What to Buy for an Afternoon Tea

Plan your afternoon tea shopping around the number of guests, the serving time and any dietary requirements collected with the registrations. You will need more than tea, cake and sandwiches: cups, small plates, serving platters, milk, sugar, water and enough equipment to keep drinks flowing. Buy perishable food shortly before the event, and check deliveries before guests arrive. This list also covers the items that are often forgotten until the tables are being set.

Organize this event for free with Lizzt

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
- Black tea - 4 boxes
- Green tea - 2 boxes
- Herbal tea - 3 boxes
- Decaffeinated tea - 1 box
- Ground coffee - 3 packs
- Coffee filters - 2 packs
- Semi-skimmed milk - 6 liters
- Oat milk - 2 liter
- Granulated sugar - 2 kilograms
- Sweeteners - 2 boxes
- Honey - 2 jars
- Lemons - 12 pieces
- Still mineral water - 12 bottles
- Sparkling mineral water - 6 bottles
- Apple juice - 4 liter
- Orange juice - 4 liters
- Apple pie - 3 cakes
- Whipped cream cake - 2 cakes
- Vegan cake - 1 cake
- Gluten-free cake - 1 cake
- Butter cookies - 4 packs
- Biscuits - 4 packs
- Vegan cookies - 2 packs
- Gluten-free cookies - 2 packs
- White sandwich bread - 4 loaves
- Whole grain bread - 4 loaves
- Young cheese - 2 kilograms
- Back ham - 1 kilogram
- Chicken breast slices - 1 kilogram
- Hummus - 1 kilogram
- Cucumbers - 6 pieces
- Tomatoes - 2 kilograms
- Butter - 500 grams
- Mayonnaise - 1 jar
- Mustard - 1 jar
- Paper napkins - 6 packs
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Toilet paper - 24 rolls
- Paper towels - 6 rolls
- Trash bags - 2 rolls

Tips

Plan two to three savoury sandwich portions and two to three sweet portions per guest, then add about 10% extra for uneven appetites and last-minute additions.
Allow at least two cups of tea or coffee per guest for a two-hour afternoon tea. Buy several tea varieties, plus enough milk, sugar and water for guests who do not drink their tea plain.
Match tableware to the guest count: one teacup, small plate, teaspoon and pastry fork per person, with at least 10% extra for dropped or delayed items.
Buy or prepare cakes and sandwiches no more than one day ahead. Keep dietary alternatives clearly separated and label them before placing food on the serving platters.
Check the practical supplies before shopping: kettles, a coffee maker, thermos flasks, extension cords, serving tongs, cake servers, waste bins and washing-up tubs are easy to overlook.

Frequently asked questions

How much food do I need for afternoon tea per person?: Plan for two to three sandwich portions and two to three sweet portions per guest. Add around 10% extra, especially if the tea replaces lunch or guests will stay for more than two hours.
How much tea and coffee do I need for afternoon tea?: Allow two to three hot drinks per guest for a two-hour event. Prepare enough hot water for at least one full cup per serving and keep extra tea, coffee, milk and sugar available at the serving area.
When should I buy sandwiches and cake for afternoon tea?: Buy or prepare sandwiches and fresh cake on the day of the event where possible, or no more than 24 hours beforehand. Check dietary requirements before placing the order so alternatives are ready at the same time.
How many cups and plates do I need for afternoon tea?: Provide one teacup, small plate, teaspoon and pastry fork per guest, plus at least 10% extra. For 30 guests, that means 33 of each item if you do not plan to wash up during the event.

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.