What to buy for a high tea picnic

A high tea picnic needs more than sandwiches and scones. Plan the food, tea service, serving pieces and outdoor setup around your final guest count, then allow extra time for chilling and transport. Tea, milk and delicate pastries are easy to overlook when shopping is split across several trips. This checklist helps you match quantities to the number of guests and spot the practical items that are often forgotten until the picnic is being set up.

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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
- Coffee - 2 packs
- Black tea - 3 boxes
- Green tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Milk - 6 liters
- Oat milk - 3 liters
- Lemons - 12 pieces
- Mineral water - 24 bottles
- Sparkling water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Ginger beer - 6 bottles
- Apple juice - 6 packs
- Non-alcoholic sparkling wine - 8 bottles
- White wine - 6 bottles
- Rosé - 6 bottles
- Ice cubes - 10 kilos
- White sandwich loaves - 8 loaves
- Whole wheat casinobread - 6 loaves
- Cream cheese - 2 kilo
- Smoked salmon - 1.5 kilos
- Cucumbers - 8 pieces
- Arugula - 500 grams
- Egg salad - 2 kilo
- Eggs - 30 pieces
- Mayonnaise - 2 jars
- Curry powder - 1 jar
- Chicken breast - 2 kilos
- Pesto - 3 jars
- Mozzarella - 1,5 kilo
- Cherry tomatoes - 2 kilos
- Basil - 6 bunches
- Herb cream cheese - 1 kilo
- Scones - 60 pieces
- Flour - 2 kilos
- Butter - 2 kilos
- Baking powder - 2 sachets
- Whipped cream - 2 liters
- Strawberry jam - 4 jars
- Clotted cream - 2 kilos
- Mini quiches - 60 pieces
- Puff pastry snacks - 60 pieces
- Mixed green salad - 3 kilos
- Pasta salad - 4 kilo
- Grapes - 4 kilos
- Strawberries - 3 kilos
- Melons - 4 pieces
- Mini cream puffs - 50 pieces
- Brownies - 50 pieces
- Madeleines - 50 pieces
- Chocolate truffles - 2 kilo
- Shortbread cookies - 2 kilos
- Napkins - 100 pieces
- Paper straws - 60 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 6 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 3 bottles
- Toilet paper - 12 rolls

Tips

Plan about 3–4 savoury sandwich pieces, 1 scone and 2–3 small cakes or pastries per guest. Add 10% extra for popular items and prepare separate portions for every recorded dietary requirement.
Allow 2–3 cups of tea per guest, plus at least 1 litre of drinking water for every 4 guests. Buy extra milk, lemon and sugar rather than waiting until the tea station is open.
Use one teacup, saucer, teaspoon and pastry plate per guest, then add 10% spare tableware. Provide enough serving platters, tongs and spoons so guests are not sharing one utensil between dishes.
Chill drinks and perishable food before leaving, and pack them in coolers with ice packs. Keep sandwiches, salads, cut fruit and cream-based items cold until they are served.
Count seating and shade before shopping: provide one chair or a comfortable blanket place per guest and reserve a covered area or party tent if rain or strong sun is possible. Pack tablecloths, jugs and cake stands with the food instead of assuming the picnic location supplies them.

Frequently asked questions

How much food do I need for a high tea picnic per person?: Allow 3–4 savoury sandwich pieces, 1 scone and 2–3 small cakes or pastries per person. For a two- to three-hour picnic, add roughly 10% extra to cover seconds and uneven appetites.
How much tea should I buy for a high tea picnic?: Plan for 2–3 cups per guest, depending on the event length and whether coffee is also served. For 20 guests, prepare about 40–60 cups and bring enough hot water, tea, milk, lemon and sugar for the full service.
What tableware is needed for a high tea picnic?: Provide one teacup, saucer, teaspoon and pastry plate per guest, plus larger plates, forks and water glasses. Add at least 10% spare pieces; for 20 guests, that means preparing around 22 of each frequently used item.
How early should I shop for a high tea picnic?: Buy dry goods, drinks and disposable or reusable serving supplies 2–3 days ahead. Shop for bread, fruit, dairy and pastries no earlier than 1 day before, then chill all perishable food and drinks before transport on the event day.

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