For director-level business relations, work with an invitation horizon of at least 10 weeks. For operational contacts, 6 weeks is enough.
The invitation itself must do three things: make clear who else is coming, state what the client will learn, and give a clear start and end time. Avoid "09:00 till late". That puts diary-sensitive people off.
Between invitation and date, send two reminders: a programme update at week -4 and a practical email at week -1 with directions and dress code. That increases attendance by 10 to 15%. Business relations come for business relations, so name at least one other participant the recipient knows.
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