How to organise a tea tasting from start to finish

A tea tasting works best when guests move through the teas in a planned order, with enough time to taste, compare and take notes. Start by confirming attendance and dietary requirements, then choose the tea selection and prepare the tasting cards before the event day. On the day, set up separate tasting stations, portion each tea accurately and keep hot water available without rushing the group. The details people often miss are water, spare cups, timing and a clear registration point.

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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
Send invitations
2
Process registrations
3
Collect dietary requirements
4
Confirm registrations
5
Reserve venue
6
Assemble a tea selection
2 people
7
Set the tasting order
2 people
8
Check the shopping list
9
Do the shopping
2 people
10
Check tea and supplies
11
Prepare tasting cards
12
Make name badges
13
Weigh tea portions
2 people
14
Check cookies and pastries
15
Restock the cooler
16
Open venue
2 people
17
Set up tables
3 people
18
Set up chairs
2 people
19
Set the tables
3 people
20
Set up tasting stations
2 people
21
Fill the kettles
2 people
22
Prepare tea
2 people
23
Present snacks
2 people
24
Set up registration desk
25
Test sound and lighting

Event

26
Welcome guests
2 people
27
Explain the program
28
Pour first tea
3 people
29
Introduce the tea
30
Guide tasting notes
2 people
31
Serve second round of tea
3 people
32
Pouring the third tea
3 people
33
Pour fourth tea
3 people
34
Refill snacks
2 people
35
Refill drinks
36
Collect tableware
2 people
37
Announce the closing
38
See off guests
2 people

Aftercare

39
Store leftovers in the fridge
2 people
40
Collect waste
2 people
41
Wash dishes
3 people
42
Clear tables and chairs
3 people
43
Clean the venue
2 people
44
Inventory materials
45
Return materials
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Tableclothqty 6
Serving buffetqty 2

Tableware

Teacupsqty 50
Small platesqty 50
Teaspoonsqty 50
Water glassesqty 50
Cake platesqty 50
Serving traysqty 6
Serving plattersqty 8
Tea tongsqty 4

Equipment

Kettlesqty 4
Thermos flasksqty 6
Teapotsqty 8
Tea strainersqty 12
Kitchen scaleqty 2
Kitchen timersqty 4
Extension cordsqty 4

Catering

Tasting cardsqty 50
Clipboardsqty 6
Name badgesqty 50
Menusqty 6
Tea containersqty 12
Milk jugsqty 6
Sugar bowlsqty 6
Water jugsqty 6
Groceries

Decorations

Flower arrangementsqty 6
Table numbersqty 6
Welcome sign

Lighting

Table lampsqty 6

Cleaning

Waste binsqty 4
Washing-up tubsqty 3
Drying racksqty 3
Cleaning clothsqty 12
Waste sorting binsqty 2

Tips

Plan the tasting order from lighter teas to stronger or more heavily flavoured teas. Add a short pause between samples so guests can compare notes without the previous tea dominating the next one.
Weigh the tea portions instead of estimating them by eye. Prepare the portions before guests arrive and label the tea containers in tasting order to prevent mix-ups at the stations.
Allow at least 30 minutes before the advertised start time to set tables, chairs, tasting cards, name badges and the registration desk. Test sound, lighting and extension cords before the first guest enters.
Keep one kettle or thermos flask available for each active tasting station, and prepare extra hot water for refills. Water glasses should be filled before the tasting begins, not during the first pour.
Check dietary requirements against the cookies and pastries before setting out snacks. Use separate serving platters and clearly identify items containing common allergens so guests do not have to ask at the buffet.

Frequently asked questions

How many teas should you serve at a tea tasting?: Plan around 5 to 8 teas for a tasting lasting 90 to 120 minutes. More than 8 samples can make it difficult for guests to compare flavours, especially when each tea needs time for tasting and discussion.
How long does it take to organise a tea tasting?: Start planning at least 3 to 4 weeks ahead so you can reserve the venue, send invitations and process registrations. Finish the tea selection, tasting order and printed materials at least 3 days before the event.
How much tea do I need per person for a tasting?: Use the brewing quantity recommended for each tea and weigh portions individually before the event. For a tasting of 6 teas, prepare enough for one small serving of each tea per guest, plus roughly 10% extra for spills, refills and late additions.
When should I set up a tea tasting venue?: Open the venue at least 90 minutes before guests arrive. Use the first hour for tables, chairs, table settings and tasting stations, then reserve the final 30 minutes for kettles, hot water, registration and last-minute checks.

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