Meetings tool
Meeting Cost Calculator
Estimate what a meeting costs based on attendee salary bands, headcount, and time spent. This free version is built for quick session-based checking, salary-only estimates, and a simple end summary rather than saved management reporting.
Meeting cost tool
Estimate what a meeting costs based on attendee salary bands, headcount, and time spent. The free version keeps the workflow simple, salary-only, and session-based.
Free workflow guardrail
This version is designed for salary-only estimates and up to five people in the meeting. If you need larger groups and deeper reporting, move to the paid workflow.
Attendee salary bands
Use average salary figures for the people attending. This is designed as a practical estimate, not an exact payroll calculation.
Team / coordinator
Specialist / professional
Manager
Senior manager / head
Total attendees
0
Estimated hourly meeting cost
Enter attendees
Projected planned meeting cost
Enter duration
Live meeting session
00:00:00
The aurecima Meeting Cost Calculator is a practical decision support tool designed to quantify the financial impact of meetings.
Live running total
£0.00
Hourly estimate: Enter attendees
Quick notes
- • This free version focuses on a clear hourly estimate and a live running total.
- • The free workflow is capped at up to 5 people in the meeting.
- • Use the guide and brochure below if you want to understand the free workflow or compare it with the paid route.
Need more context?
Meeting Cost Calculator free tool guide
See how to use the free workflow, what the summary means, and when the paid workflow becomes the better fit.
Read guideWhat this calculator helps you do
Sense-check meeting value
The tool turns attendance and time into a practical money estimate, which makes it easier to question whether the meeting is worth the cost.
Make attendance decisions clearer
Seeing the estimated hourly cost can help teams think more carefully about who really needs to be in the room.
Keep a simple session record
The free version gives you a copy-ready session summary without overcomplicating the tool or turning it into a reporting system.
Free workflow guardrails
Up to 5 people per meeting
The free version is designed for lighter meetings and practical yes-or-no cost checks. Larger groups belong in the paid workflow.
Salary-only estimates
The free workflow keeps the setup simple and focused. It is there to support quick decisions, not detailed reporting.
How the estimate works
- Each salary band is converted into an approximate hourly rate using an annual working-hours assumption.
- The hourly rates are multiplied by the number of attendees in each band.
- The combined hourly figure becomes the live meeting-cost estimate.
- The free workflow is designed to stay light, so the result is there to support decisions rather than create a reporting system.
When this tool is most useful
- Recurring management meetings.
- Cross-team project check-ins.
- Leadership reviews and planning sessions.
- Status meetings that may be running too often or too long.
Common mistakes to avoid
- Treating the estimate as exact payroll accounting rather than a decision-support figure.
- Ignoring who is attending and focusing only on duration.
- Assuming a frequent meeting is automatically justified because it has always been in the calendar.
- Trying to force larger group reporting into the free workflow rather than moving to the paid route.
Free tool support and upgrade path
The free version is designed for lighter session-based checking. The support stack now gives users a clearer route into the right document: the free tool guide for setup and summary help, and the brochure for deciding when the paid workflow is worth moving to.
- Free tool guide for setup, timing, and summary help.
- Free vs paid brochure for deciding which route fits best.
- Paid workflow page when stronger reporting and review are needed.
Meeting cost resources
Pick the right next step
Start with the free guide if you need help using this page. Open the brochure if you want to compare free and paid properly.