I kept running into this issue as an Asst DL (DA) in my son's Wolf den, and now as the DL for Bears. What I have done to address it is get a one gallon ziplock bag for each boy, and write their name on it as well as the instruction "Bring this to every meeting". We ue this a the communications between the parents and myself, as well as the project bag for the boys. Copies of newsletters, forms, upcoming event handouts, prints from the spreadsheet achievement tracker I use, and patch segments all go in the bag. I ask the boys to keep their books in it while traveling to meetings so that it doesn't get left in the car when they bring the bag in to the meeting. Anything the parents need to return to me (medical forms, permission slips, etc) are placed in the bag as well, and if the parents have updated the achievement tracking print it is in the bag as well. I have found it addresses this issue pretty effectively, and gets everyone looking for the bag before meetings.