Meeting Cost Calculator - Free Tool | WhenWorks

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1. Different attendance lengths when some people join late or leave early “A costly meeting is not automatically a bad meeting.” Fewer meetings, better scheduling.

   In Cost per meeting and efficiency

2. The result is a direct labor estimate, not an accounting statement. It multiplies the number of attendees by the average hourly cost and by the meeting duration expressed in hours. “attendees × average hourly cost × (minutes ÷ 60) = meeting cost” Choose the right hourly input

   In Cost per meeting calculation

3. Choose the right hourly input “Use a loaded hourly cost when you want to include employer-paid taxes, benefits, equipment, and other compensation overhead.” If attendees have very different costs, calculate a weighted average or run separate groups. For example, four people at $50 per hour and two people at $100 per hour have a combined cost of $400 per hour, equivalent to six attendees averaging $66.67 per hour.

   In Cost per meeting calculation

4. What the calculator measures “The result is a direct labor estimate, not an accounting statement.” attendees × average hourly cost × (minutes ÷ 60) = meeting cost

   In Cost per meeting calculation

5. Use an hourly wage when you want a simple payroll estimate. Use a loaded hourly cost when you want to include employer-paid taxes, benefits, equipment, and other compensation overhead. The calculator does not assume a markup because that percentage differs by organization. “If attendees have very different costs, calculate a weighted average or run separate groups.” Worked example

   In Cost per meeting calculation

6. Choose the right hourly input “The calculator does not assume a markup because that percentage differs by organization.” If attendees have very different costs, calculate a weighted average or run separate groups. For example, four people at $50 per hour and two people at $100 per hour have a combined cost of $400 per hour, equivalent to six attendees averaging $66.67 per hour.

   In Cost per meeting calculation

7. What the number leaves out “Preparation, travel, note-taking, and follow-up work outside the scheduled window” The cost of interrupting focused work or delaying another decision

   In Fully loaded outbound cost

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