High tea checklist: everything to arrange in order

A high tea needs more preparation than simply putting cakes on a table. You need to coordinate guest numbers, dietary requirements, portions, tableware and a smooth tea and coffee service. Start with the venue and guest list, then confirm the menu and equipment before buying food. This checklist also helps you schedule fresh shopping, sandwich preparation, table setting and the final checks on the day.

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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

Reserve venue
Set the date and program
2 people
Compile guest list
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Determine menu and portions
2 people
Reserve tableware and tables
Confirm registrations
Prepare diet labels
Do non-perishable shopping
2 people
Buy fresh groceries
2 people
Prepare cakes and pound cakes
3 people
Prepare sandwiches
3 people
Wash and cut fruit
2 people
Set out herb cheese and toppings
2 people
Chill drinks
2 people
Set up the coffee and tea station
2 people
Set up tables and chairs
4 people
Set tables with linen
3 people
Hang decorations
2 people
Display dishes and labels
3 people
Check venue and toilets
2 people

Event

Welcome guests
3 people
Serve tea and coffee
3 people
Serve savory snacks
3 people
Serve sweet snacks
3 people
Refill drinks
2 people
Collect tableware and waste
2 people
See off guests
2 people

Aftercare

Clear away food and drinks
3 people
Wash dishes
3 people
Take down tables and chairs
4 people
Clean the venue
3 people
Take out the trash
2 people
Check materials
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 32
Serving trolleyqty 2

Tableware

Teacupsqty 36
Tea saucersqty 36
Coffee cupsqty 36
Coffee saucersqty 36
Large platesqty 36
Small platesqty 36
Pastry forksqty 36
Teaspoonsqty 36
Cake knivesqty 4
Serving tongsqty 8
Serving plattersqty 12
Teapotsqty 6
Milk jugsqty 6
Sugar bowlsqty 6
Water glassesqty 36

Decorations

Table runnersqty 6
Flower arrangementsqty 6
Name badgesqty 36
Menusqty 6
Buntingqty 4

Equipment

Kettlesqty 3
Coffee machinesqty 2
Coolersqty 3

Kitchen

Cutting boardsqty 4
Bread knivesqty 3
Measuring cupsqty 2
Kitchen knivesqty 3

Cleaning

Dishpanqty 2
Bucketsqty 2
Cleaning clothsqty 12
Broom and dustpan
Mopqty 2

Catering

Groceries

Tips

Set the date, venue and programme before sending invitations. Ask guests to register by a fixed deadline, then use the final number to calculate portions and confirm tables, chairs and tableware.
Collect dietary requirements with the registration and prepare clear labels before the food is displayed. Keep separate serving tongs or utensils available where needed so guests can identify suitable dishes quickly.
Buy non-perishable items first and leave fresh groceries until shortly before the high tea. Cakes, sandwiches and cut fruit should be planned as separate preparation jobs rather than left for the morning of the event.
Set up the tea and coffee station before guests arrive, including kettles, coffee machines, teapots, cups, saucers, milk, sugar and water glasses. Chill drinks in advance so serving does not depend on last-minute cooling.
Allow time for a complete room and toilet check before welcoming guests. Set tables with linen, place menus and name badges, and display dishes and dietary labels before the first guests sit down.

Frequently asked questions

How far in advance should I plan a high tea?: Set the date and reserve the venue at least 4 to 6 weeks ahead if guests need to register. Send invitations early enough to collect final numbers and dietary requirements before ordering food and tableware.
How much food do I need for a high tea?: Plan the menu and portions from the confirmed guest count, allowing several savoury and sweet servings per person rather than one item each. Finalise quantities after registrations close, then keep a small buffer for popular dishes.
When should I prepare high tea sandwiches and cakes?: Prepare cakes and pound cakes in advance when possible, but make sandwiches and cut fruit close to serving time for better texture. Complete fresh food preparation on the day, leaving enough time to label and display every dish.
When should I set up the tea and coffee station?: Set up the station before guests arrive, including the equipment, cups, saucers, milk, sugar and serving pots. Chill drinks and check the kettles and coffee machines in advance so service can start immediately.

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.