How to organise an afternoon tea without last-minute problems

Organising an afternoon tea works best when you plan the guest information before you plan the food. Start by booking the venue, sending invitations and collecting dietary requirements, then use the confirmed guest count to set the menu, seating and quantities. Leave enough time for sandwiches, cake, tea and coffee to be prepared without rushing. On the day, set up the room before guests arrive, keep hot drinks flowing and make the reception desk easy to find.

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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 venue
2
Send invitations
2 people
3
Process registrations
4
Collect dietary requirements
5
Confirm registrations
6
Create the program and menu
2 people
7
Determine the table layout
8
Check the shopping list
9
Do the shopping
2 people
10
Check deliveries
11
Set out tea and coffee
12
Prepare cake and sandwiches
2 people
13
Make name badges
14
Check the venue
2 people
15
Set up tables
3 people
16
Set up chairs
2 people
17
Set the tables
3 people
18
Hang up decorations
2 people
19
Chill drinks
2 people
20
Prepare coffee and tea
2 people
21
Arrange snacks on platters
2 people
22
Set up the reception desk

Event

23
Welcome guests
3 people
24
Serve tea and coffee
3 people
25
Serve snacks
2 people
26
Refill drinks
2 people
27
Collect used dishes
2 people
28
Guide guests out
2 people

Aftercare

29
Clear tables
3 people
30
Wash dishes
2 people
31
Sort waste
2 people
32
Clean the room
3 people
33
Put furniture back
3 people
34
Store leftover food
35
Check materials
2 people
36
Return borrowed items

What to bring

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

Furniture

Tablesqty 6
Chairsqty 50
Serving buffetqty 2
Coat rack

Tableware

Teacupsqty 50
Small platesqty 50
Teaspoonsqty 55
Cake platesqty 55
Pastry forksqty 55
Serving plattersqty 12
Serving tongsqty 6
Milk jugsqty 4
Sugar bowlsqty 4
Water jugsqty 6

Equipment

Kettlesqty 3
Coffee makerqty 2
Thermos flasksqty 6
Extension cordsqty 3

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Cake serversqty 3
Serving carafesqty 4

Decorations

Tableclothsqty 6
Flower arrangementsqty 6
Name badgesqty 50
Menusqty 6
Table décorqty 6

Lighting

Table lampsqty 4

Cleaning

Waste binsqty 4
Washing-up tubsqty 3
Cleaning glovesqty 4
Dish brushesqty 3
Microfiber clothsqty 12
Mopqty 2
Bucketsqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Set a firm RSVP deadline at least 7 days before the afternoon tea. Use the final registration list to confirm dietary requirements and decide how many places, cups, plates and portions you need.
Plan the menu around the serving order: tea and coffee first, followed by sandwiches and cake. Prepare sandwiches and arrange snacks on platters before guests arrive so serving does not interrupt the welcome.
Allow at least 90 minutes for room setup. Arrange tables and chairs first, then add tablecloths, table décor, menus, name badges and the serving buffet; check that guests can reach their seats easily.
Check the hot-drink setup before the first guest arrives. Test the kettles and coffee maker, place milk jugs, sugar bowls and water jugs nearby, and use thermos flasks if one person cannot serve continuously.
Do a final venue check 30 minutes before arrival. Confirm the reception desk, coat rack, waste bins, extension cords and washing-up tubs are in place, and chill any drinks that should be served cold.

Frequently asked questions

How far in advance should I organise an afternoon tea?: Book the venue and send invitations 3 to 4 weeks ahead. Set the RSVP deadline for 7 days before the event so you have time to confirm numbers, dietary requirements and the menu.
How much food do I need for an afternoon tea?: Plan 4 to 6 small savoury pieces and 2 to 3 sweet pieces per guest, depending on whether the tea replaces a meal. Add a small buffer of about 10% once registrations are confirmed.
When should I prepare sandwiches and cake for an afternoon tea?: Prepare sandwiches on the day, ideally 1 to 2 hours before guests arrive, and keep them covered until serving. Set out cake and other snacks shortly before the start so they remain fresh.
How long does it take to set up an afternoon tea?: Allow at least 90 minutes for tables, chairs, table settings, decorations and the serving area. Finish the final equipment and venue check 30 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.