Tea tasting checklist: what to arrange and when

A tea tasting runs smoothly when the guest list, tea order and serving setup are settled before the first kettle is switched on. This checklist takes you from invitations and dietary requirements to tasting cards, stations, snacks and reception. It also covers details that are easy to miss, such as checking tea shelf life, preparing enough hot-water capacity and separating tasting cups from water glasses. Work through the planning tasks in order, then use the final setup period to keep each tasting round on schedule.

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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
Finalize the participant list
Reserve venue
Assemble a tea selection
2 people
Determine the tasting order
2 people
Design tasting cards
Print tasting cards
Do the shopping
2 people
Check tea and shelf life
Prepare snacks
3 people
Wash and cut fruit
2 people
Set up tables
3 people
Set up chairs
2 people
Set up tasting stations
3 people
Set out tableware
2 people
Boil water
2 people
Measure out tea portions
2 people
Chill drinks
Hang up decorations
2 people
Put up the information board

Event

Staff the reception desk
2 people
Welcome participants
2 people
Guide the tasting round
2 people
Serve tea
3 people
Explain scorecards
Serve snacks
2 people
Refill drinks
2 people
Collect tableware
2 people
Keep allergens visible
Serve the last round
2 people
See participants off
2 people

Aftercare

Dismantle tables and chairs
3 people
Wash dishes
3 people
Clean the kitchen
2 people
Collect waste
2 people
Clean the room
3 people
Store materials
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Buffet tablesqty 2

Tableware

Teacupsqty 55
Platesqty 55
Teaspoonsqty 60
Dessert platesqty 55
Water glassesqty 55
Serving plattersqty 8
Serving spoonsqty 8

Equipment

Kettlesqty 4
Hot water urnqty 2
Thermos flasksqty 8
Kitchen scalesqty 2
Kitchen timersqty 4
Extension cordsqty 4

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 4
Tea strainersqty 8
Tea tongsqty 4
Water jugsqty 6
Coolersqty 2

Decorations

Tableclothsqty 8
Menu standsqty 8
Teapot decorationqty 6
Name card holdersqty 50

Lighting

Atmosphere lightsqty 6

Cleaning

Waste binsqty 4
Cleaning bucketsqty 2

Catering

Groceries

Tips

Set the tasting order before printing the cards. Moving from lighter to stronger teas gives guests a clear sequence and prevents later flavours from overpowering earlier ones.
Confirm dietary requirements when registrations come in, then check the final participant list before shopping. This gives you a reliable number for snacks, fruit, cups and tasting portions.
Prepare one tasting station per group rather than putting every tea at one crowded table. Keep tea strainers, teaspoons, water glasses and waste bins within easy reach.
Measure tea portions and label them before guests arrive. Use kitchen timers for consistent steeping, and keep hot water ready in kettles, an urn or thermos flasks so the tasting does not stall.
Finish the room setup before boiling water: tables, chairs, tableware, tasting cards, information board and reception desk should be ready first. Leave a short buffer for washing fruit, chilling drinks and cleaning spills.

Frequently asked questions

How many teas should I serve at a tea tasting?: Plan around 4 to 6 teas for a standard tasting. This usually gives guests enough variety without making the session too long; allow roughly 10 to 15 minutes per tea, including tasting and discussion.
How much tea do I need per person for a tasting?: Allow one measured tasting portion per tea and guest, plus about 10% extra for spills, refills or late additions. Measure the portions before the event so the tea order stays consistent from the first group to the last.
When should I print tea tasting cards?: Print the cards after the tea selection and tasting order are final, ideally 2 to 3 days before the event. Keep a few blank cards available in case a tea is replaced after the shopping or shelf-life check.
How early should I set up a tea tasting?: Start room setup at least 90 minutes before guests arrive. Put out furniture and tableware first, then prepare stations and cards; boil water and arrange fresh fruit and chilled drinks during the final 20 to 30 minutes.

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