High tea checklist: what to arrange and when

A high tea needs more than sandwiches, scones and a pot of tea. This checklist takes you from fixing the guest list and venue to preparing food, setting the tables and creating a practical tea and coffee station. Confirm dietary requirements before ordering ingredients, and set a firm guest count so you know how much crockery, seating and food to provide. The final setup is easier when non-perishable supplies are bought early and fresh groceries are collected close to the event.

Use this plan

The plan, step by step

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

Preparations

Set the date and guest list
Reserve venue
Send invitations
Process registrations
Collect dietary requirements
Determine the final number of guests
Determine the menu and serving order
2 people
Plan diet-free portions
2 people
Check tableware and equipment
2 people
Check the shopping list
Do non-perishable shopping
Order fresh groceries
Confirm location and route
Work out table arrangement
Make name badges
Prepare scones
2 people
Prepare sandwich fillings
2 people
Chill cakes and pastries
Pick up fresh groceries
Open and ventilate the venue
2 people
Set up tables and chairs
3 people
Set the tables
2 people
Set out tableware and cutlery
2 people
Place decorations and name tags
2 people
Set up the tea and coffee corner
2 people
Cut and arrange snacks
3 people
Present scones and pastries
2 people
Chill drinks
Conduct final restroom check

Event

Welcome guests
2 people
Serve tea and coffee
2 people
Serve savory snacks
2 people
Serve sweet snacks
2 people
Restock drinks and tableware
2 people
Serve non-dietary dishes
See off guests
2 people

Aftercare

Clear away food and drinks
3 people
Wash dishes
2 people
Take down tables and chairs
3 people
Pack decorations and materials
2 people
Collect and take away waste
2 people
Clean the venue
2 people
Clean the refrigerator and kitchen
Pack leftover food
2 people
Return borrowed items

What to bring

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

Furniture

Tablesqty 4
Chairsqty 28
Tableclothsqty 4
Buffet table

Tableware

Teacupsqty 28
Tea saucersqty 28
Cake platesqty 28
Coffee spoonsqty 28
Cake forksqty 28
Serving plattersqty 8
Serving tongsqty 6
Water glassesqty 28

Equipment

Kettlesqty 3
Coffee maker
Hot drink urnsqty 4
Coolersqty 2
Extension cordsqty 2

Kitchen

Cutting boardsqty 3
Chef's knifeqty 2
Mixing bowlsqty 3
Measuring cupsqty 2
Kitchen scale
Ice packsqty 6

Decorations

Flower arrangementsqty 4
Name badgesqty 28
Menusqty 4
Napkin ringsqty 28
Table décorqty 4

Lighting

Table lampsqty 4

Cleaning

Waste binsqty 3
Washing-up tubsqty 2

Catering

Groceries

Tips

Set the final guest count before buying food or confirming table layouts. As a working guide, allow one complete place setting per guest plus 10% extra cups, saucers, plates and cutlery for breakages or unexpected guests.
Ask for dietary requirements when guests register, then plan separate portions rather than adapting dishes at the last minute. Label diet-free food clearly and keep separate serving utensils available.
Buy shelf-stable ingredients first, but arrange fresh groceries for collection or delivery shortly before the high tea. Prepare sandwich fillings and scones ahead, while keeping cakes and other pastries chilled until serving.
Set up the tea and coffee station before guests arrive, with kettles, hot drink urns, coffee equipment, water glasses and extension cords placed safely. Keep the station away from the food and seating flow so queues do not block the room.
Allow at least 60–90 minutes for tables, chairs, tablecloths, place settings, name badges and decorations. Open and ventilate the venue before setup, and check that waste bins and coolers are in position.

Frequently asked questions

How far in advance should I plan a high tea?: Fix the date, venue and guest list at least 4–6 weeks ahead. Send invitations early enough to collect registrations and dietary requirements before you order ingredients or finalise the menu.
How much food do I need for a high tea?: Plan 3–4 savoury sandwich pieces, 1–2 scones and 2–3 small cakes or pastries per guest. Add about 10% extra for seconds, breakages and guests whose dietary portions need separate preparation.
How many cups and plates do I need for a high tea?: Provide one teacup, saucer, cake plate, fork and spoon per guest, plus at least 10% spare. For 20 guests, that means 22 place settings, with extra serving platters and tongs for each food section.
When should I prepare the high tea food?: Prepare sandwich fillings and other components 1 day before, then assemble sandwiches and collect fresh groceries on the event day. Keep cakes and pastries chilled until setup, and aim to finish the table and tea station 30–60 minutes before guests arrive.

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.