Free meeting economics tool
Meeting Cost Calculator
See the payroll cost of everyone in the room, the productive value displaced by the meeting, and the annual cost when that meeting repeats.
Simple meeting cost
Per meeting + annualizedPrice the time committed to the meeting
Meeting time
Cost of time
Recurrence & break-even value
Cost logicPayroll cost and opportunity cost are shown separately. Total economic cost = payroll cost + the incremental productive value you entered. Do not enter an opportunity value that already includes payroll cost, or the same cost may be counted twice.
Advanced meeting cost
4 attendee groupsModel different attendee groups
Meeting structure
Attendee groups
GroupAttendeesLoaded payroll / hrIncremental opportunity value / hr
$
$
$
$
$
$
$
$
Organizer work outside attendee time
Break-even value
Advanced methodEach attendee group is priced using its own loaded payroll rate and incremental opportunity-value rate. Participant time includes meeting duration, prep/follow-up and waiting time. Organizer work outside the attendee time is added separately. Annual cost uses meetings per month × 12.
Attendee cost breakdown
Includes meeting, prep/follow-up and waiting timeCost by attendee group
| Group | Attendees | Hours committed | Payroll cost | Opportunity cost | Economic cost | Share of meeting cost |
|---|
Duration sensitivity
Attendees, prep and recurrence held constantCost as meeting length changes
| Meeting length | Cost / meeting | Monthly cost | Annual cost | Annual hours committed |
|---|
Attendance sensitivity
All attendee groups scaled proportionallyCost if attendance is reduced or expanded
| Attendance level | Approx. attendees | Payroll cost | Opportunity cost | Economic cost / meeting | Annual cost |
|---|
Recurrence sensitivity
Cost per meeting held constantAnnual cost at different meeting frequencies
| Meetings / month | Meetings / year | Annual economic cost | Annual hours committed | Annual value hurdle |
|---|
Scope
A costly meeting can still be worthwhile
Payroll cost is an accounting-style estimate of labor time committed to the meeting. Opportunity cost is more subjective and should represent only incremental value displaced beyond payroll, otherwise the same labor cost may be counted twice. A meeting that prevents a costly mistake, speeds a decision, wins revenue or coordinates critical work may create value far above its cost. Use the calculator as a decision hurdle, not as proof that meetings should be eliminated.