What to Buy for a Birthday High Tea

A birthday high tea needs more than tea, sandwiches and cake. Plan the food by guest count, then check that you have enough cups, plates, serving dishes and space for the tea and coffee station. Keep dietary requirements separate from the main preparation so nothing is missed when guests arrive. This list also helps you spot items that are often forgotten, such as serving utensils, extension cords and a way to keep drinks cool.

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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
- Black tea - 2 boxes
- Green tea - 1 box
- Herbal tea - 1 box
- Coffee beans - 1 kilo
- Decaf coffee - 250 grams
- Semi-skimmed milk - 4 liters
- Oat milk - 2 liters
- Sugar - 1 kilo
- Honey - 1 jar
- Cola - 2 bottles
- Cola Zero - 2 bottles
- Ginger ale - 2 bottles
- Sparkling mineral water - 6 bottles
- Still mineral water - 6 bottles
- Apple juice - 2 liters
- Orange juice - 2 liters
- Lemons - 6 pieces
- White Sandwich Bread - 3 loaves
- Wholemeal sandwich bread - 2 loaves
- Cream cheese - 500 grams
- Smoked salmon - 400 grams
- Cooked ham - 400 gram
- Mild cheese - 500 grams
- Cucumbers - 3 pieces
- Arugula - 2 bags
- Egg salad - 500 grams
- Mayonnaise - 1 jar
- Mustard - 1 jar
- Mini quiches - 30 pieces
- Savory puff pastry snacks - 30 pieces
- Scones - 30 pieces
- Clotted cream - 3 jars
- Strawberry jam - 2 jars
- Lemon curd - 1 jar
- Unsalted butter - 500 grams
- Whipped cream - 2 cans
- Birthday cake - 1 cake
- Macarons - 24 pieces
- Mini brownies - 24 pieces
- Grapes - 2 kilos
- Strawberries - 1 kilo
- Blueberries - 500 grams
- Icing sugar - 250 grams
- Cinnamon - 1 jar
- Cookies - 3 packs
- Birthday candles - 1 pack
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Paper napkins - 3 packs
- Kitchen paper - 3 rolls
- Toilet paper - 1 pack
- Dish soap - 1 bottle
- Dishwasher tablets - 1 pack
- All-purpose cleaner - 1 bottle
- Sponges - 1 pack
- Trash bags - 1 roll

Tips

Allow about 4–6 savoury bites, 2–3 sweet items and 1 scone per guest, plus 10–15% extra for larger appetites or last-minute guests. Include sandwiches, savoury snacks, scones, fruit and cake rather than relying on one type of food.
Plan 2–3 cups of tea or coffee per guest for the first two hours. Have at least two teapots available for different teas, and set up the water kettles and coffee maker near spare mugs, sugar, milk and teaspoons.
Count tableware by person before shopping: one teacup, saucer, cake plate, dinner plate, cutlery set and napkin per guest, with 10% extra. Check serving dishes, cake tongs and serving spoons separately; these are easy to overlook.
Use one table for food and a separate side table for the tea and coffee station if possible. Leave room for the cake stand, cake server, serving bowls and utensils, instead of placing everything on the guest tables.
Collect dietary requirements before buying the food and label separate portions clearly. Pick up the cake and pastries close to serving time, and allow at least 30 minutes before guests arrive to chill drinks, wash fruit and finish setting the tables.

Frequently asked questions

How much food do I need for a birthday high tea?: Plan for 4–6 savoury bites, 2–3 sweet items and one scone per guest. Add 10–15% extra, especially if the high tea replaces lunch or dinner.
How many cups and plates do I need for a high tea?: Allow one teacup, saucer, cake plate, dinner plate and cutlery set per guest, plus about 10% spare. For 20 guests, that means 22 of each item where practical.
How much tea and coffee should I buy for a birthday high tea?: Allow 2–3 hot drinks per guest for the first two hours. For 20 guests, prepare capacity for roughly 40–60 cups and keep extra tea, coffee, milk and sugar available.
When should I buy food for a birthday high tea?: Buy packaged drinks, tea, coffee and table supplies up to a week ahead. Buy fresh fruit and sandwich ingredients one day before, and collect cake and pastries on the day, ideally 1–2 hours before serving.

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