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The development of an effective conference spirit first requires some understanding of the process of creativity. Most people require some form of internally or externally imposed limits within which to work. Deadlines enhance output and quality of work for many. For example, in writing poetry the structure of a sonnet or an ode gives focus and direction to thinking. The process of developing a conference spirit requires paying attention to the development of limits which enhance creativity.
Secondly, conference orchestration requires conveying to the participants the fact that there is the possibility of creativity in every moment. This is best conveyed by the facilitators, and is a three-fold process; the first part is discerning the real situation. This is extremely difficult because most people prefer their own biases. The second is to discern the possible alternatives within that situation. The third is choosing the better alternative. This alternative may be the best of extremely bad alternatives or extremely good alternatives.
The third factor required to develop an effective conference spirit is that while people are always free to make choices most people most of the time would rather have someone impose decisions on them. Many people would rather someone make the decisions without seeming to impose. The decision-making component of a conference calls for clear contexting and careful procedures, because of this unconscious rejection of freedom and its responsibilities.
The conference spirit is the interrelated process of creating, symbolizing and interiorizing the story of significance of the conference, its topics and the role of the participants. Both the participants and the organizers place the event in the largest possible historical and social context. This context must be consistent with the experience of the event.
The creation of the spirit of the conference begins with the development of the intent of the conference. First, it is the articulation of the existential aim and rational objectives for the whole and each part. Second, the flow of each part and of the whole are tested against the phenomenology of the topic being discussed. Does the internal sequence of the event parallel people's experience of the topic ? Third, the spirit images of the event are developed. The spirit images include images of the opening talk, and any talks during the event given by the organizers. The themes of reflective conversations, exercises and celebrations are developed. Fourth, the motifs of the symbolic life (rituals, symbols and decor) are decided. Last, language and art forms are developed or found which are consistent with the existential aim.
Most dimensions of the spirit of conferencing presently operate on an unconscious level. Human potential movements and sales and advertising organizations are more attentive to them than other groups, but often out of a very narrow perspective. It is well to assume that there is always some mythology, some ritual and some symbol taking place in any human group. In coordinating the conference, the organizer's responsibility is to see what these factors are and to honour and use them for the sake of the intent of the conference as a whole.