An often overlooked part of planning an event, is creating a detailed layout. Specifically for large events that may take place at a unique venue or under a tent, a to scale layout is key to planning. By creating a to scale layout, you will know exactly what can fit where and plan out the logistics a head of time, rather than crunching it in on site.
For those who know their way around the Adobe Design Suite, try using Illustrator. There are also many downloadable programs online that can assist you in creating a layout. Be sure to measure the entire space ahead of time, and make sure that all the elements you draw inside the space are sized correctly.