High tea checklist: everything to arrange, in order

A high tea works best when the food, tea service and table setup are planned together. Start by confirming the guest list, venue and timing, then collect dietary requirements before creating the menu and shopping list. On the day, prepare food in stages and leave enough time to chill drinks, set the tables and arrange the buffet. This checklist also covers details that are easy to forget, such as spare serving utensils, clearly marked dietary options and a stocked restroom.

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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

Send invitations
Process registrations
Collect dietary requirements
Confirm venue and times
Create menu
2 people
Arrange the table layout
Make a shopping list
Do the shopping
2 people
Check groceries
Chill drinks
Prepare scones
2 people
Prepare sandwiches
2 people
Prepare savory snacks
2 people
Wash and cut fruit
Portion out sweet snacks
2 people
Set dietary options aside
Set up tables
3 people
Set up chairs
2 people
Lay table linen
2 people
Set out tableware
2 people
Set up buffet
3 people
Set up the tea station
2 people
Hang up decorations
2 people
Place waste stations
Check and restock restroom

Event

Welcome guests
2 people
Escort guests to their table
2 people
Pour tea
2 people
Serve savory snacks
3 people
Restock tea and drinks
2 people
Collect used dishes
2 people
Serve sweet snacks
3 people
Refill the buffet and tables
2 people
Serve dietary options
Finish coffee and tea

Aftercare

Clear tables
3 people
Pack leftover food
2 people
Wash dishes
3 people
Clean the kitchen
2 people
Clean the venue
3 people
Sort and remove waste
2 people
Put furniture back
3 people
Store tableware and materials
2 people
Return borrowed items
2 people
Check for forgotten items

What to bring

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

Furniture

Tablesqty 6
Chairsqty 32
Buffet tablesqty 2
Clothes racks

Tableware

Teacupsqty 36
Tea saucersqty 36
Platesqty 50
Pastry forksqty 36
Coffee spoonsqty 36
Water glassesqty 36
Teapotsqty 6
Milk jugsqty 6
Sugar bowlsqty 6
Serving plattersqty 12
Serving tongsqty 8
Bread knivesqty 4

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Mixing bowlsqty 4
Measuring cupsqty 2
Baking traysqty 4
Tiered traysqty 6
Coolersqty 3
Thermos flasksqty 4

Equipment

Kettlesqty 3
Coffee maker

Decorations

Table runnersqty 6
Flower arrangementsqty 6
Name badgesqty 32
Theme labelsqty 12

Cleaning

Washing-up tubsqty 2
Spongesqty 6
Microfiber clothsqty 8
Bucketsqty 2
Mop
Broom and dustpan

Catering

Groceries

Tips

Collect dietary requirements when guests register, not a day before the high tea. Keep each dietary option separate and label it before food is placed on the buffet.
Plan the tea station before setting the table. Allow space for kettles, teapots, milk, sugar, cups, saucers and a safe place to refill hot water.
Prepare food in the order it keeps best: make or bake scones first, prepare sandwiches and savory snacks closer to serving, and wash and cut fruit shortly before guests arrive.
Set out serving equipment as well as tableware. A buffet can need several platters, tongs, bread knives and cake or pastry utensils, so check these against the menu before shopping.
Finish the room setup at least 30 minutes before arrival. Use that time to check the buffet, chill drinks, restock the restroom and put dietary labels in place.

Frequently asked questions

How much food do I need for a high tea?: Plan for about 4 to 6 savory and sweet portions per guest, including sandwiches, scones, fruit and other snacks. Add 10% extra if guests are arriving hungry or the high tea replaces lunch.
How far in advance should I send high tea invitations?: Send invitations 3 to 4 weeks ahead, and request registrations and dietary requirements no later than 7 days before the event. This gives you time to confirm quantities and adjust the menu.
When should I prepare high tea food?: Bake or prepare scones up to 1 day ahead, while sandwiches and cut fruit are best made on the day. Complete the buffet and table setup about 30 minutes before guests arrive.
How much tea should I plan per person for a high tea?: Allow 2 to 3 cups of tea per guest for a two-hour high tea, plus extra hot water for refills. Prepare more than one teapot or use thermos flasks if the group is large.

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