Meeting cost calculator
A meeting costs the combined hourly pay of everyone in the room, multiplied by how long it runs. An annual salary becomes an hourly rate by dividing it by paid hours per year, 2,080 for a 40-hour week. Enter your attendees below to see what one meeting costs and what it costs over a year.
Free, no signup. Runs in your browser; nothing you enter is sent anywhere.
$72.12/hour each · $288.46 per meeting
$67.31/hour each · $67.31 per meeting
$96.15/hour each · $96.15 per meeting
Cost per meeting
$451.92
6 people · $7.53 a minute
Cost per year
$23,500
52 meetings · 312 person-hours
Live meter
$0.00
0:00 elapsed
#The method
How the cost of a meeting is calculated
Group the attendees by role, give each group a salary or an hourly rate, and say how many people are in it. An annual salary is turned into an hourly rate by dividing by paid hours per year. The default is 2,080, which is 40 hours a week for 52 weeks. Change it if your team works a different week.
The cost per meeting is each group's hourly rate times its headcount, added up, times the length in hours. The yearly figure multiplies that by how many times the meeting happens: 260 for every weekday, 52 weekly, 26 every two weeks, 12 monthly and 4 quarterly. Every two weeks is 26 times a year, not 24, because a year has 52 weeks rather than 48.
Salary is not the whole cost of an employee, because benefits, payroll taxes and overhead are on top. The cost multiplier adds them: 1 counts salary only, and 1.3 adds 30%. The calculator does not guess a figure for you. Your finance team can give you the fully loaded cost per person, and that divided by salary is your multiplier.
- Hourly rate, from a salary
rate = annual salary ÷ paid hours per year2,080 = 40 hours × 52 weeks. An hourly rate is used as entered.
- Cost per meeting
cost = Σ (people × rate) × multiplier × minutes ÷ 60Summed over every attendee group.
- Cost per year
yearly = cost per meeting × meetings per yearWeekly 52, every two weeks 26, monthly 12, every weekday 260.
#Questions
Frequently asked questions
- How do you calculate the cost of a meeting?
- Add up the hourly cost of everyone attending and multiply by the meeting's length in hours. For salaried staff, the hourly cost is the annual salary divided by paid hours per year, usually 2,080. Six people averaging $75 an hour cost $450 for a one-hour meeting.
- How many hours a year should I use to convert a salary?
- 2,080 is the standard figure for a full-time 40-hour week: 40 hours times 52 weeks. Use your own number if your team works a different schedule. A 37.5-hour week is 1,950 hours.
- Should I include benefits and overhead?
- If you want the full cost to the company, yes. Set the cost multiplier to your fully loaded cost per person divided by salary. Leave it at 1 to count salary alone, which understates the cost.
- How many times a year does a biweekly meeting happen?
- 26 times. A meeting every two weeks happens 52 ÷ 2 = 26 times a year. Twice a month is a different schedule, 24 times a year, and is easy to confuse with it.
- Is the salary information I enter stored?
- No. The calculation runs in your browser and nothing is sent to a server. If you copy a link, your inputs travel inside that link, so share it only with people you would show them to.
#How Kavanah does it
How Kavanah makes a meeting produce work
Kavanah's team chat has built-in video and audio calls. A call can be recorded, and the recording is transcribed and turned into notes and then into tasks. The meeting ends with work items that have owners, not a recap nobody reads.
Workspaces that use Google Meet can switch on transcript import, so those meetings go through the same notes-to-tasks step.
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