Calculator

Training room versus virtual delivery

Compare the cost of delivering in a room against delivering live online, for the same cohort.

For RTO managers, independent trainers choosing a delivery mode

How to use this calculator

Start with the worked example below. Replace the figures in Your numbers with your own inputs, then select Recalculate. Read the assumptions and limitations before using the estimate in your planning. Save report downloads the last calculated results and inputs.

Saving by delivering virtually

$3,140.00

Difference in provider cost between the two modes. Excludes learner travel, which is reported separately.

In-room cost: $4,840.00; Venue, trainer travel, catering and printed materials.
Virtual cost: $1,700.00; Platform, extra preparation and producer support.
Learner travel cost: $1,800.00; Borne by learners or their employers when delivered in a room. Zero online, and often the largest single difference.
Total saving including learner travel: $4,940.00; The figure to use when the employer pays for travel.
Cost per learner in a room: $268.89; Provider cost only, per head.
Cost per learner virtually: $94.44; Provider cost only, per head: falls faster than room cost as the cohort grows.
Learners who may not complete online: 1.44 people; At the completion drop you entered. Weigh this against the saving before deciding.

This is an estimate to support your professional judgement, not a determination. Our tools draft. You validate.

Saves the last calculated inputs, results and assumptions to your device. Recalculate after changing inputs.

Your numbers

Learners in the cohort

People attending, either way.

Delivery days

Days of delivery for this cohort.

Delivery hours per day

Hours in front of learners each day.

Room hire per day ($)

Venue cost. Use your internal charge if the room is your own. It has a cost either way.

Catering per learner per day ($)

Refreshments and lunch.

Printing and materials per learner ($)

Physical handouts and workbooks for in-room delivery.

Trainer travel and accommodation per day ($)

Getting the trainer to the venue, and staying if needed.

Learner travel cost per learner per day ($)

What it costs learners or their employers to attend. Real cost even when you do not pay it.

Virtual platform cost for the cohort ($)

Webinar or classroom licence attributable to this cohort.

Extra preparation hours for virtual delivery

Converting activities, rehearsing tools, preparing breakout structures.

Producer or support hours per virtual day

A second person managing chat, breakouts and technical problems.

Staff cost per hour ($)

Trainer and support staff cost per hour, including on-costs.

Expected completion drop online (%)

Percentage fewer learners completing when delivered virtually. Set to zero if your data shows no difference, but check rather than assume.

How this is worked out

Room cost = (room hire + trainer travel) × days + (catering × learners × days) + (printing × learners). Virtual cost = platform + (setup hours × staff rate) + (support hours × days × staff rate). Learner travel is reported separately as a cost borne by learners or employers.

What it assumes

Trainer delivery hours are the same in both modes, so trainer delivery cost cancels out and is not counted on either side.
The virtual setup cost is incurred once for this cohort. If you run the programme repeatedly, spread it.
Everyone can attend online. No learner is excluded by connectivity or device access.

What it does NOT account for

Learning outcomes. This compares cost, not effectiveness, and for practical or hands-on units the comparison may not be meaningful at all.
Assessment requirements that specify a physical environment or observable workplace performance.
Equipment, simulators and consumables that only exist in a room.
The value of the informal learning and networking that happens in a room.
Recording and re-use value of a virtual session.

What to do next

Check the assessment conditions for your units before choosing on cost. Some require a specific environment and the decision is already made.
Include learner travel when presenting to an employer. It is often the largest number and it is the one they feel.
If the completion drop is a guess, run one cohort each way and measure it rather than carrying the assumption forward.
For a repeating programme, amortise the virtual setup cost across all runs before comparing.

Sources

Cost categories: Direct comparison of venue-based and virtual delivery costs. Every rate is an input; nothing is assumed about local venue or platform pricing. (reviewed 2026-08-27)
Assessment conditions: training.gov.au: each unit states its assessment conditions, which may require a specific environment regardless of cost. (reviewed 2026-08-27)