I was lucky to have an organised school.
We got the weekly notes home on Thursdays in "The Thursday Folder". The folder contained an all-school roundup plus individual note from each child's class. At one point my folder bulged with notes from four teachers plus the weekly all-school roundup. The notes home were also scanned for families that preferred an email. Not sure what they do now with so many smartphones but I know they were sending out a survey when my youngest was leaving, asking how parents liked using phones and email and debating ending the paper notes altogether.
But my point is we always got lots of notice for upcoming events, a week at minimum. Your school needs to get its act together. Parents should have at least a weekend to work with for items like costumes or projects. You should bring it up. Don't be the problem parent who moans at the lack of planning -- go with positive suggestions. Everyone wins when schools are on top of things.
On top of the Thursday Folder we had an all school directory so parents could call each other, swap costumes, arrange playtime, lifts, send out party invitations without bringing them to school. This was produced by the PTA equivalent on an opt out basis.
The directory included all email and phone contact info for the teachers, so there was no buttonholing of teachers at the school doors. Plus contact info for the principal and members of the school board.
An annual calendar was included in the directory, with all days off, half days, dates of the parent teacher conferences, dates for Christmas activities, the all school concert, the kindergarten and preschool concerts, the three orchestra and band concerts, the school picnic, the monthly school Mass, dates for school holidays, dates for first communion and confirmation and graduation, all worked out in August.
At the back of the directory were addresses for the playing fields and gyms of schools the school teams played against.
Parents funded the directory by payment of PTA annual dues (reasonable -- $10 per family)
At every bake sale, etc., there was the option of sending a $50 cheque instead of baked goods.
We also had a school website, set up and run by one of the teachers, that had all sorts of useful information that duplicated what was in the directory as well as showing photos of the children at work, on trips, enjoying visits by guest speakers, as well as doing science, exhibits of artwork, sports, etc. If a middle aged Spanish teacher could set up a decent website, anyone could.
What to do with constant notes home until things change?
Look through the schoolbag every day while standing beside your calendar and with your phone at the ready. Make sure your bin is at your feet. Read the notes, mark your calendar. Bin the notes.
Get to know parents a year or two ahead and try to organise some kind of a costume collection so people are not always broadsided with demands that require money and time. Start a FB page. If someone has the space maybe they would be willing to curate the collection.
Buy box mixes for school event cakes. Children don't give a hoot about lovingly home made baked goodies as long as the burnt offerings are swimming in sprinkles. Buy more sprinkles than you ever think you will need.
Or better still, forget about all that baking until your children are older and are well established readers, know their tables, etc. Spelling, maths and the rest of the curriculum, especially general knowledge, are really important. Read for pleasure, not following the set texts, or it will seem too much like a chore for everyone. Concentrate on supporting their learning right now. Reading, maths and activities that will engage them at home and when out are really important. Get them into music lessons. I would have had my DCs do the art competition you mentioned. Let the rest go until you feel you are able to get to it.
Babyjakesmum -- send that kind of request back with a hamfisted mess made by your child or a note from you to say the required project was beyond your child's ability. This is what I call 'giving useful feedback' and 'being a responsible parent'. How are teachers to know they are wasting everyone's time unless parents tell them?
I agree with you about ordinary homework too. Leave it to the children if the school insists on it. Send back whatever was accomplished in twenty minutes. Again, teachers need to understand where the children really are in terms of organisation and staying power.