High Tea Picnic Checklist

A high tea picnic needs more planning than packing sandwiches and a blanket. You need a confirmed location, enough seating and tableware, chilled food, hot drinks and a weather plan that still works outdoors. Start with the guest count and dietary requirements, then work backwards from the picnic date. This checklist covers the practical jobs people often leave too late, including deliveries, food preparation, transport and setting up the tea service.

Organize this event for free with Lizzt

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 picnic location
Send invitations
Process registrations
Collect dietary requirements
Determine the final number of guests
Check the weather forecast
Confirm deliveries and reservations
Check the shopping list
Collect reusable items
2 people
Do the shopping
2 people
Check dishes and glassware
2 people
Wash and iron table linen
Fill coolers
2 people
Chill drinks
2 people
Set out tea and coffee
Prepare sandwiches
3 people
Prepare salads
2 people
Bake scones
2 people
Wash and cut fruit
2 people
Portion the cake and pastries
2 people
Arrange snacks
2 people
Pack food chilled
2 people
Transport to the venue
3 people
Section off the picnic area
2 people
Build party tents
4 people
Lay out picnic blankets
2 people
Set up tables and chairs
4 people
Set up buffet tables
3 people
Lay out crockery and cutlery
2 people
Hang up decorations
2 people
Set up lighting
2 people

Event

Prepare coffee and tea
2 people
Welcome guests
2 people
Serve welcome drinks
2 people
Serve high tea
3 people
Replenish savory snacks
2 people
Restock the sweet snacks
2 people
Refill drinks
2 people
Collect used dishes
2 people
Turn on evening lighting
Serve the last round
2 people
See off guests
2 people

Aftercare

Safely pack food and drinks
2 people
Collect and sort waste
3 people
Take down tables and chairs
4 people
Take down party tents
4 people
Remove lighting and decorations
2 people
Hand over the venue clean and empty
3 people
Wash dishes and glassware
3 people
Clean coolers and equipment
2 people
Dry and store materials
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 40
Picnic blanketsqty 10
Buffet tablesqty 3
Tableclothsqty 9

Tableware

Teacupsqty 50
Tea saucersqty 50
Pastry platesqty 50
Large platesqty 50
Water glassesqty 50
Wine glassesqty 50
Forksqty 50
Knivesqty 50
Teaspoonsqty 50
Serving plattersqty 12
Cake standsqty 6
Teapotsqty 6
Water jugsqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Serving spoonsqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 3
Hot drink urnsqty 4
Coolersqty 4

Lighting

String lightsqty 6
Battery lanternsqty 8

Decorations

Flower arrangementsqty 8
Welcome sign
Table numbersqty 6

Cleaning

Waste binsqty 4
Bucketsqty 3
Spongesqty 6
Dish brushesqty 3
Hand broomsqty 2
Can openersqty 2
Kitchen towelsqty 12

Catering

Groceries

Tips

Confirm the final guest count before buying food or assigning seating. Use it to calculate tea cups, plates, glasses and cutlery, then add a small buffer for breakages or unexpected guests.
Check the weather forecast several days before the picnic and again on the morning itself. A party tent, blankets and folding chairs need to be ready before food leaves the kitchen, not after rain starts.
Prepare food in separate groups: sandwiches and salads can be packed chilled, while scones, fruit, cake and pastries should be portioned and arranged close to serving time. Keep cold items in coolers during transport.
Plan the tea station before the picnic begins. Kettles, coffee machines or hot drink urns need a safe position near the serving tables, with teapots, cups, saucers, teaspoons, water jugs and a clear route for refills.
Allow extra setup time for an outdoor site. Put up tents, place tables and blankets, check table linen, section off the picnic area and set out serving platters before collecting or unpacking the food.

Frequently asked questions

How far in advance should I organise a high tea picnic?: Confirm the date and picnic location at least 3 to 4 weeks ahead, especially if you need a reservation or deliveries. Send invitations early enough to collect dietary requirements before you finalise the shopping list.
How much food do I need for a high tea picnic?: Plan several small savoury portions per guest, plus 1 to 2 scones, a serving of fruit and 1 to 2 cake or pastry portions each. Final quantities depend on whether the picnic replaces lunch, so confirm the guest count before shopping.
When should I prepare the food for a high tea picnic?: Prepare salads, sandwiches and chilled items on the day, ideally 2 to 4 hours before departure. Bake or portion scones, cake and pastries early enough to cool, while keeping perishable food chilled until it is served.
What equipment do I need for an outdoor high tea picnic?: Allow seating and a surface for every guest, plus tables for the buffet and tea service. Pack table linen, cups, saucers, plates, glasses, serving platters, cake stands, kettles or hot drink urns, coolers and weather cover before loading the food.

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.