2.     Practical applications

Here are some simple suggestions of ways you can make your event, conference, or meeting more accessible to working class and financially disadvantaged people.

2.1       Working hours

Organisers should be mindful of working hours, but this is a decision that requires thought and, occasionally, negotiation. Common working hours can often be assumed to be 8am-6pm, but many people also hold zero-hours contracts or work shifts, meaning this may not always be the case. Childcare, lunch breaks, and commutes also factor into a person’s “working hours”.

For smaller events — such as branch meetings, book clubs, and socials — we suggest conducting a poll where members can vote for a mutually convenient time. Suggest common after-hours times like evenings and weekends, or consider rotating the time/day so that everyone gets a fair shot at attending. Offer the option to attend online, or to have the recorded minutes sent out to anyone who cannot attend.

For larger events — such as conferences, lectures, or summer schools — we suggest running as much of the event as possible over a weekend or school holiday. Ideally, events that run over several days should have one-day access tickets, so that no one needs to commit to the full event to attend. Plenty of notice should be given of the time, date, and location of the event, to allow for plans to be made. If you are hosting a hybrid event, record as much of it as you are able, and allow access to attendees afterwards. We would suggest that if you are hosting a hybrid event, you make virtual attendance tickets free of charge.

2.2      Financial support (travel and sustenance)

Financial support should be offered as widely and as without restriction as possible. For every ten full price tickets you expect to sell, you should be prepared to support an application for additional full or partial funding.

Any successful applicant for funding should be awarded the money in advance of any travel or subsistence costs that may arise. Whether through cash or a prepaid card, the recipient of the award should remain as anonymous as possible throughout the process. It should never be clear to other members of the event that a person has received financial aid — no coloured wristbands, etc.

Financial support should consider the social expectations of the event in question. For example, if you have agreed to pay for food and non-alcoholic drinks, how might this affect someone's ability to network if everyone else has gone out for a pint? We recommend placing as few restrictions as possible on the spending of the awarded money.

Where possible, book hotels and travel in advance. This allows you to keep an eye on the costs and take advantage of advance discounts, while providing peace of mind for attendees. Events should not be in places that people without cars cannot easily access.

Consider pricing regular entry tickets higher for those who can afford it, soliciting donations for a communal fund, or requesting sponsorship from high-profile patrons to offset this cost. More on this in the FAQ below.

2.3      Creches and childcare

For working or single parents, one of the biggest challenges of event attendance is childcare. Children are often not welcome at industry events or locations, and long-distance travel and hotel stays can be disruptive.

Organisers should do everything in their power to accommodate children, but not to the detriment of the event. It is reasonable and understandable that children cannot be permitted everywhere.

For times when children cannot be directly incorporated into the event, childcare should be provided on-site. Venues will often have a selection of rooms for hire, where a qualified childminder can be employed to keep attendee’s children entertained. This should be free of charge and folded into the cost of attendance where possible. If a fee is charged, it should remain low, so as not to disproportionately inconvenience those who require it. Many conferences have already embraced this change, and it has worked well for all involved.

2.4      Networking and mixers

As above, expectations for social events should be factored into any financial support. Cash bars, external meals or drinks events, or venues that require payment to enter (museums, clubs, etc) can be a barrier to attendance, encouraging working class or financially disadvantaged people to retire early, missing valuable networking opportunities. When possible, alcohol, food and soft drinks should be provided for free (or at a subsidised rate) and on-site.

If the above situations cannot be avoided, the cost of external entertainment should be factored into award applications as you see fit. The key is to expect the same level of socialisation and enjoyment as you would any other attendee, and then provide for it.

2.5      Dress codes and attitudes

Dress codes above smart casual can necessitate new items of clothing that some attendees may not be able to afford. Alongside the other costs of attending an event — travel, food, tickets, etc — worrying about what to wear can be the final nail in the coffin. Examine outdated attitudes to formal clothing requirements, and see if you can facilitate a more modern and comfortable standard of dress.

If possible, keep dress codes on the casual end, but make expectations clear. If an event requires smart casual, put it on the booking page and information email. Do not require attendees to assume codes of etiquette and dress. Sensitivity around dress codes and attitudes is important. If you have made expectations clear and an attendee breaches this code, handle the situation delicately.

Create relationships with formal wear rental businesses when a black-tie dinner is required. Offer subsidies, and signpost attendees where necessary. This can be done similarly to a graduation ceremony where robes can be hired and financial assistance provided.

Give as much information as you can about the location, types of food (i.e. sit-down five course meal or a standing buffet), potential networking opportunities, and dress code. Keep this information on a centralised webpage so it can be consulted at any time.

2.6      Confidence and support

It is important to understand that working class or financially disadvantaged people may feel out of place at large events filled with well-off and upper/middle class people. Classics conferences and social events especially can often include ‘celebrity’ or well-regarded patrons, academics from highly privileged lifestyles, wealthy hobbyists, and even aristocrats!

Smaller events should employ the skills of a speaker or host who can facilitate a fair and equitable atmosphere in discussions. Bring people in if they seem excluded, don’t allow people to speak over others or grandstand just because they are used to being heard. Encourage confidence and a safe space for ideas.

Larger events can look at promoting networking between academics of all backgrounds. Accessible mixers and ice-breakers can go a long way to breaking down these barriers and ensuring everyone feels confident, if handled with care.

Small gestures such as maps, guides, and signposts can ensure no one feels on the back foot simply because they have no one to ask for directions.

The best way to encourage feelings of belonging is by ensuring that working class people are fairly represented in panels, discussion groups, and speeches. There is no real reason for working class people to feel outnumbered in the discipline, other than historical and systemic issues that have prevented them from attending these events in greater numbers. EDI quotas for attendees and presenters should accommodate people from working class backgrounds.