Resource update summary

This page retains the original calculator purpose and cost categories, presented with a clearer, accessible layout and a browser-based calculation tool. Entries remain on your device until you leave or reset the page.

Independent guidance for better public participation in health and care research
Practical planning tool

Involvement Cost Calculator

Build a clear estimate for the practical costs of involving members of the public in research. Work through the categories that apply to your project and see the total update as you go.

Research planning notes, calculator and pen on a desk
Before you begin

Budget for involvement from the start

This calculator supports planning for public involvement, rather than costs for people taking part as research participants.

Use it after you have considered what involvement is needed, who will be involved and how activities will be supported. Enter a quantity and unit cost for each relevant item; the calculator will total each section and your whole budget.

Read Budgeting for Involvement for planning guidance and an example project before using the tool.

How to use it

A straightforward way to build your estimate

Plan the activity

Use your involvement plan to identify the people, support and activities that need to be budgeted.

Enter costs

Add a quantity and cost for each relevant item. Use notes to capture assumptions for your budget record.

Review the total

Check the section totals, then download or print a copy to support your wider research budget.

Payment and reward

Payments and rewards that recognise the time, skills and expertise that public contributors bring to the work.

Section total: £0.00
Fees to individualsFees for time spent on involvement activities.
£0.00
Guidance and notes

Consider an appropriate fee for the role and time involved. Record any local policy or rate assumptions in your project documentation.

Vouchers or tokensRecognition for one-off activities, where appropriate.
£0.00
Guidance and notes

Decide whether another form of recognition is suitable for the particular involvement activity.

Fee or contribution to a group or networkWhere a group supports recruitment or involvement activity.
£0.00
Guidance and notes

Agree the purpose and basis for the contribution with the group or network in advance.

Use this for a cost not listed above.

Expenses

Out-of-pocket expenses that people may incur while contributing to the research.

Section total: £0.00
TravelTravel needed to take part in involvement activity.
£0.00
Guidance and notes

Estimate journeys and use the applicable reimbursement approach for your project.

Childcare or caring supportSupport that makes involvement possible for people with caring responsibilities.
£0.00
Guidance and notes

Discuss individual needs early so practical support can be arranged fairly.

Personal assistance or support workerAssistance that enables a contributor to take part.
£0.00
Guidance and notes

Make accessibility and support part of the plan, not an afterthought.

Add accommodation, subsistence or other relevant expenses.

Involvement activity

Costs linked to the particular activities where public contributors and the research team work together.

Section total: £0.00
Finding peopleCosts for reaching potential contributors and making opportunities accessible.
£0.00
Guidance and notes

Consider the time and methods needed to reach people whose experience is relevant to the research question.

Training and learningPreparation and development for contributors and the research team.
£0.00
Guidance and notes

Include accessible induction, support and any specific preparation required for the role.

Venue, refreshments and equipmentAccessible meeting space, materials or equipment for involvement sessions.
£0.00
Guidance and notes

Choose formats and facilities that work for the people involved, including remote participation where appropriate.

Add costs such as conference participation or materials.

Involvement staffing

Staff time needed to organise, support and carry out involvement activity responsibly.

Section total: £0.00
Administrative supportArranging meetings, correspondence, payments and expense claims.
£0.00
Guidance and notes

Reliable administration can reduce barriers and help contributors participate with confidence.

Involvement coordinationPlanning, relationship-building and follow-up for involvement work.
£0.00
Guidance and notes

Allow time to prepare, communicate clearly, record decisions and give feedback.

Independent facilitation or peer researchSpecialist support for activities requiring particular experience or skills.
£0.00
Guidance and notes

Be clear about the role, level of responsibility and support required.

Add another staffing role or support need.

Other costs

Additional costs that help make involvement inclusive, safe and workable.

Section total: £0.00
Translation and interpretationLanguage support for information, meetings or discussion.
£0.00
Guidance and notes

Plan language access with contributors and allow enough time for materials to be prepared.

Access supportAdjustments or services that enable people to participate fully.
£0.00
Guidance and notes

Ask what support is useful rather than assuming what people need.

Checks or requirementsAny proportionate checks required for the planned involvement role.
£0.00
Guidance and notes

Only include requirements relevant to the activity and role being planned.

Add another relevant cost to this section.
Budget overview

Your total estimate

  • Payment and reward£0.00
  • Expenses£0.00
  • Involvement activity£0.00
  • Involvement staffing£0.00
  • Other costs£0.00

Grand total

£0.00
Questions about budgeting

Using the calculator well

What should I include in the budget?

Include the practical support, payments, expenses, activity costs and staff time needed to make public involvement meaningful and possible. Not every category will apply to every project.

Does the calculator set payment rates?

No. The calculator helps structure estimates. Use the rates and policies that apply to your setting, role and planned activity, and record the basis for your assumptions.

Should I budget for accessibility support?

Yes. Consider access needs at the planning stage, including communication, transport, assistance, materials and meeting arrangements. Discuss needs with contributors where possible.

Can I add a cost that is not listed?

Yes. Each section includes an option to add your own line. Give it a clear name, then enter the quantity and unit cost.

Will the calculator save my work?

No. The calculator is designed to work in your browser. Download or print the completed budget before you close or reset the page.

Does a completed budget guarantee funding?

No. A budget supports clear planning, but funding decisions consider the full application, including the rationale for each cost and overall value for money.

Need a starting point?

Ask about planning public involvement

Send a concise description of your question and the stage your work has reached. Involvestory will help you identify relevant material on this site.

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