High tea checklist for a smooth afternoon

A high tea takes more preparation than arranging tea and cakes on a table. You need to confirm the guest count, collect dietary requirements, reserve enough tables, chairs and tableware, and plan when food can be prepared. This checklist takes you from the first arrangements to setting the tables and serving tea. It also covers details that are easy to overlook, such as name badges, chilled drinks, serving platters and enough kettles or coffee machines for the group.

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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

Confirm date and location
Compile guest list
Send invitations
Process registrations
Collect dietary requirements
Confirm number of guests
Reserve tables and chairs
Reserve tableware and glassware
Make a shopping list
2 people
Check allergies
Order groceries
Print the program
Make name badges
2 people
Check tableware
2 people
Prepare decorations
2 people
Pick up groceries
2 people
Chill drinks
2 people
Prepare scones and pastries
3 people
Prepare sandwiches
3 people
Wash and cut fruit
2 people
Set out tea and coffee
2 people
Clean the venue
3 people
Set up tables
4 people
Set up chairs
3 people
Set the tables
4 people
Hang up decorations
2 people
Set up the buffet
3 people
Set aside dietary options separately
2 people
Set up the reception desk
2 people

Event

Welcome guests
2 people
Serve tea and coffee
3 people
Serve savory snacks
3 people
Serve sweet snacks
3 people
Refill drinks
2 people
Keep the buffet tidy
2 people
Collect used dishes
2 people
See off guests
2 people

Aftercare

Store food safely
2 people
Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Clean the venue
3 people
Remove decorations
2 people
Check stock
Return materials
2 people
Keep lost and found items

What to bring

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

Furniture

Tablesqty 6
Chairsqty 36
Buffet tablesqty 2
Table runnersqty 6

Tableware

Teacupsqty 36
Tea saucersqty 36
Cake platesqty 36
Coffee cupsqty 24
Water glassesqty 36
Forksqty 40
Teaspoonsqty 40
Cake tongsqty 3
Teapotsqty 6
Serving plattersqty 12
Serving standsqty 6
Milk jugsqty 6
Sugar bowlsqty 6

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Measuring cupsqty 2
Mixing bowlsqty 4
Baking traysqty 4
Oven mittsqty 2

Equipment

Kettlesqty 3
Coffee machinesqty 2
Coolersqty 3
Extension cordsqty 3

Decorations

Flower arrangementsqty 6
Table décorqty 6
Name card holdersqty 36
Welcome sign

Catering

Serving tongsqty 6
Drink dispensersqty 2
Thermos flasksqty 6
Ice packsqty 8
Groceries

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2

Lighting

Table lampsqty 6

Tips

Confirm the final number of guests before ordering food or hiring furniture. Use that number to check every place setting, including a teacup, saucer, cake plate, fork, teaspoon and water glass.
Collect dietary requirements with the registrations, then check them again before shopping and preparing the food. Keep separate ingredients, boards and knives available for allergy-sensitive items.
Plan the food in stages: prepare sandwiches and wash or cut fruit close to serving time, while scones and pastries can be prepared earlier. Allow at least 30 minutes before guests arrive to arrange the food on platters and cake stands.
Chill drinks before setup begins and check that kettles, coffee machines, coolers and extension cords are ready. A single kettle is often too slow when several guests want tea at the same time.
Set tables only after the room has been cleaned and the furniture is in place. Put out table runners, table décor, name badges, serving utensils and spare cups before the first guests arrive.

Frequently asked questions

How far in advance should I plan a high tea?: Confirm the date, venue and guest list at least 3 to 4 weeks ahead. Send invitations early enough to collect registrations and dietary requirements before you order food, furniture or tableware.
How much food do I need for a high tea?: Plan 3 to 4 small savoury sandwiches and 2 to 3 sweet items per guest, plus scones if they are part of the menu. Add a small buffer of around 10% once the final guest count is known.
When should I prepare high tea food?: Prepare sandwiches and cut fruit on the day, preferably 1 to 3 hours before serving, and keep them covered and cool. Arrange pastries, scones and other items on serving platters about 30 minutes before guests arrive.
How many cups and plates do I need for a high tea?: Provide one teacup, saucer, cake plate, fork, teaspoon and water glass per guest, plus at least 10% extra for breakage or replacements. Also count the serving platters, cake tongs, teapots, milk jugs and sugar bowls separately.

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.