How to organise a tea tasting from start to finish

A tea tasting works best when the tasting order, water temperature and serving rhythm are decided before guests arrive. Start with the participant list and dietary requirements, then reserve a suitable venue and build the tea selection around the number of tasters. Prepare tasting cards, snacks and measured tea portions in advance. On the day, set up separate tasting stations, keep hot water available and guide guests through each round rather than serving everything at once.

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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
Finalize the participant list
5
Reserve venue
6
Assemble a tea selection
2 people
7
Determine the tasting order
2 people
8
Design tasting cards
9
Print tasting cards
10
Do the shopping
2 people
11
Check tea and shelf life
12
Prepare snacks
3 people
13
Wash and cut fruit
2 people
14
Set up tables
3 people
15
Set up chairs
2 people
16
Set up tasting stations
3 people
17
Set out tableware
2 people
18
Boil water
2 people
19
Measure out tea portions
2 people
20
Chill drinks
21
Hang up decorations
2 people
22
Put up the information board

Event

23
Staff the reception desk
2 people
24
Welcome participants
2 people
25
Guide the tasting round
2 people
26
Serve tea
3 people
27
Explain scorecards
28
Serve snacks
2 people
29
Refill drinks
2 people
30
Collect tableware
2 people
31
Keep allergens visible
32
Serve the last round
2 people
33
See participants off
2 people

Aftercare

34
Dismantle tables and chairs
3 people
35
Wash dishes
3 people
36
Clean the kitchen
2 people
37
Collect waste
2 people
38
Clean the room
3 people
39
Store materials
2 people
40
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Buffet tablesqty 2

Tableware

Teacupsqty 55
Platesqty 55
Teaspoonsqty 60
Dessert platesqty 55
Water glassesqty 55
Serving plattersqty 8
Serving spoonsqty 8

Equipment

Kettlesqty 4
Hot water urnqty 2
Thermos flasksqty 8
Kitchen scalesqty 2
Kitchen timersqty 4
Extension cordsqty 4

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 4
Tea strainersqty 8
Tea tongsqty 4
Water jugsqty 6
Coolersqty 2

Decorations

Tableclothsqty 8
Menu standsqty 8
Teapot decorationqty 6
Name card holdersqty 50

Lighting

Atmosphere lightsqty 6

Cleaning

Waste binsqty 4
Cleaning bucketsqty 2

Catering

Groceries

Tips

Set the tasting order before printing the tasting cards. Move from lighter teas to stronger or more heavily flavoured teas, so an intense cup does not overpower the next one.
Measure each tea portion before guests arrive and label it clearly. A kitchen scale and timer prevent uneven servings and keep every tasting round moving at the same pace.
Plan water and palate-cleansing snacks between rounds. Put water glasses at every place and serve cut fruit or other prepared snacks before guests need to ask for them.
Allow at least 30 minutes before the start time for tables, chairs, tasting stations and tableware. Hot water, kettles and extension cords are easy to leave until the last minute, when testing them becomes difficult.
Keep the reception desk separate from the tasting area. Have the final participant list and dietary requirements ready, and assign one person to welcome guests while another prepares or guides the tasting.

Frequently asked questions

How many teas should you include in a tea tasting?: Plan for 4 to 6 teas for a tasting lasting about 90 minutes. Fewer than 4 can feel brief, while more than 6 makes it harder to compare flavours and keep the group focused.
How much tea do I need per person for a tasting?: Allow one small tasting portion per tea for each guest, plus about 10% extra for spills and late additions. For 20 guests tasting 5 teas, prepare at least 110 measured portions.
How long should a tea tasting last?: Allow roughly 10 to 15 minutes per tea, including pouring, tasting and discussion. With 5 teas, add 15 to 20 minutes for introductions and breaks, making the full session about 70 to 95 minutes.
When should I prepare the tea tasting venue?: Finish the room setup at least 30 minutes before guests arrive and have the tea portions, tasting cards and tableware ready at that point. Boil water in stages so the first round is hot without leaving later rounds standing too long.

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