How to organise a tea tasting from start to finish

A tea tasting works best when guests can compare teas without waiting for hot water, cups or information. Start by fixing the room, date and guest numbers, then collect dietary requirements before buying food and preparing the tasting materials. On the day, arrange one clear tasting route with labelled teas, tasting cards, water and waste bowls at each station. Allow enough time to heat water, welcome guests and keep the teas dry between sessions.

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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
Reserve a room
2
Confirm date and times
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Confirm registrations
7
Assemble a tea selection
2 people
8
Determine the tasting order
2 people
9
Prepare tea information
10
Create tasting cards
2 people
11
Make name badges
12
Check deliveries
13
Do the shopping
2 people
14
Check tea and tableware
2 people
15
Set aside dietary products
16
Set up the table arrangement
2 people
17
Keep tea dry

Event

18
Open room
2 people
19
Set up tables
3 people
20
Set up chairs
2 people
21
Set the tables
3 people
22
Set up tasting stations
3 people
23
Prepare water and milk
2 people
24
Fill the kettles
2 people
25
Welcome guests
2 people
26
Register attendance
27
Hand out tasting cards
28
Explain tea tasting
29
Serve the first tasting round
3 people
30
Serve the second tasting round
3 people
31
Serve the third tasting round
3 people
32
Serve the fourth tasting round
3 people
33
Serve the fifth tasting round
3 people
34
Serve the sixth tasting round
3 people
35
Refill drinks
2 people
36
Collect used dishes
2 people
37
See off guests
2 people

Aftercare

38
Clear away food and tea
2 people
39
Wash dishes
3 people
40
Clear tables and chairs
3 people
41
Collect waste
2 people
42
Clean the room
2 people
43
Pack supplies
2 people
44
Return materials
2 people
45
Remove empty packaging

What to bring

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

Furniture

Tablesqty 6
Chairsqty 32
Tableclothsqty 6
Serving buffet

Tableware

Teacupsqty 36
Small platesqty 36
Tea glassesqty 36
Water glassesqty 36
Teaspoonsqty 40
Pastry platesqty 36
Serving traysqty 6
Serving tongsqty 4

Equipment

Kettlesqty 3
Hot water kettle
Thermos flasksqty 4
Kitchen timersqty 3
Extension cordsqty 3

Kitchen

Measuring cupsqty 3
Tea filtersqty 6
Tea scoopsqty 4
Waste bowlsqty 4

Decorations

Tea labelsqty 24
Menusqty 6
Name badgesqty 36
Pensqty 12

Cleaning

Waste binsqty 4
Bucketsqty 2
Cleaning clothsqty 8

Catering

Groceries

Tips

Set the tasting order before printing labels or tasting cards. Move from lighter teas to stronger flavours, and write the order clearly so guests do not pour the teas in the wrong sequence.
Plan one tasting station for every small group rather than making everyone share one kettle. Fill kettles and thermos flasks shortly before guests arrive, and use kitchen timers to keep brewing times consistent.
Collect dietary requirements with registrations and confirm them before shopping. Set aside dietary products separately, then mark them clearly so they are not mixed with the general pastries or groceries.
Prepare the table arrangement before the room opens: place tea labels, cups, teaspoons, water glasses, tasting cards and waste bowls where guests will use them. Keep spare tableware nearby instead of sending someone shopping during the tasting.
Keep loose tea, tea filters and other dry materials away from kettles, water and cleaning supplies until setup starts. Check deliveries and tableware on the day before opening the room, because replacing missing equipment is difficult once guests have arrived.

Frequently asked questions

How far in advance should I plan a tea tasting?: Reserve the room and confirm the date at least 4 weeks ahead if guests must register. Send invitations early enough to collect dietary requirements and confirm the final attendance before buying groceries.
How many teas should you serve at a tea tasting?: Plan 4 to 6 teas for a tasting lasting about 90 minutes. More than 6 usually makes comparisons harder, especially when guests also need time to read the tea information and complete tasting cards.
How long should a tea tasting last?: Allow 90 minutes for 4 to 6 teas, including the welcome and time between samples. Add at least 30 minutes before guests arrive to set tables, prepare stations, heat water and check the room.
How do you organise the tea tasting table?: Give each tasting station cups, teaspoons, water glasses, tasting cards, labels and a waste bowl. Leave enough room for the kettle or thermos flask, and place pastries and serving trays on a separate buffet so food does not crowd the tasting area.

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