High tea shopping list: what to buy and prepare

A high tea needs more than tea and cake. Plan food, drinks and serving pieces around your final guest count, then check dietary requirements before shopping. For each guest, allow several small sandwiches, savoury bites, cake or pastries, fruit and at least two cups of tea. Keep fresh food chilled, confirm cake and pastry orders in advance, and set aside allergen-free portions before the buffet opens.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 32
Buffet tablesqty 2
Coat racksqty 2

Tableware

Teacupsqty 36
Tea saucersqty 36
Cake platesqty 36
Coffee spoonsqty 36
Cake forksqty 36
Water glassesqty 36
Teapotsqty 6
Tiered traysqty 8
Serving plattersqty 10
Serving tongsqty 6
Water jugsqty 4

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Mixing bowlsqty 4
Measuring cupsqty 2
Coolersqty 3

Equipment

Kettlesqty 3
Coffee machinesqty 2
Extension cordsqty 3
Power stripsqty 3

Decorations

Table runnersqty 6
Flower arrangementsqty 6
Tealight holdersqty 12
Name badgesqty 32
Menusqty 6

Lighting

LED string lightsqty 2

Cleaning

Waste binsqty 3
Washing-up bowlsqty 2
Cleaning clothsqty 12

Catering

Groceries
- Black tea - 80 bags
- Green tea - 30 bags
- Herbal tea - 30 bags
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Sugar - 1 kilo
- Sweetener - 1 box
- Semi-skimmed milk - 4 liter
- Oat milk - 2 liter
- Lemons - 8 pieces
- Honey - 1 jar
- Sparkling water - 6 bottles
- Still water - 6 bottles
- Apple juice - 4 liter
- Orange juice - 4 liters
- Apples - 2 kilo
- Grapes - 2 kilos
- Strawberries - 2 kilos
- Cucumbers - 4 pieces
- Cherry tomatoes - 1 kilo
- Arugula - 4 bags
- White sandwich bread - 4 loaves
- Brown casino bread - 4 loaves
- Mini croissants - 36 pieces
- Cream cheese - 1 kilo
- Hummus - 750 gram
- Smoked salmon - 750 grams
- Turkey breast - 750 grams
- Young cheese - 1 kilo
- Egg salad - 750 gram
- Mayonnaise - 1 jar
- Mustard - 1 jar
- Pepper - 1 can
- Salt - 1 tin
- Butter - 500 grams
- Mini quiches - 36 pieces
- Mini sausage rolls - 36 pieces
- Scones - 36 pieces
- Clotted cream - 1 kilo
- Strawberry jam - 2 jars
- Mini cupcakes - 36 pieces
- Petit fours - 36 pieces
- Brownies - 30 pieces
- Whipped cream - 2 canisters
- Napkins - 100 pieces
- Paper towels - 4 rolls
- Paper towels - 4 rolls
- Garbage bags - 20 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet paper - 12 rolls

Tips

Allow 4–6 small sandwiches, 2–3 savoury bites and 2 sweet portions per guest. Add fruit so the table has a fresh option alongside cake and pastries.
Plan 2–3 cups of tea per guest for a two-hour high tea, plus water and coffee if those are being served. Chill bottled drinks before guests arrive and keep extra water in jugs.
Buy or reserve cake and pastries at least 3–5 days ahead when they come from a bakery. Pick them up on the day, or store them according to the supplier’s instructions.
Count one teacup, saucer, teaspoon, cake plate and fork per guest, then add 10% spare pieces. Check the teapots, serving platters, cake stands and serving tongs before shopping.
Keep allergen-free sandwiches and treats on separate plates, clearly marked, before placing out the rest of the food. Wash and cut fruit close to serving time, and keep it cool until then.

Frequently asked questions

How much food do I need for a high tea per person?: Plan for 4–6 small sandwiches, 2–3 savoury bites, 2 sweet portions and a small serving of fruit per guest. For 20 guests, that means roughly 80–120 sandwiches, 40–60 savoury bites and 40 sweet portions.
How much tea should I buy for a high tea?: Allow 2–3 cups per guest for a two-hour event. For 20 guests, prepare enough for about 50 cups, using several tea varieties if guests have different preferences.
When should I buy cake and pastries for a high tea?: Reserve bakery items 3–5 days before the event, especially if you need specific flavours or dietary versions. Pick them up on the day whenever possible so they stay fresh.
How many cups and plates do I need for a high tea?: Provide one teacup, saucer, teaspoon, cake plate and cake fork per guest, plus 10% spare. For 20 guests, prepare at least 22 of each item where possible.

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