High tea checklist: what to arrange and when

A high tea needs more than sandwiches and a pot of tea. You need a confirmed guest count, dietary information, enough cups and serving platters, and a clear setup sequence. Start by confirming the date and venue, then work towards food orders, equipment and table preparation. This checklist covers the details that are easy to overlook, including chilled drinks, name cards, toilet checks and the final collection of cakes and fresh ingredients.

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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
Send invitations
Process registrations
Collect dietary requirements
Determine the final number of guests
Confirm deliveries and reservations
Finalize menu and dietary options
2 people
Reserve tableware and equipment
Check the shopping list
Do non-perishable shopping
2 people
Order fresh produce
Check venue and toilets
2 people
Prepare decorations and signage
2 people
Make signs and name cards
2 people
Pick up cakes and pastries
2 people
Pick up fresh ingredients
2 people
Set up tables
3 people
Set up chairs
2 people
Lay out table linens and napkins
2 people
Hang decorations
2 people
Set out tableware and cutlery
2 people
Chill cold drinks
Prepare sandwiches
3 people
Prepare savory snacks
3 people
Portion out sweet snacks
2 people
Wash and cut fruit
2 people
Set up tea and coffee station
2 people
Label the buffet and dietary options
2 people
Perform final room check
2 people

Event

Welcome guests
3 people
Serve tea and coffee
3 people
Serve snacks and pastries
3 people
Refill drinks
2 people
Collect used dishes
2 people
Restock the buffet
2 people
See off guests
2 people

Aftercare

Pack leftovers safely
2 people
Wash dishes and kitchen equipment
3 people
Clear tables and chairs
3 people
Sort and remove waste
2 people
Clean the venue and toilets
3 people
Remove decorations
2 people
Count and pack materials
2 people
Return borrowed materials
Store remaining supplies

What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Serving buffetqty 2
Drink table

Tableware

Teacupsqty 45
Tea saucersqty 45
Pastry platesqty 50
Coffee spoonsqty 50
Table knivesqty 50
Pastry forksqty 50
Water glassesqty 50
Teapotsqty 8
Milk jugsqty 6
Sugar bowlsqty 6
Serving plattersqty 12
Serving tongsqty 8
Cake knivesqty 3

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Mixing bowlsqty 4
Measuring cupsqty 2
Coolersqty 3

Equipment

Kettlesqty 3
Coffee machinesqty 2
Extension cordsqty 3
Power stripsqty 3

Decorations

Table runnersqty 6
Napkinsqty 50
Flower arrangementsqty 6
Name badgesqty 45
Menusqty 6
Welcome sign
Table décorqty 6

Lighting

Atmosphere lightsqty 6

Cleaning

Waste binsqty 4
Washing-up basinsqty 3
Spongesqty 6
Cleaning clothsqty 12
Broom and dustpan

Catering

Groceries

Tips

Set a firm RSVP deadline before finalising the menu. Use the confirmed guest count to order cakes, calculate sandwich portions and check whether you have enough teacups, saucers, plates and forks.
Collect dietary requirements with the invitation rather than a few days before the event. Keep vegetarian, vegan, allergy-friendly and other options clearly labelled so they do not get mixed with the main platters.
Check serving equipment at least one week before the high tea. Count the teapots, milk jugs, sugar bowls, serving tongs and cake knives, and reserve replacements if any item is missing.
Do non-perishable shopping several days ahead, but collect cakes and fresh ingredients on the day or the day before. Prepare sandwiches and savoury bites close to serving time so they do not dry out.
Allow at least 90 minutes for room setup. Put tables and chairs in place first, then linens, tableware, decorations, name cards, chilled drinks and food; check kettles, coffee machines, extension cords and power strips before guests arrive.

Frequently asked questions

How far in advance should I plan a high tea?: Confirm the date, location and guest list at least 4 to 6 weeks ahead. Send invitations early enough to collect dietary requirements before ordering food and reserving equipment.
How many cups and plates do I need for a high tea?: Plan one teacup, saucer, pastry fork and cake plate per guest, plus around 10% extra. For 30 guests, prepare at least 33 of each item so replacements are available.
When should I prepare food for a high tea?: Prepare sandwiches and savoury bites on the day, ideally 1 to 3 hours before serving. Collect cakes and other fresh ingredients as late as practical, then portion sweet items shortly before guests arrive.
How long does it take to set up a high tea?: Allow 90 minutes for a straightforward setup and up to 2 hours if you are arranging multiple tables, decorations and a separate drinks station. Finish the equipment and toilet check before food is placed out.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.