– 84 – (3.1 – Conferences and meetings/General) • For pre-session and post-session documents, distribution by electronic means shall be encouraged, limiting the number of paper copies dispatched by mail for those that nevertheless wish to continue receiving paper copies to a maximum of five for Member States and one for Sector Members. • In addition to the paper copies distributed, one CD-ROM shall be issued to each participant on the first day of the meeting containing all input documents submitted by a given deadline, and one CD-ROM on the last day containing all working and output documents. • Additional final CD-ROM and paper copies, beyond the above limitations, shall be made available, upon request, and paid for like any other ITU publications. b) Development conferences, assemblies and study groups • The procedures outlined above shall be adapted to the specific requirements of each Sector by the Directors of the Bureaux, in consultation with their respective advisory group. D 304 (C-1963, last amended C-1976) Participation of the delegations of members of the Union in conferences or meetings of the Union The Council, decided that, in view of the provisions of the Convention that all Members shall be entitled to participate in conferences and meetings of the Union, the Secretary-General, when drawing up an agreement with an inviting government on the arrangements to be made concerning a conference or meeting of the Union, shall include therein a clause to the effect that the inviting administration shall apply without reservation the provisions of the Convention and shall permit the persons attending on behalf of Members of the Union and other bodies invited, and officials of the Union, as well as their families, to enter the country concerned and to sojourn therein throughout the duration of their function or mission in connection with the conference or meeting. Ref.: Documents 3016/CA18 (1963), 4965/CA31 (1976). D 307 Regional conferences (C-1963, last amended C-1976) The Council, decided to instruct the Secretary-General to notify officially all Members of the Union whenever an ITU regional conference is convened. Ref.: Documents 3098/CA18 (1963), 4965/CA31 (1976).