Between the Cue and the Chaos

We’ve all been there. The countdown is on—30 minutes… 15 minutes… 10 minutes… 5 minutes. Everything seems to be in place, and then—just as the event is about to start—someone walks up with a last-minute request.

“Hey, I just sent you my presentation. Can you add it in real quick?”

“I need you to download a couple of videos from YouTube—should be easy, right?”

“Actually, I’ve updated my sermon slides… oh, and I’ve got new scripture references too.”

At that moment, frustration starts creeping in. I know I’ve felt it—the pressure, the internal sigh, the temptation to respond with “Why didn’t you send this earlier?”. It’s easy to let those feelings take over, but I’ve learned that those moments aren’t for policy reminders or I-told-you-sos.

When the Pressure is On

Recently, I ran the entire production for a conference—sound, media, video, and lights. Most of the speakers sent their materials well in advance, but there were a couple who didn’t finalize their presentations until just before their session.

I’d love to say I handled it all with perfect grace, but the truth is, it was challenging to keep my composure. Every last-minute request felt like a test of patience. But in those moments, I had to remind myself:

💡 This isn’t about me.

💡 I serve because I love my Father and King.

💡 The goal isn’t just smooth production—it’s creating an atmosphere where people can encounter God.

Keeping that at the center is the only way to last in this ministry. If my focus shifts toward my own frustration, I’ll miss the bigger picture. But when I remember why I serve, the stress of last-minute changes doesn’t feel as overwhelming.

Practical Ways to Stay Joyful in the Chaos

I’ve learned that while we can’t always control the timing of requests, we can control how we respond to them. Here are a few ways to stay calm and serve well, even under pressure:

1. Be Prepared for the Unexpected – The better you know your tools (your computer, software, and processes), the more confidently you can handle last-minute changes. Familiarity reduces stress.

2. Pause Before Reacting – When someone comes to you with a last-minute request, take a breath before responding. Your tone and attitude matter just as much as your technical skill.

3. Be Patient With Yourself – Rushing leads to mistakes. If something needs to be done quickly, take a second to think through the process before jumping in.

4. Keep the Bigger Picture in Mind – In the moment, a last-minute change can feel frustrating, but why are we doing this? Because people need to hear the message, encounter God, and be transformed.

5. Create & Follow a Simple Plan – When handling production, especially in high-pressure environments, having a clear workflow for adding changes can make all the difference. Even small routines can help keep things from spiraling into chaos.

Serving With the Right Heart

At the end of the day, the joy of serving at events and conferences isn’t found in perfect execution. It’s found in those moments where we choose grace over frustration, service over self, and worship over workload.

So next time that five-minute warning hits and the last-minute request comes in, take a deep breath. Smile. Do what you can. And remember—you’re not just running production. You’re creating space for people to encounter Jesus, and that’s a privilege.