BEHIND THE NUMBERS
How this calculation works
Worked example
Payments £1,600 + travel £480 + venues £400 + accessibility £300 + coordination £500 = £3,280. A 10% reserve adds £328, for £3,608.
Example result: £3,608.00
Cost the support as well as the meeting
An involvement plan can need accessible information, interpreters, personal assistance, childcare support or alternative transport. Enter agreed support costs in the project total rather than hiding them inside an attendance fee.
Keep activity payments and expenses separate
The result separates recognition payments from costs incurred to take part. This helps a funding reviewer understand the budget and makes it easier to revise the number of contributors or meetings.
Assumptions and rounding
- The same contributor count and activity cost apply to each session.
- The entered figures already include any VAT or other costs your project must bear.
Questions about this calculator
Are the example payment amounts official rates?
No. They are labelled examples. Agree suitable payments using your organisation and funder guidance, and explain any implications to contributors.
Can I use different types of activity?
Calculate each activity group with its own contributor count, frequency and fee, then combine the documented totals. Do not charge the same project-wide costs twice.