per meeting and per year for your exact meeting.
Invite fewer people
Keep the people who need to decide or contribute, and send notes or a recording to everyone else. Removing one person from a recurring meeting saves their share every time it runs.
Meet less often
Try a weekly meeting every two weeks, or a daily stand-up three times a week, with written updates in between. Compare the yearly cost of each option in the PDF report.
Start with an agenda and a goal
Send the agenda and the decision you need in advance, start on time and end as soon as the goal is met. Use the live meter to keep the meeting honest.
Counting meeting cost vs. running meetings well
- Estimates the cost of one meeting
- Projects monthly and yearly cost
- Runs a live cost meter
- Shares a link, receipt or PDF report
- Suggests ways to cut the cost
- Shows live room availability
- One-tap room booking
- Two-way sync with Google and Outlook calendars
- Releases rooms when nobody shows up
- Shows how your rooms are really used
The calculator tells you what your meetings cost. Vizitor helps the meetings you keep find the right room, without double bookings. See meeting room booking.
Trusted by 500+ workplaces worldwide · 4.8/5 on Capterra · 4.3/5 on G2
Make the meetings you keep run better
Vizitor's meeting room booking system lets people find and book a free room in seconds, syncs with Google and Outlook calendars, and frees up rooms nobody turns up to. It also runs visitor check-in at your front desk.