Meeting Cost Calculator
Add the people in the room by role and salary, then start the clock. The cost ticks up second by second, and the planned length shows the cost before you begin.
Worked examples
A team of five
2 people on £30,000 and 3 on £45,000, 20% employer costs, 1,600 hours
£146.25 an hour
The first pair cost £45.00 an hour together and the second three cost £101.25. A 30 minute meeting costs £73.13.
A long workshop
8 people on £40,000, 25% employer costs, 1,650 hours, 90 minutes
£363.64
The room costs £242.42 an hour.
Halving the meeting
A 60 minute meeting for the team of five cut to 30 minutes
Saves £73.13
Halving the time halves the cost.
About Meeting Cost Calculator
Meetings feel costless because nobody pays for them separately, but every person in the room is costing the business their pay while they are there. Six people on average salaries in a one hour meeting can cost the business several hundred pounds. Seeing the number is often enough to ask who really needs to be there, whether it needs the full hour, and whether an email would do just as well.
Add a line for each role with the number of people and a typical salary. The calculator turns each salary into a cost per hour using the working hours in a year, adds employer costs such as National Insurance and pension, and multiplies by the number of people. Before the meeting it shows the planned cost and the saving from a shorter version. During it, press start and the cost ticks upwards second by second, which is a gentle way to keep a discussion on track.
How to use Meeting Cost Calculator
- Add each role, how many people are attending and a typical yearly salary.
- Set the employer costs percentage and the working hours in a year, or keep the defaults.
- Enter the planned length of the meeting to see its cost before you start.
- Press Start the clock when the meeting begins, and Pause or Reset when it ends.
Common uses
- Showing a team what recurring meetings cost
- Deciding who needs to attend
- Keeping a workshop or board meeting to time
- Comparing a long meeting with a short one
Sources
Last reviewed 18 October 2026.
Frequently asked questions
How is the cost per hour worked out?
Each salary is multiplied by one plus the employer costs percentage, divided by the working hours in a year, then multiplied by the number of people in that role. The results for all the roles are added together.
How many working hours are in a year?
A full-time employee working 37.5 hours a week for 52 weeks has 1,950 hours, but after holidays and bank holidays about 1,650 hours are worked. That is the default, and you can change it.
Why add employer costs?
The business pays more than the salary. Employer National Insurance, pension and equipment add roughly 15% to 30%, so 20% is a reasonable starting figure.
Does it include the time to prepare?
No. Only the time spent in the meeting is counted. Preparation and travel are extra, so the true cost is higher.
Does the clock keep running if I leave the page?
No. The clock only runs while the page is open, so keep it open on a shared screen for the length of the meeting.