Juggling 300+ Pianists...

In my volunteer life, I am currently the chair for a national composition competition (southwest division), corresponding secretary for our local music teachers association, and co-chair for an evaluation program for pianists in the state (but just for our local).  Ha, listing it like that makes me see why I'm so busy!  Anyway, as co-chair of the evaluation program, my job is everything after the registrations are completed (February 15th).  My co-chair sent me all the forms last week so that I could start scheduling evaluations, hiring judges, scheduling judges, and arranging for rooms at the evaluation location. According to the registration forms, there are:

302 students to be evaluated
40 teachers to keep informed
10 judges to hire & schedule
12 rooms to use
400 certificates to order for those being evaluated (pass & fail)
400 ribbons to order (superior, excellent, good, and participant [for fails])
100+ plaques for those completing levels 4 and 8 (there are 12 levels)
10 trophies for those completing level 12
8 scholarships for those completing level 12 and going to college (nice!)
~1000 copies of various forms and letters to use, distribute, and keep track of

If that wasn't daunting enough, it's my first year so I'm having to ask a ton of questions in order to figure things out.  My husband and I actually had to break out calculators last night to figure out how many of the certificates and ribbons to order based on percentages from the last five years.  Yikes!  The lady telling me to order ribbons and such isn't emailing me back right now and it's driving me nuts since she wanted the information yesterday, but c'est la vie for her, right?  I think I've finally got a preliminary spread sheet made up that has scheduled all the teachers' students in judges' rooms (based on who hasn't been evaluated by a particular judge in X amount of years), but I'm still waiting on two teachers' registration from my co-chair (they were late, but I have estimated times for them).  Then, once I've got all that finalized, I get to put together 40 packets to send to teachers so they can distribute stuff to their students AND mail back their final schedules to me by mid April.  ARGH.

Why do I do this?  I realize I was taught to volunteer my time for things I believe in (here, obviously music), but this is ridiculous!  No nap time for me for awhile...

A picture from the person who did my current job last year -  the final product of ribbons, certificates, trophies, and plaques!