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Guide1 min readUpdated August 26, 2026

How to calculate meeting cost

Short answer

Meeting cost is participants multiplied by duration in hours multiplied by average hourly rate. For recurring meetings, multiply the per-meeting cost by meetings per week and weeks per year to estimate annual cost and annual participant hours.

The simple formula

cost per meeting =
  participants x (duration minutes / 60) x average hourly rate
Meeting cost formula
Try it: Meeting Cost CalculatorEnter attendees, duration, hourly rate, and cadence to calculate meeting cost locally.Open tool
  • Use a blended hourly rate when the meeting includes mixed roles.
  • Use weeks per year to account for holidays, shutdowns, and seasonal schedules.
  • Track participant hours as well as money; a low-cost meeting can still consume a lot of team time.
  • Treat the output as a planning estimate, not payroll or accounting advice.

References

Questions

What hourly rate should I use?

Use a rough blended hourly rate for the people attending. The goal is prioritization, not payroll precision.

Does this include opportunity cost?

No. It estimates direct meeting time only. Context switching, preparation, follow-up, and opportunity cost can be considered separately.

Does this send my data anywhere?

No. Utilumo's developer tools parse and transform input inside the browser tab. Nothing is uploaded, stored, or logged.

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