How to organise an anniversary tea tasting

An anniversary tea tasting works best when the tasting sequence and serving setup are decided before guests arrive. Start by fixing the guest list, collecting dietary requirements and choosing the teas, then build the programme around the tasting order. On the day, prepare labels and proof sheets, set up separate tea stations and keep hot water available throughout. Most problems come from unclear instructions, missing tableware or teas being served in the wrong order.

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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
Compile the guest list
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Choose the tea selection
2 people
7
Set the tasting order
2 people
8
Reserve rental equipment
9
Share the program and route
10
Confirm registrations
11
Check the shopping list
2 people
12
Do the shopping
2 people
13
Check tea and tableware
2 people
14
Work out table arrangement
2 people
15
Prepare Tea Labels
2 people
16
Set out proof sheets
2 people
17
Prepare snacks
4 people
18
Chill drinks
2 people
19
Clean the venue
3 people
20
Set up tables
3 people
21
Set up chairs
3 people
22
Set out tableware
3 people
23
Set up tea stations
3 people
24
Set up the buffet
3 people
25
Hang up decorations
2 people
26
Test music and lighting
2 people
27
Set out water and tea
3 people

Event

28
Welcome guests
3 people
29
Serve welcome drinks
2 people
30
Give the trial instructions
31
Serve the first tea round
3 people
32
Serve the first snack round
3 people
33
Serve the second tea round
3 people
34
Refill drinks
2 people
35
Refill Pastries and Snacks
2 people
36
Serve the third tea round
3 people
37
Serve the anniversary toast
2 people
38
Help with farewells and the cloakroom
2 people

Aftercare

39
Pack leftovers
2 people
40
Wash dishes
3 people
41
Clear tables and chairs
3 people
42
Clean the venue
3 people
43
Collect waste
2 people
44
Remove decorations
2 people
45
Return rental equipment
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

Teacupsqty 50
Platesqty 50
Teaspoonsqty 50
Dessert platesqty 50
Pastry forksqty 50
Teapotsqty 10
Glassesqty 50
Water jugsqty 6
Serving traysqty 6
Serving plattersqty 10

Kitchen

Tea strainersqty 20
Kitchen tongsqty 6
Measuring jugsqty 4
Cutting boardsqty 3
Chef's knifeqty 2
Kitchen scalesqty 8

Equipment

Kettlesqty 4
Hot water urnsqty 2
Thermos flasksqty 6
Tea scalesqty 4
Kitchen timersqty 6
Coolersqty 2

Decorations

Tableclothsqty 6
Napkin holdersqty 6
Flower arrangementsqty 6
Tea label tagsqty 20
Name badgesqty 50

Lighting

Table lampsqty 6
String lightsqty 3

Cleaning

Waste binsqty 4
Washing-up tubsqty 3
Cleaning bucketsqty 2

Catering

Groceries

Tips

Set the tasting order before printing the tea labels. Serve lighter teas first and stronger or more heavily flavoured teas later, so one cup does not overpower the next.
Allow about 10–15 minutes per tea, including pouring, tasting and notes. For six teas, plan at least 90 minutes for the tasting itself, before adding food or speeches.
Prepare one labelled tasting place per guest: a teacup, teaspoon, proof sheet and access to water. Count tableware against confirmed registrations, then add 10% spare pieces.
Keep a separate hot-water point for refills and use timers for brewing. Check kettles, hot-water urns, thermos flasks and tea strainers before guests arrive, rather than during the first pour.
Finish the room setup at least 45 minutes before doors open. Put snacks and chilled drinks on the buffet, but keep tasting teas, labels and proof sheets together so the sequence cannot be mixed up.

Frequently asked questions

How many teas should you serve at an anniversary tea tasting?: Six teas is a practical number for a structured tasting lasting about 90 minutes. With more than eight teas, guests often lose track of differences unless you extend the programme and add longer breaks.
How much tea do I need per person for a tasting?: Plan around 2–3 grams of dry tea per person for each tasting round, depending on the tea and brewing method. For six teas and 20 guests, that means roughly 240–360 grams in total, plus a small reserve.
When should I send invitations for a tea tasting?: Send invitations 4–6 weeks before the anniversary event and set the registration deadline 10–14 days before it. Use the final registration list to confirm dietary requirements, seating and the amount of tableware.
How early should I set up an anniversary tea tasting?: Start room setup at least 2 hours before guests arrive, including tables, chairs, tea stations and the buffet. Aim to have labels, proof sheets, tableware and the first hot water ready 45 minutes before opening.

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