Tea tasting checklist: what to arrange and when

A tea tasting runs smoothly when the tea order, tasting materials and hot water are ready before guests arrive. This checklist takes you from invitations and dietary requirements through shopping, portioning and station setup. Allow time to label teas, prepare tasting cards and test kettles, timers, lighting and sound. The details people most often leave too late are registration, water capacity, name badges and enough cups, strainers and serving equipment for every tasting round.

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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

Send invitations
Process registrations
Collect dietary requirements
Confirm registrations
Reserve venue
Assemble a tea selection
2 people
Set the tasting order
2 people
Check the shopping list
Do the shopping
2 people
Check tea and supplies
Prepare tasting cards
Make name badges
Weigh tea portions
2 people
Check cookies and pastries
Restock the cooler
Open venue
2 people
Set up tables
3 people
Set up chairs
2 people
Set the tables
3 people
Set up tasting stations
2 people
Fill the kettles
2 people
Prepare tea
2 people
Present snacks
2 people
Set up registration desk
Test sound and lighting

Event

Welcome guests
2 people
Explain the program
Pour first tea
3 people
Introduce the tea
Guide tasting notes
2 people
Serve second round of tea
3 people
Pouring the third tea
3 people
Pour fourth tea
3 people
Refill snacks
2 people
Refill drinks
Collect tableware
2 people
Announce the closing
See off guests
2 people

Aftercare

Store leftovers in the fridge
2 people
Collect waste
2 people
Wash dishes
3 people
Clear tables and chairs
3 people
Clean the venue
2 people
Inventory materials
Return materials
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Tableclothqty 6
Serving buffetqty 2

Tableware

Teacupsqty 50
Small platesqty 50
Teaspoonsqty 50
Water glassesqty 50
Cake platesqty 50
Serving traysqty 6
Serving plattersqty 8
Tea tongsqty 4

Equipment

Kettlesqty 4
Thermos flasksqty 6
Teapotsqty 8
Tea strainersqty 12
Kitchen scaleqty 2
Kitchen timersqty 4
Extension cordsqty 4

Catering

Tasting cardsqty 50
Clipboardsqty 6
Name badgesqty 50
Menusqty 6
Tea containersqty 12
Milk jugsqty 6
Sugar bowlsqty 6
Water jugsqty 6
Groceries

Decorations

Flower arrangementsqty 6
Table numbersqty 6
Welcome sign

Lighting

Table lampsqty 6

Cleaning

Waste binsqty 4
Washing-up tubsqty 3
Drying racksqty 3
Cleaning clothsqty 12
Waste sorting binsqty 2

Tips

Set the tasting order before preparing portions. Number the teas on the tasting cards and keep the same order at every station so guests can follow the session without asking which tea comes next.
Weigh each tea portion with a kitchen scale rather than estimating. Prepare one clearly labelled portion per planned tasting and keep spare tea in its container until the event.
Check hot-water capacity before opening the venue. Fill kettles and thermos flasks in stages, and place timers at the stations so each tea can brew for its intended time.
Prepare the registration desk before setting out the welcome sign. Keep confirmed registrations, dietary requirements, name badges and clipboards together so arrivals do not interrupt the tasting setup.
Set out snacks separately from the tasting equipment. Check cookies and pastries shortly before guests arrive, and provide the correct plates, trays, tongs, milk, sugar and water for the number of stations.

Frequently asked questions

How much tea do I need for a tea tasting?: Weigh the portions for each planned tea and each tasting round rather than relying on a loose scoop. Add at least one spare portion per tea so a spill or second brew does not interrupt the session.
How long before a tea tasting should I send invitations?: Send invitations at least 3 to 4 weeks before the tasting. Set the registration deadline about 7 days before the event so you can confirm attendance, collect dietary requirements and finish the shopping list.
How many cups and tasting stations do I need?: Plan one complete set of cups, teaspoons, strainers and tasting cards for each active station, plus a small reserve. Set up and test every station before guests arrive, including kettles, timers and access to water.
When should I prepare tea tasting cards?: Prepare and check the tasting cards at least 2 days before the event. Number them to match the tasting order and keep a few blank cards available for last-minute changes.

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