Why is it importand to prepare spare sets of documents for meetings?

When collating the sets of reports, minutes of the previous meeting and other meeting papers, it is usual practice to prepare several sets more than the number required to be sent out to the regular participants and for filing purposes.

These extra copies are made available at the meeting itself so that any visitors may be provided with a set so they can more easily follow the proceedings, and any participants who have neglected tobring their own papers can be given a fresh set to work with.