Jupiter Meeting Cost Calculator

What is the Meeting Cost Calculator?

This free tool helps you understand the true financial cost of meetings and events in your organization. By calculating the combined hourly rates of all attendees plus additional costs like venues, catering, and travel, you can make more informed decisions about which meetings are worth having and how to budget for them effectively.

Meeting Types Supported

The calculator supports four different meeting types, each with specific cost considerations:

• Virtual Meetings: Online meetings with video conferencing platforms (Zoom, Google Meet, Teams, etc.)
• In-Person Meetings: Traditional face-to-face meetings with room and equipment costs
• Hybrid Meetings: Combination of virtual and in-person attendees with enhanced AV requirements
• Conferences/Events: Multi-day events with comprehensive venue, catering, travel, and accommodation costs

Free Video Conferencing Options

We've included the most popular free video conferencing platforms with their limitations:

• Zoom Free: 40-minute time limit, up to 100 participants
• Google Meet: 60-minute time limit, up to 100 participants
• Microsoft Teams: 60-minute time limit, up to 100 participants
• Skype: 24-hour time limit, up to 100 participants
• Jitsi Meet: No time limit, up to 75 participants, open-source

The calculator will warn you if your meeting exceeds these platform limitations.

How to Calculate Meeting Costs

1. Choose Meeting Type: Select Virtual, In-Person, Hybrid, or Conference
2. Enter Basic Details: Number of attendees, duration, and average hourly rate
3. Configure Meeting-Specific Costs: Additional fields will appear based on your meeting type
4. Select Frequency: Choose how often this meeting occurs
5. Click "Calculate Cost": See comprehensive cost breakdowns and projections

Conference Planning Features

For conferences and events, the calculator includes comprehensive cost categories:

• Venue & Facilities: Room rental costs for the entire event duration
• Catering & Food: Per-person meal costs and coffee breaks
• Travel & Accommodation: Flights, mileage, hotels for traveling attendees
• Additional Costs: Materials, marketing, speaker fees, and other expenses

Understanding the Results

• Total Cost Per Meeting: Complete cost including labor and all additional expenses
• Cost Breakdown: Separation of labor costs vs. venue/platform/equipment costs
• Person-Hours: Total hours spent by all attendees combined
• Meeting Type Details: Specific information about platforms, limitations, or requirements
• Weekly/Monthly/Annual Cost: Projected costs based on meeting frequency
• Insight: Contextual tips and warnings based on your meeting configuration

Tips for Reducing Meeting Costs

• Choose the right platform: Use free platforms when possible, but be mindful of time limits
• Reduce attendees: Only invite people who truly need to be present
• Shorten duration: Can a 60-minute meeting be done in 30?
• Consider alternatives: Could this be an email, Slack message, or async update?
• Have an agenda: Meetings with clear agendas are typically 30% shorter
• Start and end on time: Respect everyone's time and avoid costly overruns
• Hybrid optimization: For hybrid meetings, ensure proper technology to avoid wasted time
• Conference budgeting: Include 10-15% contingency for unexpected conference costs

Privacy & Security

100% Private: All calculations happen directly in your browser. No data is ever sent to our servers or any third party. Your meeting information stays completely confidential.