Meeting Cost Calculator

See what your meetings actually cost. Per session, projected over the year, and a read on whether it's earning its time. Free, no signup.

people
Average compensation
$ /yr
Overhead Benefits, taxes, and overhead typically add 30% to salary cost
How often does this meeting happen? Used for the annual cost projection
Per meeting
$0
5 people, 1 hour
Annual cost
$0
Running daily, 5× per week
Cost per minute
$0
Every minute of this meeting

How to calculate meeting costs

Most tools use a simple formula: hourly rate × attendees × duration. That's a start, but it's not the full picture. Employers don't just pay salaries. Benefits, payroll taxes, and overhead typically add 30-40% on top of base pay. A $120K employee costs closer to $156K when you account for what the company actually spends.

The formula this tool uses: (hourly rate × 1.3 overhead) × attendees × duration in hours. If you're entering annual salary, that gets divided by 2,080 - the standard number of working hours in a year. The result is the true cost of the time in that room.

$19,500
What one weekly 1-hour meeting with 5 people at a $120K average salary costs per year, overhead included. Most calendars are carrying several of these.

The per-meeting cost is useful. The annual projection is the number that makes people act. A $300 weekly standup sounds manageable; running every week of the year it's $15,600, and recurring meetings almost never get audited against a number like that, because the number never appears anywhere.

The annual number is the one that changes behavior.

A 1-hour meeting with 5 people at an average $120K salary costs about $375, overhead included. Run it weekly and you're spending $19,500 a year on that one meeting. Daily, and you're past $97,000.

Meetings that produce decisions and real momentum earn their cost. The ones that don't are easy to spot: the weekly check-in that quietly became a status update, or the sync that should have been a message.

The annual projection is the gut check. If you can't say what that meeting produces that's worth the number, you have your answer.

Frequently asked questions about meeting costs

It depends on who's in the room. A 1-hour meeting with 5 people at an average salary of $80K costs around $250, overhead included. At $120K average, it's around $375. At $200K average (common in senior leadership and engineering teams), it's around $625. The typical range is $150 to $800, depending on headcount and seniority.
A 15-minute standup with 8 people at $120K average salary costs about $150 per session, overhead included. Running daily, 5 times a week, that's roughly $39,000 per year. Most teams don't think of their standup as a $39K annual line item. Plug your numbers in above to see your exact figure.
Divide annual salary by 2,080 - the standard number of working hours in a year (52 weeks × 40 hours). A $120,000 salary works out to about $57.69 per hour. With 30% overhead for benefits and employer taxes, the true cost per hour is around $75. The calculator handles this conversion automatically when you enter an annual salary.
Look at cost per person, per meeting. Under $25 per person is lean. $25–75 is typical for a working session or team sync. Over $75 warrants a harder look - not because it's automatically wrong, but because the meeting should be producing something concrete worth that cost. Over $150 per person is a significant use of organizational time. It should have a decision or deliverable attached.
When overhead is enabled (the default), the calculator adds 30% to account for employer payroll taxes, health benefits, retirement contributions, and workspace costs. These are real costs the company bears on top of salary. A $100K salary typically costs the employer $125,000–$140,000 all-in. Most meeting cost calculators skip this, which means they're underestimating the true cost by 25–40%.
Three levers: attendees, duration, and frequency. Removing one senior person from a recurring meeting often saves more than cutting 15 minutes off it. Shortening a weekly 60-minute sync to 30 minutes cuts cost by 50% immediately. Shifting from weekly to bi-weekly halves the annual spend. Try adjusting the inputs in the calculator to see what the savings actually look like in dollars.
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Now go fix the meeting.

The Meeting Toolkit ($9) is three templates that close the gap the calculator just opened: a Rolling Agenda so recurring meetings actually close items, a Workshop Agenda Builder that plans sessions minute-by-minute, and a RADI Log that tracks risks, assumptions, decisions, and issues in one place. Works in Google Sheets and Excel. One-time download.

Get the Meeting Toolkit →