Meeting Cost Calculator
A one-hour weekly meeting with eight people is not "one hour of your time." It is a recurring line item. This calculator puts a number on it, with the arithmetic shown so you can verify every step.
Direct Answer
A weekly one-hour meeting with 8 attendees across New York, London, and Tokyo — at loaded rates of $70–$90 per hour — costs roughly $650 per meeting, about$33,800 per year. Cut it to 30 minutes and that drops to$16,900 per year.
Worked example: 8 people × 3 cities × 1 hour/week
| City | Attendees | Annual salary | Base hourly | Loaded hourly (×1.3) | Cost per meeting-hour |
|---|---|---|---|---|---|
| New York | 3 | $128,000 | $61.54 | $80 | $240 |
| London | 3 | $144,000 | $69.23 | $90 | $270 |
| Tokyo | 2 | $112,000 | $53.85 | $70 | $140 |
| Total | 8 | $81.25 blended | $650 |
Per meeting: 8 people × blended $81.25/hour × 1 hour = $650.
Weekly: $650 × 1 meeting = $650.
Monthly: $650 × 52 ÷ 12 ≈ $2,817.
Annualized: $650 × 52 weeks = $33,800 per year — enough to matter in any headcount conversation.
Halve it: at 30 minutes instead of 60, the same meeting costs $16,900 per year.
Estimate your own meeting cost
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Loaded rate helper — convert a salary to a loaded hourly rate
Loaded rate = $128,000.00 ÷ 2,080 working hours × 1.3 = $80.00. The multiplier is an assumption covering payroll taxes, benefits, tools, and overhead; 1.2–1.5× is a common planning range.
8 attendees × $80.00 × 1 hours
$640/week · $2,773/month
Figures are rounded to the nearest dollar. Loaded rates and salary assumptions vary by role, market, and organization — treat the result as a planning range, not an invoice.
Formula & assumptions
Cost per meeting = attendees × loaded hourly rate × duration in hours. Annualized cost = cost per meeting × meetings per year.
Loaded hourly rate = annual salary ÷ 2,080 working hours × overhead multiplier. The 1.3× multiplier in this page's examples is an assumption, not a fact: it approximates payroll taxes, benefits, equipment, and overhead. 1.2–1.5× is a common planning range, and your organization's real figure may sit outside it. Treat any output as a range, not an invoice.
Salaries in the worked example ($112,000–$144,000) are illustrative planning values for mid-market roles across the three cities — use your own loaded rates for a figure that reflects your team.
Plan the meeting well
Once you know the cost, make the meeting count. The recurring meeting planner finds timezone overlap, flags DST drift, and exports the calendar invite.
Open the meeting planner →Cancel it instead
The cheapest meeting is the one you cancel — check if it even needs to be synchronous. The async handoff predictor shows when a message will be seen and acted on without a live call.
Check the async handoff →