What our latest large-scale production in Tokyo taught me about teamwork, culture, and pushing boundaries
1,600 global guests. A custom-built, 10,000 m² venue. 10 months of planning. 6 weeks of construction. The result? A fully immersive, multi-sensory experience that redefined what an event can be. For Ky Lloyd, our head of operations, this was a masterclass in leadership, collaboration, and precision under pressure. Here’s what she learned.
by Ky Lloyd
Our latest project in Tokyo was one of those rare, career-defining experiences that leaves you with more than just stories, it leaves you with lessons that stick. It pushed me to step out of my comfort zone, adapt to new challenges, and grow in ways I hadn’t expected. These reflections aren’t a blueprint, but a glimpse into what I took away from managing a large-scale production. Here are three key lessons I’ll carry moving forward.
1. Patience and consensus lead to deeper team loyalty
Cultural differences can shape a multinational team in unexpected ways. In Japan, for example, communication often revolved around group discussions rather than individual instructions. This meant rethinking how meetings ran or how tasks were received and executed. I learned the value of patience and listening, especially when team decisions required consensus rather than a top-down approach. It took longer, but the results felt more thorough.
What I found most inspiring was the team loyalty. The mindset of “no one is done until the last one is done” created a shared sense of responsibility that was motivating and humbling to witness. It reminded me that cultural differences aren’t just challenges but opportunities to grow.
2. Structured communication is the key to staying aligned under pressure
Large-scale projects like this can test a team’s ability to stay connected and aligned. Onboarding new team members mid-project, juggling shifting timelines, and integrating different working styles wasn’t easy. I realised just how important centralised project lead communication is and how messy things get when it’s missing.
What stood out, though, was how adaptable our team was under pressure. They pulled together, found solutions, and kept things moving. It reinforced that even when things aren’t perfect, the right mix of flexibility and teamwork can get you across the finish line. It also reminds me again of the special collaborative and dedicated nature of the people working in our business. This is not to be taken for granted and deserves another shout-out to the amazing people we worked with.
3. Immersive experiences thrive on rigorous planning and detail
One of the most unique aspects of this project was managing immersive elements. These weren’t just nice-to-have features; they were entire experiences that needed careful planning, their own workflows, and a lot of technical focus. Looking back, I think we need to give dedicated focus to tight teams to handle the design, production, and execution of these areas.
Immersive experiences are enriching and now a standard for our productions, but they come with their challenges. I learned that giving these elements the respect and resources they deserve is key to making them shine.
Producing in Tokyo taught me lessons I never anticipated. It reinforced that cultural adaptability, clear communication, and a deep respect for the complexity of immersive experiences aren’t just tasks to check off, they’re the foundation of a truly successful production. If you’ve tackled a large-scale project like this, I’d love to hear your insights. What challenged you? What surprised you? Let’s keep the conversation going and continue learning from one another.
