Meeting Cost Calculator

Estimate the cost of NHS meetings based on the number of attendees, their roles, and the duration of the meeting.

Meeting details

How long is the meeting?
Enter the duration and select the unit.
What is the primary healthcare system where the meeting is being held?
If multiple, select whichever staff have the majority attendance.

Staff details

Add each member of staff attending the meeting. Grade is required; name and years of experience are optional.

Adding years of experience will provide a more accurate estimate based on salary increments. If you don't have this information, the calculator will use the first spine point of the salary band.

Frequently asked questions

How is the meeting cost calculated?

The cost is calculated by converting each attendee's annual salary into an hourly rate, then multiplying by the meeting duration.

Hourly rate = Annual salary ÷ (Weekly contracted hours × Weeks per year)

Weeks per year is based on 365.25 days (accounting for leap years), giving approximately 52.18 weeks. Weekly contracted hours are 37.5 for England and Wales, and 37 for Scotland.

Where does the salary data come from?

Agenda for Change (AfC) pay bands for England, Scotland, and Wales are based on the most recent NHS pay scales for each nation. Pay rates differ between nations as pay is devolved.

Medical and Dental grades use approximate annual figures based on published NHS pay scales and are not broken down by years of experience.

Why does years of experience affect the cost?

Most AfC bands have multiple spine points. Staff progress through them as they gain experience. Providing years of experience allows the calculator to use the most accurate pay point. If left blank, the lowest spine point for that band is used.

Does this include on-costs such as employer National Insurance or pension contributions?

No. The calculator uses base salary only and does not include employer on-costs such as National Insurance contributions, NHS pension contributions, or other employment costs. The true cost of a meeting to an organisation will be higher than the figure shown.

Which location should I select?

Select the nation where the majority of attendees are employed. NHS pay scales differ between England, Scotland, and Wales, so choosing the correct location will give a more accurate estimate.

Is this tool official NHS guidance?

No. This is an unofficial tool intended to help people understand the relative cost of meetings in the NHS. The figures are estimates only and should not be used for financial planning or reporting purposes.