How to organise an anniversary high tea

Start by fixing the guest count, venue and serving time before choosing the menu. An anniversary high tea usually needs more preparation than a standard afternoon tea: guests may expect sandwiches, scones, savoury bites, fruit and several desserts. Collect dietary requirements with the registrations, then match portions, tableware and serving space to the final list. Keep chilled items cold, prepare foods in stages and leave enough time to set the tables before guests arrive.

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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
Reserve the venue and hall
5
Determine the menu and portions
2 people
6
Put together the diet menu
2 people
7
Inventory catering supplies
8
Reserve tableware and furniture
9
Check the shopping list
2 people
10
Print guest list
11
Arrange the table layout
12
Make name badges
13
Do the shopping
2 people
14
Keep chilled products cool
15
Pick up cakes and pastries
16
Prepare sandwich fillings
2 people
17
Prepare sandwiches
3 people
18
Bake scones
2 people
19
Prepare quiches and savory bites
2 people
20
Wash and cut fruit
2 people
21
Cut desserts
2 people
22
Set out allergen cards
23
Set up tables
3 people
24
Set up chairs
2 people
25
Set tables
3 people
26
Hang decorations
2 people
27
Place floral arrangements
28
Set up buffet
3 people
29
Set out coffee and tea
2 people
30
Set up the cloakroom and reception
2 people

Event

31
Welcome guests
2 people
32
Serve welcome drinks
2 people
33
Serve high tea
4 people
34
Refill drinks
2 people
35
Serve pastries and dessert
2 people
36
Cut the cake
37
Clear used dishes
3 people
38
Set up evening buffet
3 people
39
Serve evening snacks
3 people
40
Guide farewell guests
2 people

Aftercare

41
Clear away food and drinks
3 people
42
Wash dishes
3 people
43
Clear tables and chairs
3 people
44
Remove decorations
2 people
45
Collect and sort waste
2 people
46
Clean the venue
3 people
47
Distribute leftover food
2 people
48
Return borrowed materials
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Buffet tablesqty 2
Coat racksqty 2

Tableware

Dinner platesqty 50
Cake platesqty 50
Cupsqty 50
Teapotsqty 8
Water glassesqty 50
Wine glassesqty 45
Teaspoonsqty 50
Cake forksqty 50
Dinner forksqty 50
Dinner knivesqty 50
Serving utensilsqty 12

Kitchen

Tiered traysqty 10
Serving plattersqty 12
Serving trays with lidsqty 4
Serving traysqty 8
Bread knivesqty 3
Cutting boardsqty 4
Measuring cupsqty 2
Mixing bowlsqty 4
Cake standqty 2
Cake knivesqty 2

Equipment

Coffee machinesqty 2
Hot water dispensersqty 2
Coolersqty 3
Hot traysqty 4

Decorations

Tableclothsqty 8
Napkinsqty 100
Name badgesqty 45
Table decorationsqty 6
Flower arrangementsqty 6
Anniversary banner
Balloonsqty 40

Cleaning

Waste binsqty 4
Washing-up tubsqty 3
Spongesqty 6
Dish brushesqty 3
Floor squeegeesqty 2
Bucketsqty 3

Groceries

Groceries

Tips

Set the menu only after registrations close, then calculate portions for the confirmed guest count. Include a separate plan for dietary requirements instead of trying to adapt every platter at the last minute.
Reserve the venue, furniture and tableware early. For each guest, check that you have a dinner plate, cake plate, cup, water glass, teaspoon, cake fork and dinner fork, plus shared serving utensils.
Prepare food in the right order: bake scones and make fillings ahead, assemble sandwiches closer to serving, and collect cakes and pastries as late as practical. Keep chilled products in coolers until they are needed.
Plan the room around the food service. Set up tables, chairs and buffet tables before laying the tablecloths, then leave clear space for tiered trays, serving platters, teapots and hot-water equipment.
Print the guest list and make name badges before the event day. Place allergen cards beside the relevant dishes and keep a small final checklist for chilled food, cakes, dietary portions and serving tools.

Frequently asked questions

How far in advance should I send invitations for an anniversary high tea?: Send invitations 6 to 8 weeks before the high tea. Set the registration deadline about 2 weeks before the event so you can confirm the guest list, dietary requirements and menu portions.
How much food do I need per person for a high tea?: Plan roughly 4 to 6 small savoury pieces, 2 to 3 sandwiches, 1 scone and 2 to 3 sweet items per person, depending on whether the high tea replaces a meal. Add a small buffer of about 10% for popular items.
When should I prepare sandwiches for a high tea?: Prepare fillings up to 1 day ahead, but assemble sandwiches on the event day, ideally 2 to 4 hours before serving. Cover them immediately and keep them chilled so the bread does not dry out.
How long before guests arrive should I set the tables?: Finish the main table setup 60 to 90 minutes before guests arrive. Set out fresh food, tea and hot equipment later, with chilled products kept cold until roughly 15 to 30 minutes before service.

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