How to organise a high tea without last-minute stress

Organising a high tea works best when you settle the guest count before ordering food, hiring furniture or checking tableware. Start with the date, venue and invitations, then collect dietary requirements and confirm registrations. In the final week, arrange tables, chairs and serving pieces, check every item and order the groceries. On the day, set the tables before preparing the sandwiches, scones, pastries and fruit, so the tea and coffee service is ready when guests arrive.

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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
Compile guest list
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Confirm number of guests
7
Reserve tables and chairs
8
Reserve tableware and glassware
9
Make a shopping list
2 people
10
Check allergies
11
Order groceries
12
Print the program
13
Make name badges
2 people
14
Check tableware
2 people
15
Prepare decorations
2 people
16
Pick up groceries
2 people
17
Chill drinks
2 people
18
Prepare scones and pastries
3 people
19
Prepare sandwiches
3 people
20
Wash and cut fruit
2 people
21
Set out tea and coffee
2 people
22
Clean the venue
3 people
23
Set up tables
4 people
24
Set up chairs
3 people
25
Set the tables
4 people
26
Hang up decorations
2 people
27
Set up the buffet
3 people
28
Set aside dietary options separately
2 people
29
Set up the reception desk
2 people

Event

30
Welcome guests
2 people
31
Serve tea and coffee
3 people
32
Serve savory snacks
3 people
33
Serve sweet snacks
3 people
34
Refill drinks
2 people
35
Keep the buffet tidy
2 people
36
Collect used dishes
2 people
37
See off guests
2 people

Aftercare

38
Store food safely
2 people
39
Collect waste
3 people
40
Wash dishes
3 people
41
Clear tables and chairs
4 people
42
Clean the venue
3 people
43
Remove decorations
2 people
44
Check stock
45
Return materials
2 people
46
Keep lost and found items

What to bring

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

Furniture

Tablesqty 6
Chairsqty 36
Buffet tablesqty 2
Table runnersqty 6

Tableware

Teacupsqty 36
Tea saucersqty 36
Cake platesqty 36
Coffee cupsqty 24
Water glassesqty 36
Forksqty 40
Teaspoonsqty 40
Cake tongsqty 3
Teapotsqty 6
Serving plattersqty 12
Serving standsqty 6
Milk jugsqty 6
Sugar bowlsqty 6

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Measuring cupsqty 2
Mixing bowlsqty 4
Baking traysqty 4
Oven mittsqty 2

Equipment

Kettlesqty 3
Coffee machinesqty 2
Coolersqty 3
Extension cordsqty 3

Decorations

Flower arrangementsqty 6
Table décorqty 6
Name card holdersqty 36
Welcome sign

Catering

Serving tongsqty 6
Drink dispensersqty 2
Thermos flasksqty 6
Ice packsqty 8
Groceries

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2

Lighting

Table lampsqty 6

Tips

Confirm the final number of guests several days before shopping. Use that number to check seating, cups, saucers, plates, glasses, forks and teaspoons rather than assuming the venue has enough.
Ask for allergies and dietary requirements when guests register, then check them again against the sandwiches, scones, pastries and fruit before serving. Keep clearly separate serving utensils available for foods with different ingredients.
Set the tables before food preparation starts. Place a teacup, saucer, teaspoon, plate and fork for each guest, then add serving platters, cake plates, sugar bowls and milk jugs where they can be reached without crossing the table.
Prepare the food in an order that protects its texture: wash and cut the fruit, assemble sandwiches, and bake or finish scones and pastries close enough to serving time. Keep chilled items cool and do not leave cream or other perishable fillings at room temperature for hours.
Check practical equipment before guests arrive, especially kettles, coffee machines, coolers and extension cords. Boil-test the hot-drink equipment, cool the drinks in advance and leave a clear route between the tables and the serving area.

Frequently asked questions

How far in advance should I send high tea invitations?: Send invitations around 3 to 4 weeks before the high tea. Set the registration deadline at least 7 days before the event so you have time to confirm numbers, allergies, seating and food quantities.
How much food do I need per person for a high tea?: Plan for about 3 to 4 small sandwiches, 1 scone and 2 to 3 small pastries or cakes per person, plus fruit. Add a small buffer of roughly 10% after the final guest count is confirmed.
When should I prepare high tea sandwiches and scones?: Prepare sandwiches on the day, ideally 2 to 4 hours before guests arrive, and keep them covered and cool. Bake or finish scones as close to serving as your schedule allows, preferably within 2 hours.
How long does it take to set up a high tea?: Allow 2 to 3 hours for a small high tea once the tables, chairs, tableware and decorations are on site. Add at least 30 minutes for a final check of food, drinks, hot-water equipment and dietary labels.

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