How Many Copies Should You Print for a Meeting?

Synthetic preparation worksheet v1 — 25 October 2026. Not a physical sample, app screenshot, certification or fulfilled order.

An explicit attendance calculation

Example: 18 confirmed attendees need participant packs, 2 presenters need a different presenter pack, and the organiser deliberately allows 2 spare participant packs for uncertain attendance. Order 20 participant packs and 2 presenter packs: 22 complete packs, not 22 copies of both files.

The two spares are a planning assumption for this event, not a recommended buffer for every meeting. If attendance is uncertain, compare the consequence of too few copies with the waste from a late revision.

Choose a content freeze and a revision owner

Record who can approve changes after the cut-off. If one appendix changes, do not silently replace the file after an earlier version was approved; ask whether production has begun and agree what is still possible.

For assembly, use a file/quantity manifest rather than repeating copy counts in several messages. Count digital-only attendees separately so they do not inflate the physical requirement.

Record your decision

• ☐ Audience-specific versions counted separately — Notes: ____________________
• ☐ Spare assumption stated explicitly — Notes: ____________________
• ☐ Revision owner and content freeze agreed — Notes: ____________________

Approved filename/revision: ____________________

Reviewer/date: ____________________