How to organise a high tea picnic

A high tea picnic works best when you plan the food, hot drinks and outdoor setup as one service. Start by fixing the date and location, then confirm guest numbers and dietary requirements before shopping or preparing anything. Allow time for chilled transport, tea and coffee equipment, seating and a weather backup. The most common problems are running short of cups, serving food too warm, and leaving setup until 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
Reserve picnic location
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Determine the final number of guests
7
Check the weather forecast
8
Confirm deliveries and reservations
9
Check the shopping list
10
Collect reusable items
2 people
11
Do the shopping
2 people
12
Check dishes and glassware
2 people
13
Wash and iron table linen
14
Fill coolers
2 people
15
Chill drinks
2 people
16
Set out tea and coffee
17
Prepare sandwiches
3 people
18
Prepare salads
2 people
19
Bake scones
2 people
20
Wash and cut fruit
2 people
21
Portion the cake and pastries
2 people
22
Arrange snacks
2 people
23
Pack food chilled
2 people
24
Transport to the venue
3 people
25
Section off the picnic area
2 people
26
Build party tents
4 people
27
Lay out picnic blankets
2 people
28
Set up tables and chairs
4 people
29
Set up buffet tables
3 people
30
Lay out crockery and cutlery
2 people
31
Hang up decorations
2 people
32
Set up lighting
2 people

Event

33
Prepare coffee and tea
2 people
34
Welcome guests
2 people
35
Serve welcome drinks
2 people
36
Serve high tea
3 people
37
Replenish savory snacks
2 people
38
Restock the sweet snacks
2 people
39
Refill drinks
2 people
40
Collect used dishes
2 people
41
Turn on evening lighting
42
Serve the last round
2 people
43
See off guests
2 people

Aftercare

44
Safely pack food and drinks
2 people
45
Collect and sort waste
3 people
46
Take down tables and chairs
4 people
47
Take down party tents
4 people
48
Remove lighting and decorations
2 people
49
Hand over the venue clean and empty
3 people
50
Wash dishes and glassware
3 people
51
Clean coolers and equipment
2 people
52
Dry and store materials
2 people
53
Return borrowed items
2 people

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

Tips

Confirm the final guest count and dietary requirements at least 7 days before the picnic. Use that number to calculate sandwiches, salads, scones, fruit, cake and pastries, and label any separate portions clearly.
Check the weather forecast 3 days before the event, then make the final decision on tents, blankets, tables and lighting 24 hours beforehand. Reserve or arrange a sheltered alternative rather than relying on a same-day solution.
Prepare sandwiches, salads, cut fruit and pastries in advance, but keep perishable food chilled until transport. Pack coolers shortly before leaving and avoid placing food in direct sun at the picnic site.
Set up the tea and coffee station before guests arrive, including kettles or hot drink urns, teapots, cups, saucers, teaspoons, water jugs and waste containers. Allow at least 30 minutes for this setup and a quick equipment check.
Count tableware before loading: provide one cup, saucer, pastry plate, fork, knife and teaspoon per guest, plus at least 10% extra. Pack serving platters, tongs, spoons and cake stands separately so the buffet can be assembled quickly.

Frequently asked questions

How far in advance should I plan a high tea picnic?: Choose the date and reserve the picnic location at least 4 to 6 weeks ahead, especially if you need tents, tables or chairs. Send invitations 3 to 4 weeks before the event and close registrations about 7 days beforehand.
How much food do I need for a high tea picnic?: For a light high tea, plan around 4 to 6 savoury pieces, 2 scones and 2 to 3 sweet portions per guest. Add 10% extra for unexpected guests or second servings, then adjust for dietary requirements.
When should I prepare the food for a high tea picnic?: Bake scones and portion cakes or pastries up to 1 day ahead. Prepare sandwiches, salads and cut fruit on the day or the evening before, then keep everything chilled until it is loaded for transport.
How do I keep tea and food safe outdoors?: Keep chilled food in coolers until serving and do not leave it in direct sunlight. Set up the hot-drink station no more than 30 minutes before guests arrive, and refill smaller batches instead of leaving all food out at once.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.