Meeting Cost Calculator
Free meeting cost calculator: see what a meeting costs from the number of people, their hourly rate, and the length, with a live cost timer.
Describe the meeting
Enter who is in the room, their average hourly rate, and how long the meeting runs.
The price of this meeting
Count every attendee
Count everyone who attends, including people who only listen. Their time still has a cost.
Recurring meetings add up
A weekly recurring meeting multiplies fast. Use the annual figure to decide if it earns its place.
Make the cost visible
Start the live timer at the top of the call to make the running cost visible to everyone in the room.
How the meeting cost is calculated
The number of attendees times their average hourly rate is the cost per hour in the room. Scaled to the meeting length, that is the cost of one meeting; multiplied by how often it recurs, it is the annual cost.
Meetings are only part of where time goes. Sandtime.io shows where hours actually land across projects and clients, so you can protect the time that pays.
Meeting cost questions
How is the cost worked out?
Headcount times the average hourly rate, prorated to the minutes the meeting runs. The annual figure multiplies one meeting by how often it recurs and by 52 weeks.
Which hourly rate should I use?
Use a loaded cost per hour rather than salary alone. If the attendees would otherwise be doing billable work, their billing rate is the more honest number, because that is the revenue the meeting displaces.
Does an expensive meeting mean a wasteful one?
No. It prices the time in the room, which is the part a calculator can know. A meeting that prevents a week of rework is cheap at twice the number; a status meeting nobody reads is not.
What do I do with the annual figure?
Compare it with what the same hours would earn as client work. That comparison is only real if you know where the hours currently go, which is what a time record shows.
See where the hours really go
Sandtime.io turns tracked time into clear reports on projects, clients, and cost, so meetings and other time sinks are easy to spot. Free for unlimited users, without surveillance.