High tea checklist: what to arrange and when

A high tea needs more than sandwiches and a few teapots. This checklist covers the planning sequence, from building the guest list and collecting dietary requirements to arranging the room, preparing food and testing the tea and coffee service. Work through the guest numbers first, because they determine the catering, tableware and seating. The final setup is much easier when chilled drinks, prepared food and serving equipment are ready before guests arrive.

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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
Confirm registrations
Reserve venue
Finalize catering arrangements
Determine the table layout
Prepare the menus
Make name badges
Check the shopping list
Do the shopping
2 people
Keep stock refrigerated
Test tea and coffee service
Prepare snacks
3 people
Wash and cut fruit
2 people
Prepare sandwiches
3 people
Bake scones
2 people
Set up tables
3 people
Set up chairs
3 people
Set the tables
3 people
Set out tableware
2 people
Set up the buffet
3 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Set aside diet portions
2 people
Set up the reception desk

Event

Welcome guests
3 people
Escort guests to their table
2 people
Serve tea and coffee
3 people
Serve savory snacks
3 people
Serve sweet snacks
3 people
Refill drinks
2 people
Clear used dishes
2 people
See off guests
2 people

Aftercare

Clear away food and drinks
2 people
Wash dishes
3 people
Clear tables and chairs
3 people
Remove decorations
2 people
Collect waste
2 people
Clean the room
3 people
Put stock back
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Buffet tablesqty 2
Service table
Clothes rail

Tableware

Dinner platesqty 50
Cake platesqty 50
Teacupsqty 50
Tea saucersqty 50
Teapotsqty 8
Milk jugsqty 6
Sugar bowlsqty 6
Cake forksqty 50
Teaspoonsqty 50
Serving spoonsqty 12
Serving tongsqty 8
Tiered traysqty 8
Serving plattersqty 12
Water glassesqty 50
Carafesqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 4
Measuring cupsqty 2
Baking traysqty 4
Oven mittsqty 2

Equipment

Coffee machinesqty 2
Kettlesqty 3
Hot platesqty 3
Coolersqty 3

Decorations

Tableclothsqty 6
Napkin holdersqty 6
Flower arrangementsqty 6
Menusqty 45
Name badgesqty 45
Table numbersqty 6

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2

Catering

Groceries

Tips

Start with the guest list and dietary requirements before confirming catering. Keep the final headcount in one place and give the caterer or kitchen a clear deadline for changes.
Plan the room around the food service. Allow separate space for seated tables, a buffet, the tea and coffee service, and a service table so guests do not queue between chairs.
Count tableware by guest, then add a small reserve. Each person needs a dinner plate, cake plate, teacup, saucer, cake fork and teaspoon; extra serving spoons, tongs and platters are needed for shared food.
Prepare food in the order that protects freshness. Wash and cut fruit, prepare sandwiches and bake scones close to serving time, while drinks and other temperature-sensitive items stay chilled until needed.
Test the tea and coffee setup before the room is finished. Check that kettles, coffee machines, hot plates, teapots, milk jugs and sugar bowls are all usable and that hot drinks can be replenished without crossing the buffet queue.

Frequently asked questions

How far in advance should I plan a high tea?: Start planning at least 3 to 4 weeks ahead. Send invitations early enough to collect registrations and dietary requirements, then confirm the final guest count about 7 days before the high tea.
How much food do I need per person for a high tea?: Plan for roughly 3 to 4 small savoury sandwiches, 1 to 2 scones and 2 to 3 sweet portions per guest. Add a small reserve of about 10% if guests will stay for several hours.
When should I prepare sandwiches and scones for a high tea?: Prepare sandwiches on the day, ideally 2 to 4 hours before serving, and keep them covered and cool. Bake scones as close to serving as practical, usually within 2 to 3 hours, so they remain fresh.
How many teacups and plates do I need for a high tea?: Provide one teacup, saucer, dinner plate, cake plate, cake fork and teaspoon per guest, plus around 10% extra. For 20 guests, that means 22 of each personal item where possible.

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