High tea checklist: what to arrange and when

A high tea needs more planning than tea, cake and a pretty table. Start by confirming the guest count and dietary requirements, then match your food, drinks, tableware and seating to that number. Fresh sandwiches, fruit and pastries need different preparation times, so leave the shopping and pickup close to the event without creating a last-minute rush. This checklist takes you from invitations and orders to a ready buffet and drinks station.

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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 the guest list
Send invitations
Process registrations
Collect dietary requirements
Determine the final number of guests
Confirm deliveries and pickup orders
Check dishes and glassware
2 people
Wash and iron table linen
Check the shopping list
Do the shopping
2 people
Store non-perishable groceries
Keep fresh produce cool
Pick up cake and pastries
2 people
Prepare cold appetizers
3 people
Prepare sandwiches
3 people
Wash and cut fruit
2 people
Portion savory snacks
2 people
Cut the cake
2 people
Set aside allergy-free snacks
Chill drinks
2 people
Set up tables and chairs
4 people
Set table linen
2 people
Set out tableware and cutlery
3 people
Set up the buffet and drinks station
3 people
Hang decorations
2 people
Prepare tea and coffee
2 people
Arrange snacks on tiered trays
3 people
Set up the reception desk

Event

Welcome guests
2 people
Serve tea and coffee
2 people
Serve snacks and pastries
3 people
Refill drinks
2 people
Collect used dishes
2 people
Offer a final round of tea
2 people
See off guests
2 people

Aftercare

Tear down the buffet
3 people
Pack food safely
2 people
Wash dishes
3 people
Clear tables and chairs
4 people
Clean the venue
3 people
Collect and remove waste
2 people
Remove decorations
2 people
Store leftover materials
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 32
Buffet tablesqty 2
Coat racksqty 2

Tableware

Teacupsqty 36
Tea saucersqty 36
Cake platesqty 36
Coffee spoonsqty 36
Cake forksqty 36
Water glassesqty 36
Teapotsqty 6
Tiered traysqty 8
Serving plattersqty 10
Serving tongsqty 6
Water jugsqty 4

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Mixing bowlsqty 4
Measuring cupsqty 2
Coolersqty 3

Equipment

Kettlesqty 3
Coffee machinesqty 2
Extension cordsqty 3
Power stripsqty 3

Decorations

Table runnersqty 6
Flower arrangementsqty 6
Tealight holdersqty 12
Name badgesqty 32
Menusqty 6

Lighting

LED string lightsqty 2

Cleaning

Waste binsqty 3
Washing-up bowlsqty 2
Cleaning clothsqty 12

Catering

Groceries

Tips

Confirm the final guest count at least 5 days before the high tea. Use it to adjust sandwich portions, cake, drinks, chairs, teacups and place settings rather than relying on the first invitation count.
Collect dietary requirements with the registrations, then set allergen-free sandwiches and pastries aside before serving begins. Mark them clearly so they are not mixed with the general platters.
Buy non-perishable groceries 2 to 3 days ahead, but keep fresh produce chilled and collect the cake and pastries on the day or 1 day before. This keeps sandwiches, fruit and cream-based items in better condition.
Set the buffet and drinks station at least 60 minutes before guests arrive. Put serving platters, cake plates, tongs, water jugs and tea equipment in place before the food comes out.
Check kettles, coffee machines, extension cords and power strips before decorating the room. Plan the cables first, then place tables, chairs, table linen, flowers and lighting so guests can move safely.

Frequently asked questions

How far in advance should I plan a high tea?: Send invitations around 3 to 4 weeks before the event and close registrations about 7 days beforehand. Confirm the final guest count and dietary requirements at least 5 days before serving.
How much food do I need for a high tea per person?: Plan roughly 4 to 6 small sandwiches, 2 to 3 savoury bites, 2 sweet items and 1 slice of cake per guest. Add about 10% extra for larger groups or when the high tea replaces lunch.
When should I prepare sandwiches and fruit for a high tea?: Prepare sandwiches and cut fruit on the day, ideally 1 to 3 hours before guests arrive. Keep both covered and chilled until serving so the bread does not dry out and the fruit stays fresh.
What tableware do I need for a high tea?: Allow 1 teacup, saucer, cake plate, cake fork and coffee spoon per guest, plus at least 1 extra setting for every 10 guests. Add serving platters, tongs, teapots, water glasses and water jugs for the buffet and drinks station.

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.