Recognise contributions
Agree how time and expertise will be recognised. Make arrangements clear before work begins and explain how payments are handled.
Resource centre
Involvement cost calculator
A simple planning tool for discussing the practical costs of involving members of the public in health, public health and social care research.
Plan openly
Budget for meaningful participation from the start
Involvement takes time, preparation and support. A clear budget helps teams make participation practical, accessible and valued rather than an afterthought.
This calculator provides a discussion estimate, not a fixed price or a funding rule. Add the figures that make sense for your project, then review them with the people and organisations involved.
Working estimate
Build your involvement budget
Enter amounts in pounds. The total updates as you work and can be used as a starting point for a fuller project budget.
Budget prompts
Look beyond the meeting itself
Meaningful involvement is supported across the life of a project, not only on the day people meet.
Remove barriers
Plan for access requirements and practical costs. Offer choices in how people take part rather than assuming one format works for everyone.
Allow for learning
Set aside time and resources for preparation, shared learning and clear communication throughout the project.
How to use it
Turn an estimate into a practical plan
Use the calculator alongside honest conversations about needs, roles and the changes a project may require.
Define the activity
List the involvement opportunities planned and what contributors will be asked to do.
Discuss support
Identify likely barriers, preferred formats and the support people may need to take part.
Enter an estimate
Add realistic amounts for each part of the work, including preparation and follow-up.
Review together
Check the budget at key stages and explain how resources are being used.
Common questions
Cost calculator FAQ
Is this a formal payment rate calculator?
No. It is a planning aid for building a discussion budget. Payment arrangements should be agreed using the guidance and processes relevant to your project.
Should every contributor receive the same support?
Not necessarily. People may have different access needs, travel requirements or ways of taking part. Discuss support individually and apply arrangements fairly.
What should be included under access costs?
Access costs can include travel, personal assistance, interpreting, accessible formats, childcare or other practical support that makes involvement possible.
Why include preparation and follow-up?
Good involvement needs accessible information, time to understand it, clear communication and feedback on what happened. These activities require resource as well as meetings.
When should the budget be reviewed?
Review it whenever plans change, the project moves into a new phase or contributors identify support that was not included at the start.
Where can I find related guidance?
Visit the resource centre for planning material, or explore the frequently asked questions page for more on public involvement.
Need a starting point?
Email InvolvestoryTalk through your involvement plan
Send a concise description of your research stage and the involvement activity you are considering. Involvestory will help you find relevant material on this site.