High tea checklist: what to arrange and when
A high tea runs smoothly when guest numbers, dietary requirements and serving quantities are settled before you shop or prepare food. This checklist takes you from choosing the date and venue to setting out tea, coffee, savoury bites, sandwiches, fruit, cakes and pastries. It also covers details that are easy to miss, such as labels for dietary options, chilled drinks, enough serving pieces and a clear buffet layout. Use the timing of each task to avoid last-minute preparation.
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
Reserve venue and tables
Send invitations
Process registrations
Collect dietary requirements
Confirm registrations
Determine the menu and portions
2 people
Check deliveries
Inventory tableware and equipment
2 people
Prepare diet labels
Do the shopping
2 people
Store dry goods
Chill drinks
Check cakes and pastries
Prepare sandwich fillings
2 people
Wash and cut fruit
2 people
Clean the venue
2 people
Set up tables and chairs
3 people
Set out table linen and tableware
3 people
Set up the buffet and drinks station
2 people
Prepare savory snacks
3 people
Arrange sweet snacks
3 people
Set out tea and coffee
2 people
Event
Guest reception
2 people
Explain dietary options
Serve tea and coffee
2 people
Serve savory snacks
2 people
Serve sweet snacks
2 people
Refill drinks
Clear used dishes
2 people
See off guests
2 people
Aftercare
Clear away food and drinks
2 people
Wash and dry the dishes
2 people
Dismantle tables and chairs
3 people
Clean the venue
2 people
Collect and take away waste
Return materials
2 people
Store leftover stock
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 6
- Chairsqty 32
- Serving buffetqty 2
- Coat rack
Tableware
- Teacupsqty 36
- Tea saucersqty 36
- Coffee cupsqty 36
- Coffee saucersqty 36
- Cake platesqty 40
- Pastry forksqty 40
- Teaspoonsqty 40
- Butter knivesqty 12
- Water glassesqty 40
- Serving plattersqty 12
- Serving tongsqty 8
- Cake standsqty 6
- Tiered traysqty 8
- Teapotsqty 8
- Milk jugsqty 6
- Sugar bowlsqty 6
Equipment
- Kettlesqty 3
- Coffee machinesqty 2
- Thermos flasksqty 6
- Coolersqty 3
Kitchen
- Cutting boardsqty 4
- Chef's knifeqty 2
- Measuring cupsqty 2
- Mixing bowlsqty 4
- Serving carafesqty 4
Decorations
- Table runnersqty 6
- Flower arrangementsqty 6
- Menu standsqty 6
Catering
- Groceries
- Food containersqty 12
- Drink labelsqty 20
- Diet labelsqty 20
Cleaning
- Waste binsqty 3
- Bucketsqty 2
- Mop headsqty 2
- Hand brush and dustpanqty 2
Tips
- Confirm registrations before finalising portions. Once the guest list is closed, allow for dietary requirements and decide how much sandwich filling, fruit, cake and pastry each person will receive.
- Check tableware as an inventory, not just by category. Count teacups, saucers, teaspoons, cake plates, pastry forks and water glasses against the confirmed guest number, then add a small buffer for breakage or spills.
- Prepare dietary labels before the food reaches the buffet. Mark each suitable dish clearly and keep separate serving tongs or utensils available so guests can identify and serve their options safely.
- Chill drinks and check hot-drink equipment before guests arrive. Kettles, coffee machines and thermos flasks should be tested during setup, while milk, sugar, tea and coffee are placed where they can be reached without blocking the food.
- Build in time for foods that cannot be prepared together. Sandwich fillings, washed and cut fruit, savoury snacks and sweet items each need a place in the preparation sequence, and cakes or pastries should be checked when delivered rather than at serving time.
Frequently asked questions
- How far in advance should I organise a high tea?
- Confirm the date, location and venue at least 4 to 6 weeks ahead. Send invitations early enough to close registrations before you need final menu quantities, usually 7 to 10 days before the high tea.
- How much food should I plan per person for a high tea?
- Plan around 3 to 4 savoury pieces, 2 to 3 small sandwiches and 2 to 3 sweet portions per person, depending on whether the high tea replaces a meal. Add about 10% extra for uneven portions or unexpected guests.
- When should I prepare high tea food?
- Prepare fillings, labels and equipment the day before where possible. Wash and cut fruit and assemble foods close to serving time, generally within 2 to 4 hours, so the texture and freshness hold.
- How many cups and plates do I need for a high tea?
- Provide one teacup, saucer, cake plate, pastry fork, teaspoon and water glass per guest, plus at least 10% spare. If guests will also drink coffee, count a coffee cup and saucer for every guest who may choose it.
Start this plan in Lizzt
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