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Meeting Cost Calculator — result sheet
Estimate the direct and loaded cost of a meeting from participant time, preparation time, a local hourly rate, and an explicit overhead percentage.
Inputs used
Results
Visual chart
Breakdown
Calculation steps
Returned data table
Formula and methodology
Formula: Participant hours = attendees × duration/60; direct cost = (participant hours + preparation hours) × hourly cost; loaded cost = direct cost × (1 + overhead/100); cost per attendee = loaded cost/attendees.
The result uses the visitor’s own currency and rate assumptions instead of pretending that one country’s wages apply worldwide. Preparation time is entered separately because a short meeting can still consume substantial work before and after the call.
This result follows the calculator's declared inputs, precision, validation boundaries, and model limits.
Input contract
- Attendees — people; minimum 1; maximum 1000000
- Meeting duration — minutes; minimum 1.0E-6; maximum 1000000
- Total preparation and follow-up time — hours; minimum 0; maximum 1000000
- Cost per person-hour — currency/hour; minimum 0; maximum 1000000000
- Overhead and employer load — %; minimum 0; maximum 1000
Worked example
| Input | Value |
|---|---|
| Attendees | 8 |
| Meeting duration | 60 |
| Total preparation and follow-up time | 1 |
| Cost per person-hour | 25 |
| Overhead and employer load | 20 |
The meeting consumes 9.00 labor hours, costs 225.00 currency units directly, and costs 270.00 after the 20% load, or 33.75 per attendee.
Assumptions and limits
- The hourly rate is a planning rate in the visitor’s chosen currency and is not a tax or payroll calculation.
- All attendees are counted for the full meeting duration.
- Preparation and follow-up time is entered as a total number of hours, not multiplied by attendees unless the visitor includes that work in the input.
- Overhead is a transparent percentage applied to the direct labor estimate.
- The tool does not estimate revenue, opportunity quality, productivity, salary law, or an employee’s legal compensation.
- Breaks, travel, room costs, software, equipment, and cancellation costs are excluded unless folded into the visitor’s assumptions.
- For a business decision, compare the estimate with local accounting policy and real time records.
Calculator note
Source and methodology
Use the official WorldCalculate methodology policy for the source, formula, precision, and boundary standards behind this calculator.
Planning estimate, not financial, medical, legal, or professional advice. © WorldCalculate — reuse with attribution. Built and curated by Hassan ALRowaie.
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