How to organise a high tea without last-minute stress

A high tea works best when the guest count, menu and serving setup are settled in that order. Confirm the date and location first, then collect dietary requirements before you finalise food quantities or place orders. Plan separate areas for tea, cold drinks and food so guests are not queuing around the tables. On the day, prepare sandwiches and savoury bites close to serving time, while setting out crockery, napkins and decorations earlier.

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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

1
Confirm date and location
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Determine the final number of guests
6
Confirm deliveries and reservations
7
Finalize menu and dietary options
2 people
8
Reserve tableware and equipment
9
Check the shopping list
10
Do non-perishable shopping
2 people
11
Order fresh produce
12
Check venue and toilets
2 people
13
Prepare decorations and signage
2 people
14
Make signs and name cards
2 people
15
Pick up cakes and pastries
2 people
16
Pick up fresh ingredients
2 people
17
Set up tables
3 people
18
Set up chairs
2 people
19
Lay out table linens and napkins
2 people
20
Hang decorations
2 people
21
Set out tableware and cutlery
2 people
22
Chill cold drinks
23
Prepare sandwiches
3 people
24
Prepare savory snacks
3 people
25
Portion out sweet snacks
2 people
26
Wash and cut fruit
2 people
27
Set up tea and coffee station
2 people
28
Label the buffet and dietary options
2 people
29
Perform final room check
2 people

Event

30
Welcome guests
3 people
31
Serve tea and coffee
3 people
32
Serve snacks and pastries
3 people
33
Refill drinks
2 people
34
Collect used dishes
2 people
35
Restock the buffet
2 people
36
See off guests
2 people

Aftercare

37
Pack leftovers safely
2 people
38
Wash dishes and kitchen equipment
3 people
39
Clear tables and chairs
3 people
40
Sort and remove waste
2 people
41
Clean the venue and toilets
3 people
42
Remove decorations
2 people
43
Count and pack materials
2 people
44
Return borrowed materials
45
Store remaining supplies

What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Serving buffetqty 2
Drink table

Tableware

Teacupsqty 45
Tea saucersqty 45
Pastry platesqty 50
Coffee spoonsqty 50
Table knivesqty 50
Pastry forksqty 50
Water glassesqty 50
Teapotsqty 8
Milk jugsqty 6
Sugar bowlsqty 6
Serving plattersqty 12
Serving tongsqty 8
Cake knivesqty 3

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Mixing bowlsqty 4
Measuring cupsqty 2
Coolersqty 3

Equipment

Kettlesqty 3
Coffee machinesqty 2
Extension cordsqty 3
Power stripsqty 3

Decorations

Table runnersqty 6
Napkinsqty 50
Flower arrangementsqty 6
Name badgesqty 45
Menusqty 6
Welcome sign
Table décorqty 6

Lighting

Atmosphere lightsqty 6

Cleaning

Waste binsqty 4
Washing-up basinsqty 3
Spongesqty 6
Cleaning clothsqty 12
Broom and dustpan

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the high tea. Use the final guest number to adjust sandwiches, cakes, drinks and place settings rather than relying on early estimates.
Check dietary requirements before finalising the menu. Keep clearly labelled alternatives separate from shared platters, and make name cards or badges so special meals reach the right guest.
Confirm deliveries, reservations and collections 2 to 3 days beforehand. Cakes, fresh ingredients, serving equipment and extra crockery are commonly arranged too late to replace easily.
Create separate tea and drink stations. Put kettles, teapots, milk, sugar and cups together, while keeping chilled water and other cold drinks on a different table to reduce queues.
Finish the room setup before food preparation begins. Allow at least 60 minutes for tables, chairs, linens, decorations, crockery and signs, then prepare sandwiches and portioned sweets as close to serving as practical.

Frequently asked questions

How far in advance should I plan a high tea?: Start confirming the date, location and guest list 3 to 4 weeks ahead. Set the registration deadline at least 7 days before the event, then use the final number to order fresh food and confirm equipment.
How many sandwiches and cakes do I need for a high tea?: Plan about 4 to 6 small savoury pieces and 2 to 3 sweet portions per guest, depending on how long the event lasts and whether it replaces a meal. Add a small margin only after dietary portions have been counted separately.
When should I prepare high tea sandwiches?: Prepare sandwiches on the day, ideally 1 to 3 hours before guests arrive. Cover them and keep them cool so the bread does not dry out, then prepare or portion delicate sweets as close to serving as possible.
What should I set up first for a high tea?: Set up tables and chairs first, followed by table linens, serving areas and signs. Put out crockery and cutlery next, and leave tea, chilled drinks, sandwiches and other perishable food until the final setup window.

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