Afternoon tea checklist: organise every detail

An afternoon tea runs smoothly when the practical details are settled before the first pot is poured. This checklist takes you from booking the venue and confirming registrations to arranging tables, preparing sandwiches and cakes, and welcoming guests. Pay particular attention to dietary requirements, serving equipment and the timing of hot drinks. Use the sequence to see what needs to happen weeks ahead, the day before and on the day itself.

Use this plan

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Reserve venue
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm registrations
Create the program and menu
2 people
Determine the table layout
Check the shopping list
Do the shopping
2 people
Check deliveries
Set out tea and coffee
Prepare cake and sandwiches
2 people
Make name badges
Check the venue
2 people
Set up tables
3 people
Set up chairs
2 people
Set the tables
3 people
Hang up decorations
2 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Arrange snacks on platters
2 people
Set up the reception desk

Event

Welcome guests
3 people
Serve tea and coffee
3 people
Serve snacks
2 people
Refill drinks
2 people
Collect used dishes
2 people
Guide guests out
2 people

Aftercare

Clear tables
3 people
Wash dishes
2 people
Sort waste
2 people
Clean the room
3 people
Put furniture back
3 people
Store leftover food
Check materials
2 people
Return borrowed items

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tablesqty 6
Chairsqty 50
Serving buffetqty 2
Coat rack

Tableware

Teacupsqty 50
Small platesqty 50
Teaspoonsqty 55
Cake platesqty 55
Pastry forksqty 55
Serving plattersqty 12
Serving tongsqty 6
Milk jugsqty 4
Sugar bowlsqty 4
Water jugsqty 6

Equipment

Kettlesqty 3
Coffee makerqty 2
Thermos flasksqty 6
Extension cordsqty 3

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Cake serversqty 3
Serving carafesqty 4

Decorations

Tableclothsqty 6
Flower arrangementsqty 6
Name badgesqty 50
Menusqty 6
Table décorqty 6

Lighting

Table lampsqty 4

Cleaning

Waste binsqty 4
Washing-up tubsqty 3
Cleaning glovesqty 4
Dish brushesqty 3
Microfiber clothsqty 12
Mopqty 2
Bucketsqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Collect dietary requirements when guests register, then confirm them before finalising the menu. This prevents last-minute substitutions for sandwiches, cakes or tea service.
Plan the table layout before setting up the room. Allow space for the serving buffet, reception desk, coat rack and guests moving between tables.
Check kettles, the coffee maker, thermos flasks and extension cords before the event day. A missing cable or too few hot-water points can delay the first round of drinks.
Prepare sandwiches and cakes close enough to serving time that they stay fresh, but finish table setting and decorations first. Keep platters, tongs, cake servers and small plates together at the buffet.
Set aside at least 30 minutes before guests arrive for a venue check and final setup. Use this time to place name badges, fill water jugs, chill drinks and test the tea and coffee service.

Frequently asked questions

How far in advance should I send afternoon tea invitations?: Send invitations around 4 to 6 weeks before the afternoon tea. Set the registration deadline at least 10 to 14 days before the event so you can confirm numbers, dietary requirements and the menu.
How much food do I need for an afternoon tea?: Plan for about 3 to 4 small savoury sandwiches and 2 to 3 sweet items per guest, depending on the event length and whether other food is served. Add a small margin for unexpected guests or seconds.
How much tea should I prepare per person?: Allow roughly 2 to 3 cups of tea per guest for a two-hour afternoon tea, plus extra hot water for different tea choices. Prepare the first service shortly before guests arrive and keep a second batch ready in a thermos flask if needed.
When should I set up an afternoon tea venue?: Complete the main room setup 60 to 90 minutes before guests arrive. Finish sandwiches and arrange platters during the final 30 to 45 minutes, then keep 10 minutes free for a final check of seating, badges and dietary options.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.