Tea tasting checklist: what to arrange and when

A tea tasting needs more preparation than putting out a few pots and cups. You need time to choose and label the teas, set a clear tasting order, collect dietary requirements and prepare information guests can actually use. Work backwards from the start time: confirm registrations several days ahead, check deliveries and tableware the day before, then leave enough time to heat water and set up tasting stations. This checklist keeps the practical details in sequence.

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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

Reserve a room
Confirm date and times
Send invitations
Process registrations
Collect dietary requirements
Confirm registrations
Assemble a tea selection
2 people
Determine the tasting order
2 people
Prepare tea information
Create tasting cards
2 people
Make name badges
Check deliveries
Do the shopping
2 people
Check tea and tableware
2 people
Set aside dietary products
Set up the table arrangement
2 people
Keep tea dry

Event

Open room
2 people
Set up tables
3 people
Set up chairs
2 people
Set the tables
3 people
Set up tasting stations
3 people
Prepare water and milk
2 people
Fill the kettles
2 people
Welcome guests
2 people
Register attendance
Hand out tasting cards
Explain tea tasting
Serve the first tasting round
3 people
Serve the second tasting round
3 people
Serve the third tasting round
3 people
Serve the fourth tasting round
3 people
Serve the fifth tasting round
3 people
Serve the sixth tasting round
3 people
Refill drinks
2 people
Collect used dishes
2 people
See off guests
2 people

Aftercare

Clear away food and tea
2 people
Wash dishes
3 people
Clear tables and chairs
3 people
Collect waste
2 people
Clean the room
2 people
Pack supplies
2 people
Return materials
2 people
Remove empty packaging

What to bring

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

Furniture

Tablesqty 6
Chairsqty 32
Tableclothsqty 6
Serving buffet

Tableware

Teacupsqty 36
Small platesqty 36
Tea glassesqty 36
Water glassesqty 36
Teaspoonsqty 40
Pastry platesqty 36
Serving traysqty 6
Serving tongsqty 4

Equipment

Kettlesqty 3
Hot water kettle
Thermos flasksqty 4
Kitchen timersqty 3
Extension cordsqty 3

Kitchen

Measuring cupsqty 3
Tea filtersqty 6
Tea scoopsqty 4
Waste bowlsqty 4

Decorations

Tea labelsqty 24
Menusqty 6
Name badgesqty 36
Pensqty 12

Cleaning

Waste binsqty 4
Bucketsqty 2
Cleaning clothsqty 8

Catering

Groceries

Tips

Set the tasting order before printing the tasting cards. Arrange the teas from lighter to stronger flavours, and label every tea clearly so guests can follow the sequence without asking.
Collect dietary requirements when guests register, then confirm them again before shopping. Set aside suitable products separately so they do not get mixed with the general food.
Check cups, tea glasses, teaspoons, small plates, trays and waste bowls the day before. A tasting station needs more than one cup per guest if you are serving several teas in quick succession.
Plan hot water capacity for the whole session, not just the first round. Fill kettles in stages and keep extra hot water in thermos flasks so guests are not waiting between tastings.
Allow at least 45 minutes before the start for tables, chairs, tablecloths, tasting stations, labels and name badges. Keep the tea dry until setup is complete, especially if the room is being cleaned or rearranged.

Frequently asked questions

How far in advance should I plan a tea tasting?: Start planning 3 to 4 weeks before the tasting if guests need to register. Send invitations early, confirm dietary requirements at least 7 days beforehand and check deliveries and supplies the day before.
How many teas should I serve at a tea tasting?: Plan 4 to 6 teas for a session of about 90 minutes. More than 6 teas can make it difficult for guests to compare flavours and leaves less time for the tasting notes.
How much tea do I need per person?: Allow about 2 to 3 grams of loose tea per person for each tasting round, then add 10 to 15 percent for spills and refills. For 20 guests tasting 5 teas, that is roughly 200 to 300 grams in total, depending on the serving size.
How early should I set up a tea tasting?: Open the room and begin setup at least 45 minutes before guests arrive. Have the tables and chairs in place first, then set the tableware and tasting stations, prepare water and milk, and fill the kettles shortly before the welcome.

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