Meeting Cost Calculator

About this tool

A one-hour meeting with ten people looks like a single calendar slot but consumes ten working hours. Putting headcount, rates and frequency on one line makes it much easier to decide whether to meet at all or cut it to thirty minutes.

Eight people for 90 minutes at 120 per hour is 1,440 in labour; add 200 for the room and one meeting costs 1,640. Four a month is 6,560 and a year is 78,720, equal to 656 hours of one persons work.

What it does

• Three inputsHeadcount, rate and duration entered separately Every number shown here maps to a field on the form, so changing one value recomputes the rest. The units are printed next to each input, which saves most of the usual mistakes.
• Extra chargesRoom and equipment added per meeting The main figures sit at the top of the result panel and the breakdown sits below it, so you can read the conclusion first and audit the steps afterwards. Nothing you type leaves the browser.
• Period totalsMonthly and yearly totals together All arithmetic runs locally in the page. There is no request to a server, no account, and no saved history once the tab is closed. Use the example button if you want a set of values that is known to work.
• Per attendeeShows cost per attendee Intermediate quantities are kept in the detail table. When a total looks wrong, tracing back through those rows is much quicker than staring at the headline number alone.
• Hours equivalentConverts to equivalent working hours The formula is written out in the notes rather than hidden behind a label, so you can check it against a spreadsheet or a textbook. Values are rounded only for display.
• Zero valuesZero-cost fields are accepted Inputs are validated before any calculation starts. Empty or impossible values produce a short explanation instead of a zero, a NaN, or a made-up answer.

How to use it

1. Start by filling inenter the attendee count The main figures sit at the top of the result panel and the breakdown sits below it, so you can read the conclusion first and audit the steps afterwards. Nothing you type leaves the browser.
2. Next, setenter the hourly rate All arithmetic runs locally in the page. There is no request to a server, no account, and no saved history once the tab is closed. Use the example button if you want a set of values that is known to work.
3. Then pressenter the duration in minutes Intermediate quantities are kept in the detail table. When a total looks wrong, tracing back through those rows is much quicker than staring at the headline number alone.
4. Read theenter monthly frequency and room cost The formula is written out in the notes rather than hidden behind a label, so you can check it against a spreadsheet or a textbook. Values are rounded only for display.
5. Finally, usepress Calculate and read the yearly figure Inputs are validated before any calculation starts. Empty or impossible values produce a short explanation instead of a zero, a NaN, or a made-up answer.

Things to keep in mind

• Rate basisuse a fully loaded pre-tax hourly rate All arithmetic runs locally in the page. There is no request to a server, no account, and no saved history once the tab is closed. Use the example button if you want a set of values that is known to work.
• Time unitduration is entered in minutes Intermediate quantities are kept in the detail table. When a total looks wrong, tracing back through those rows is much quicker than staring at the headline number alone.
• Zero chargeenter 0 when there is no room charge The formula is written out in the notes rather than hidden behind a label, so you can check it against a spreadsheet or a textbook. Values are rounded only for display.
• Excluded itemsovertime, travel and prep time are excluded Inputs are validated before any calculation starts. Empty or impossible values produce a short explanation instead of a zero, a NaN, or a made-up answer.
• Yearly basisthe yearly figure assumes twelve months Every number shown here maps to a field on the form, so changing one value recomputes the rest. The units are printed next to each input, which saves most of the usual mistakes.