Anniversary tea tasting checklist

An anniversary tea tasting needs more than a selection of teas and attractive cups. You need a clear tasting order, enough hot water capacity, labelled samples, tasting sheets and a setup that keeps guests moving comfortably. Start by securing the venue and guest list, then confirm dietary requirements before ordering tea, snacks and rental equipment. Use the checklist below to work from invitations through to the final table and tea-station setup.

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The plan, step by step

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

Preparations

Reserve venue
Compile the guest list
Send invitations
Process registrations
Collect dietary requirements
Choose the tea selection
2 people
Set the tasting order
2 people
Reserve rental equipment
Share the program and route
Confirm registrations
Check the shopping list
2 people
Do the shopping
2 people
Check tea and tableware
2 people
Work out table arrangement
2 people
Prepare Tea Labels
2 people
Set out proof sheets
2 people
Prepare snacks
4 people
Chill drinks
2 people
Clean the venue
3 people
Set up tables
3 people
Set up chairs
3 people
Set out tableware
3 people
Set up tea stations
3 people
Set up the buffet
3 people
Hang up decorations
2 people
Test music and lighting
2 people
Set out water and tea
3 people

Event

Welcome guests
3 people
Serve welcome drinks
2 people
Give the trial instructions
Serve the first tea round
3 people
Serve the first snack round
3 people
Serve the second tea round
3 people
Refill drinks
2 people
Refill Pastries and Snacks
2 people
Serve the third tea round
3 people
Serve the anniversary toast
2 people
Help with farewells and the cloakroom
2 people

Aftercare

Pack leftovers
2 people
Wash dishes
3 people
Clear tables and chairs
3 people
Clean the venue
3 people
Collect waste
2 people
Remove decorations
2 people
Return rental equipment
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Buffet tablesqty 2
Coat racksqty 2

Tableware

Teacupsqty 50
Platesqty 50
Teaspoonsqty 50
Dessert platesqty 50
Pastry forksqty 50
Teapotsqty 10
Glassesqty 50
Water jugsqty 6
Serving traysqty 6
Serving plattersqty 10

Kitchen

Tea strainersqty 20
Kitchen tongsqty 6
Measuring jugsqty 4
Cutting boardsqty 3
Chef's knifeqty 2
Kitchen scalesqty 8

Equipment

Kettlesqty 4
Hot water urnsqty 2
Thermos flasksqty 6
Tea scalesqty 4
Kitchen timersqty 6
Coolersqty 2

Decorations

Tableclothsqty 6
Napkin holdersqty 6
Flower arrangementsqty 6
Tea label tagsqty 20
Name badgesqty 50

Lighting

Table lampsqty 6
String lightsqty 3

Cleaning

Waste binsqty 4
Washing-up tubsqty 3
Cleaning bucketsqty 2

Catering

Groceries

Tips

Set the tasting order before printing tea labels or proof sheets. Number each tea and place the matching label at the correct station so guests do not taste them out of sequence.
Check hot-water capacity at least one week before the tasting. Count kettles, hot-water urns and thermos flasks, then decide which stations need a refill during the programme.
Collect dietary requirements with registrations and confirm them again when registrations close. Prepare snacks and buffet labels separately so guests can identify suitable options without asking the host.
Allow at least 60–90 minutes before guests arrive for tables, chairs, tableware, tea stations, tasting sheets and decorations. Tea stations take longer to arrange when teapots, strainers, scales and timers are all used.
Do a final equipment and shopping check the day before. Confirm that every tea has a labelled container, each tasting place has the required tableware, and chilled drinks are ready before setup begins.

Frequently asked questions

How much tea do I need for an anniversary tea tasting?: Plan about 2–3 grams of loose tea per person for each tasting sample, then add 10–15% for spills and repeat pours. The exact amount depends on how many teas are included and whether guests receive full cups or small tasting portions.
How many teas should an anniversary tasting include?: A practical tasting includes 4–6 teas and usually takes 60–90 minutes, including water, discussion and notes. More than 6 teas can make flavours harder to compare and requires extra labels, teapots, hot water and tasting sheets.
When should invitations for an anniversary tea tasting be sent?: Send invitations 4–6 weeks before the event and set the registration deadline at least 10–14 days beforehand. That gives you time to confirm numbers, collect dietary requirements and adjust tea, snack and equipment quantities.
How early should I set up an anniversary tea tasting?: Allow 60–90 minutes for the room setup and another 15–20 minutes to check water, tea labels, tasting sheets and snacks. Complete the shopping and equipment check the day before so the final setup is not delayed.

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