How to organise a high tea without last-minute stress

Start by fixing the guest list, sending invitations and collecting dietary requirements before ordering food or planning the table. Once registrations close, confirm the final number of guests and match it to the tea, sandwiches, pastries and tableware you need. Prepare anything that keeps well in advance, then leave fresh sandwiches, fruit and chilled drinks for the final hours. On the day, set up the buffet and drink station before guests arrive so serving does not interrupt the welcome.

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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
Compile the guest list
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Determine the final number of guests
6
Confirm deliveries and pickup orders
7
Check dishes and glassware
2 people
8
Wash and iron table linen
9
Check the shopping list
10
Do the shopping
2 people
11
Store non-perishable groceries
12
Keep fresh produce cool
13
Pick up cake and pastries
2 people
14
Prepare cold appetizers
3 people
15
Prepare sandwiches
3 people
16
Wash and cut fruit
2 people
17
Portion savory snacks
2 people
18
Cut the cake
2 people
19
Set aside allergy-free snacks
20
Chill drinks
2 people
21
Set up tables and chairs
4 people
22
Set table linen
2 people
23
Set out tableware and cutlery
3 people
24
Set up the buffet and drinks station
3 people
25
Hang decorations
2 people
26
Prepare tea and coffee
2 people
27
Arrange snacks on tiered trays
3 people
28
Set up the reception desk

Event

29
Welcome guests
2 people
30
Serve tea and coffee
2 people
31
Serve snacks and pastries
3 people
32
Refill drinks
2 people
33
Collect used dishes
2 people
34
Offer a final round of tea
2 people
35
See off guests
2 people

Aftercare

36
Tear down the buffet
3 people
37
Pack food safely
2 people
38
Wash dishes
3 people
39
Clear tables and chairs
4 people
40
Clean the venue
3 people
41
Collect and remove waste
2 people
42
Remove decorations
2 people
43
Store leftover materials
2 people
44
Return borrowed items
2 people

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

Tips

Close registrations several days before the high tea and use the final guest count to confirm cake, pastries, sandwiches and drinks. Keep a written list of dietary requirements next to the preparation area.
Check cups, saucers, cake plates, forks, spoons, teapots and serving pieces before setting the tables. Missing tea equipment is harder to replace once food preparation has started.
Prepare non-perishable items and decorations the day before, including table linen, menu cards and name badges. Wash and iron the linen early rather than leaving it until the room is being set up.
Keep fresh produce, sandwiches and other chilled items cool until close to serving time. Pick up the cake and pastries on the agreed day, then keep allergen-free portions clearly separate from the start.
Set up tables, chairs, the buffet and drink station before arranging the food. Check kettles, coffee machines, extension cords and power strips before guests arrive, and keep cables away from walkways.

Frequently asked questions

How far in advance should I plan a high tea?: Start planning at least 2 weeks before the event. Send invitations early enough to collect registrations and dietary requirements, then confirm the final guest count several days before ordering or collecting food.
When should I prepare sandwiches for a high tea?: Prepare sandwiches on the day of the high tea, preferably 2 to 4 hours before guests arrive. Keep them covered and chilled so the bread stays fresh and the fillings remain safe.
How much tea do I need for a high tea?: Plan around 2 to 3 cups of tea per guest for the first 2 hours, with extra hot water available. Set out more than one teapot if guests will be choosing different teas or if the group is larger than 12 people.
When should I set up the high tea table?: Set up tables, linen, chairs and tableware the day before where possible. Put out fresh food, chilled drinks and the buffet display 30 to 60 minutes before guests arrive.

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.