Birthday high tea checklist

A birthday high tea works best when the food, tableware and hot drinks are planned as one setup. Use this checklist to work from guest numbers to invitations, dietary requirements, shopping and preparation. Leave enough time to collect the cake, chill drinks and arrange the tea and coffee station before guests arrive. The plan also helps you spot easy-to-miss items such as serving utensils, spare seating, extension cords and somewhere to place used dishes.

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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

Compile guest list
Send Invitations
Process RSVPs
Collect Dietary Requirements
Share dietary requirements
Check crockery and furniture
Check the shopping list
Do the shopping
2 people
Pick up cake and pastries
Chill the drinks
Set up tea and coffee station
Prepare sandwiches
2 people
Prepare savory bites
2 people
Set out scones and sweets
Wash and cut fruit
Set up tables
2 people
Set out chairs
2 people
Set the tables
2 people
Hang Decorations
2 people
Set up cake table
Set up music

Event

Welcome Guests
2 people
Serve tea and coffee
2 people
Serve savory bites
2 people
Serving sweets
Refill Drinks
Clear the Tableware
Cut the cake
Leading the candle moment
Seeing off guests

Aftercare

Pack up leftover food
Collect trash
2 people
Wash Dishes
2 people
Clean the kitchen
Clean the space
2 people
Put away tables and chairs
2 people
Remove decorations
2 people
Return Borrowed Items

What to bring

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

Furniture

Tablesqty 4
Chairsqty 24
Tableclothsqty 4
Side tablesqty 2

Tableware

Tea cupsqty 24
Saucersqty 24
Pastry platesqty 24
Dinner Platesqty 24
Cutlery setsqty 24
Teapotsqty 4
Serving plattersqty 6
Cake stand
Cake server
Serving spoonsqty 6

Kitchen

Cutting Boardsqty 3
Bread Knivesqty 2
Chef's Knife
Mixing bowlsqty 3
Measuring cupsqty 2
Coolersqty 2

Equipment

Kettlesqty 2
Coffee machine
Extension Cordsqty 2

Decorations

Buntingqty 2
Balloonqty 24
Flower arrangementsqty 3
Napkin holdersqty 4

Lighting

String lightsqty 2

Cleaning

Trash binsqty 2
Dishwashing tubsqty 2
Cleaning clothsqty 6
Broom and dustpan

Catering

Groceries

Tips

Confirm guest numbers and dietary requirements before shopping. Ask for responses by a fixed date, then pass vegetarian, allergy and other food information to anyone preparing the sandwiches, savouries, cake or sweets.
Plan about 4 to 6 savoury pieces and 3 to 5 sweet pieces per guest, plus sandwiches, scones and fruit. Add a small buffer for popular items rather than discovering you are short halfway through serving.
Prepare the room in serving order: set out tables and chairs first, then cover and lay the tables, and finally arrange the cake table and food. Keep one side table free for used cups, plates and serving dishes.
Set up the tea and coffee station at least 30 minutes before arrival. Place the water kettles and coffee maker near suitable sockets, check the extension cords, and keep hot water separate from the food table.
Collect the cake and pastries early enough to inspect and store them safely. Keep chilled drinks cold until serving, and put out the cake stand, cake server, serving spoons, bread knives and extra napkins before guests sit down.

Frequently asked questions

How much food do I need for a birthday high tea?: Allow around 4 to 6 savoury pieces and 3 to 5 sweet pieces per guest, in addition to sandwiches, scones and fruit. Prepare 10% extra when the guest count is firm, especially for a long afternoon gathering.
When should I send birthday high tea invitations?: Send invitations about 4 weeks before the high tea and set the RSVP deadline around 10 to 14 days before it. This gives you time to confirm dietary needs and adjust the shopping list.
When should I prepare the birthday high tea table?: Set up tables, chairs and tablecloths the day before if the room allows. On the day, finish the table settings and food arrangement 60 to 90 minutes before guests arrive, while hot drinks can be prepared about 30 minutes beforehand.
How many tea cups and plates do I need for a high tea?: Provide one teacup, saucer, cake plate and place setting per guest, plus at least 10% spare. For 20 guests, prepare 22 of each frequently used item so a dropped or used piece does not interrupt serving.

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