Estimate Meeting Time and Team Cost

Use this calculator

Estimate the combined participant time used by a meeting and an indicative team cost. Use the calculation to compare meeting options, not to measure value or productivity.

Formula and units

Participant hours = attendees × duration in minutes ÷ 60. Indicative cost = participant hours × average fully loaded hourly cost.

Worked example

Six attendees × 45 minutes ÷ 60 = 4.5 participant hours. At £30/hour, indicative team cost = £135.

Inputs and limits

• Number of attendees: 1 to 10000 (whole numbers only).
• Meeting duration (minutes): 0 to 10080.
• Average fully loaded participant cost (£/hour): 0 to 1000000.

The upper bounds are practical input limits for this tool, not professional standards. Enter decimal numbers using a point, without currency symbols, commas or scientific notation.

Assumptions and interpretation

Assume every attendee attends for the whole duration and uses the same average hourly cost. Use your organisation’s agreed cost basis, which may include employment overheads. This is not necessarily a payroll amount or cash saving. It excludes preparation, travel and follow-up time. Shorter meetings are not automatically better; compare outcomes and participant needs. A zero duration or rate gives a deliberate zero result.

Rounding and data handling

Calculations use the entered values before rounding. Results display to two decimal places. A tiny non-zero result may display as 0.00; review the input units and magnitude. Financial figures are indicative, not accounting entries. Inputs are processed in browser memory only: this calculator does not submit or store them, and reset or reload clears them. Ordinary website page requests still occur. Do not enter personal or confidential information. Without JavaScript, use the formula and worked example above manually.

These are original RDE planning calculators. Related reading provides context, not validation or endorsement of the formulas or input limits.