How to Calculate Meeting Cost
Published 2026-07-14 · Updated 2026-07-14
Meetings feel free because nobody receives a separate invoice, but every meeting uses paid time. Calculating meeting cost helps teams compare the value of a discussion with its labor cost.
Meeting cost formula
Use this formula: meeting cost = attendees x average hourly rate x meeting duration in hours.
For recurring meetings, multiply the single-meeting cost by weekly frequency, then by 52 for an annual estimate.
Example meeting cost
A 30-minute meeting with 10 people at an average hourly rate of $60 costs 10 x $60 x 0.5 = $300 per meeting.
If that meeting happens twice per week, the weekly cost is $600 and the annual cost is about $31,200.
What number should you use for hourly rate?
For a rough estimate, use average hourly salary. For business planning, loaded cost is more accurate because it can include benefits, payroll taxes, equipment, software, and overhead.
The goal is not to eliminate every meeting. The goal is to make meeting time intentional, useful, and appropriately sized.
Quick Summary
Multiply attendees by hourly rate and duration. Recurring meetings can become surprisingly expensive over a full year.