How to organise a high tea without last-minute problems

A high tea works best when you treat it as a timed meal rather than an open-ended buffet. Start with the guest list and dietary requirements, then confirm the menu, furniture and tableware before ordering food. The final days are for non-perishable shopping and preparation; fresh produce, sandwiches, scones and drinks come later. This order prevents the usual problems: too few cups, warm drinks, soggy sandwiches or no suitable food for guests with dietary restrictions.

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

1
Compile the guest list
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Determine the final number of guests
6
Put together the menu
2 people
7
Set the dietary menu
2 people
8
Reserve furniture and tableware
9
Check the shopping list
2 people
10
Do non-perishable shopping
2 people
11
Order fresh produce
12
Check the venue and kitchen
2 people
13
Determine the table layout
2 people
14
Prepare decorations
2 people
15
Collect fresh produce
2 people
16
Prepare sandwich fillings
3 people
17
Prepare sandwiches
3 people
18
Bake scones
2 people
19
Wash and cut fruit
2 people
20
Arrange pastries on trays
2 people
21
Chill drinks
2 people
22
Set up tables
3 people
23
Set up chairs
2 people
24
Set the tables
3 people
25
Hang decorations
2 people
26
Set up tea stations
2 people
27
Set up the reception table

Event

28
Welcome guests
3 people
29
Serve tea and coffee
3 people
30
Serve savory snacks
3 people
31
Serve sweet snacks
3 people
32
Serve dietary meals separately
2 people
33
Refill drinks
2 people
34
Collect used dishes
2 people
35
See off guests
2 people

Aftercare

36
Clear away food and drinks
3 people
37
Wash dishes
3 people
38
Clear tables and chairs
3 people
39
Remove decorations
2 people
40
Sort and remove waste
2 people
41
Clean the kitchen
2 people
42
Clean the room
2 people
43
Check borrowed items
44
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 5
Chairsqty 32
Buffet table
Coat rack

Tableware

Teacupsqty 36
Tea saucersqty 36
Pastry platesqty 36
Pastry forksqty 36
Teaspoonsqty 36
Serving plattersqty 12
Serving tongsqty 6
Butter dishesqty 4
Milk jugsqty 4
Sugar bowlsqty 4

Equipment

Kettlesqty 3
Coffee maker
Coolersqty 2

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Mixing bowlsqty 4
Baking traysqty 3
Serving trays with tiered standqty 6

Decorations

Tableclothsqty 5
Flower arrangementsqty 5
Name badgesqty 32
Table décorqty 10

Cleaning

Waste binsqty 3
Bucketsqty 2
Cleaning clothsqty 10
Washing-up basinsqty 2

Catering

Groceries

Tips

Set the final guest count before ordering sandwiches, scones, fruit and cake. Use that number to check every place setting, including a teacup, saucer, cake plate, pastry fork and teaspoon per guest.
Collect dietary requirements with the registrations, not on the day itself. Confirm the separate menu before shopping so vegetarian, vegan, gluten-free or allergy-safe portions are clearly identified.
Check the kitchen and serving area at least one week ahead. Make sure there is room for kettles, a coffee maker, coolers, baking trays and serving platters, with a separate table for the food if the dining tables are full.
Prepare the food in the right order: wash and cut fruit, prepare sandwich fillings and bake scones ahead, but assemble sandwiches and arrange cakes close to serving time. This keeps bread from drying out and fruit from losing its texture.
Set the tables before guests arrive, including milk jugs, sugar bowls, butter dishes and serving tongs. Chill drinks in advance and place waste bins and a coat rack where guests can find them without interrupting the meal.

Frequently asked questions

How far in advance should I plan a high tea?: Start the guest list and invitations at least 3 to 4 weeks before the high tea. Confirm the final number, dietary requirements, furniture and tableware about 7 days beforehand.
How much food do I need per person for a high tea?: Plan on about 3 to 4 small sandwiches, 1 to 2 scones and 2 to 3 small sweet portions per guest. Add a little extra for popular items, especially when there is no separate main meal.
When should I make sandwiches for a high tea?: Prepare the fillings up to 1 day ahead, but assemble the sandwiches on the day, ideally 2 to 4 hours before serving. Cover them well and keep them cool so the bread does not dry out.
How many cups and plates do I need for a high tea?: Provide at least 1 teacup, saucer, cake plate, pastry fork and teaspoon per guest, plus 10% spare tableware. For 20 guests, that means 22 of each essential piece where possible.

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.