Planning a tea party? The Ultimate Tea Party Checklist keeps track of everything you will need and want, from the location and invitations to the teapots, the menu and your duties as hostess. There is a free printable checklist below, too.
When I walked into my first tearoom in Newport Beach, it was like walking into Disneyland for adults. I was overwhelmed by all the cute things you need, or could have, for tea time, whether it is a small gathering or a large themed party like an Alice in Wonderland tea. So I sat down and started writing lists of everything I would need to start a tea party business.
This list is not about starting a business; it is here to help you be the best host at your next event. It works for a bridal shower, birthday party, kids party or baby shower. If you want the short version, start with my easy steps to host a tea party, then come back here for the detailed plan. Pin it so you won’t forget, and I wouldn’t mind if you shared it either. Hint, hint.
Quick Look
- 📋 What It Covers: location, invitations, music, apparel, table settings, menu and hostess duties
- 🎉 Works For: bridal and baby showers, birthdays, holidays, Galentine’s Day and church gatherings
- 👥 Party Size: small or large, at home or away
- 🖨️ Free Printable: yes, sign up below to get the checklist
- 🫖 Bonus: the Teacup Story to read at your event
- ✋ Difficulty: Easy, just work through the list
Quick Answer
For a tea party you need a location, invitations, a little music, and an outfit for the occasion, plus a table set with teapots, teacups, teaspoons, sugar and creamer, a tiered server, linens and a centerpiece. Plan a menu of tea sandwiches, scones with clotted cream and lemon curd, a savory or two and desserts, with hot tea, iced tea or punch. As the hostess, pour the tea and make every guest feel welcome.
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Why This Checklist Works
Click to see why it works
- It follows the order you actually plan in. Location first, then invitations, then everything else, so nothing gets missed.
- It separates the must haves from the nice to haves. Teapots and teacups are essential; boas and photo props are pure fun.
- It covers the whole guest experience. Not just food, but music, what to wear and how guests feel when they arrive.
- It scales. The same list works for four friends in a backyard or a church hall full of guests.
- It is printable. Checking items off on paper keeps the planning calm instead of overwhelming.
- It was built from real hosting. These are the lists I made when I was planning tea parties myself.
Why You’ll Love This List
- Everything in one place, so you can stop wondering what you forgot.
- A free printable checklist to keep on the counter while you plan.
- Ideas for every occasion, from showers to Christmas.
- Menu ideas with recipes, so the food is planned too.
- A sweet bonus: the Teacup Story to read to your guests.
- A thoughtful extra: a tea journal makes a lovely hostess gift, or give one to every guest.
What You’ll Need
The essentials for any tea party. The full list for each part of the party is in the steps below.
- Teapots and Teacups. The heart of the table.
- Teaspoons, Sugar Cubes and tea tongs and Creamer. So everyone can take their tea the way they like it.
- A Tiered Server. For sandwiches, scones and sweets.
- Cake Stands and Cake Plates. For a showpiece cake or dessert.
- Linens. Tablecloths, napkins and napkin rings.
- Plates and dessert plates, plus water cups.
- A centerpiece and odorless candles, so nothing competes with the tea.
Tea Party Ideas & Themes
- Bridal shower tea party, elegant and easy to theme around the couple.
- Galentine’s tea party for celebrating your friends.
- Baby shower tea party with soft colors and sweet treats.
- Birthday tea party for any age.
- Mother’s Day tea party to honor the moms in your life.
- Garden tea party or high tea outdoors.
- Christmas tea party and Bible study teas, with more ideas in a tea ministry.
How to Plan a Tea Party
- Choose your location. Your own backyard or a friend’s, a local park, the beach, a hotel, a restaurant private room, a women’s club, your church or a country club.
- Send invitations. Make your own on the computer, pick some up at a stationery store, scrapbook them, or use an online invitation service.
- Plan the music. A harpist or keyboard player for a formal event, or a playlist on a speaker or Alexa for an easy one.
- Decide what to wear. Dresses, suits or skirts, and tea party hats are a must. Add Boas and Gloves for fun.
- Set the table. Teapots, teacups, teaspoons, sugar cubes with tea tongs and a creamer, plus Tea Cozys, Teapot candle warmers and Teabag caddies. Add cake stands, a centerpiece, table favors, tablecloths, napkins and napkin rings, plates and dessert plates, water cups, a tiered server, cake plates and odorless candles. Disposable Cameras and Tea Photo Props make it memorable.
- Plan the menu. Tea sandwiches, scones with clotted cream and lemon curd, savories and desserts. For drinks, serve hot tea, herbal tea, Earl Grey or English Breakfast, water, iced tea or punch.
- Know your hostess duties. Pour the tea, make every guest feel welcome, and read up with a few of my favorite tea time books to help you prepare.
Tea Party Hosting Tips
- Print the checklist and check items off as you gather them.
- Borrow before you buy. Friends and family often have teacups and cake stands to lend.
- Use odorless candles so nothing competes with the aroma of the tea.
- Keep the tea hot with a tea cozy or a teapot candle warmer.
- Brush up on manners. My tea etiquette guide covers the basics so you can relax and enjoy.
- Ask your guests: if you have any items you think should be added, leave them in the comments and I will add them to the list.
Tea Party Menu Ideas
A classic menu has three courses: savories on the bottom tier, scones in the middle and sweets on top. Start with cucumber tea sandwiches and a slice of crustless spinach feta quiche, then warm scones with clotted cream and lemon curd, and finish with a few small desserts. Every recipe is linked in the menu step above.
Offer at least one black tea like Earl Grey and one caffeine free herbal tea, plus a pitcher of iced tea or punch for warm days.
Tea Party Checklist FAQs
Almost anywhere: your backyard or a friend’s, a local park, the beach, a hotel, a restaurant private room, a women’s club, your church or a country club.
Tea sandwiches, scones with clotted cream and lemon curd, a savory or two such as quiche, and a selection of small desserts.
Hot tea is the star, such as Earl Grey or English Breakfast, plus an herbal tea for guests who skip caffeine. Water, iced tea or a punch round it out.
Dresses, skirts or suits, and a tea party hat is a must. Boas and gloves add a fun, festive touch.
Pour the tea, make every guest feel welcome, and keep the food and tea flowing so everyone can relax and enjoy.
Sign up with the form on this page and the free printable checklist will be sent to you.
papelaria passo a passo says
beautiful recipe, I loved it
Jazz says
Thank you for sharing.
Mali says
T hank you for sharing! I just started an online bakery, and was thinking about how to incorporate my backyard and wrap around front porch into my business. Private tea parties are a wonderful idea!
Jo Wise says
Thanks so much, Candi. I had no idea tea parties could be so elaborate. You have thought of everything. My personality is pretty laid back and casual so I can’t really picture myself at a fancy tea party. But I do love my tea! 🙂
Jean jones says
This party will be for my Sorority Sisters , what could you suggest to do for a short program.
Shaylene Flynn says
happy birthday party
Shaylene Flynn says
my happy birthday shaylene
C says
Please understand there is a difference between afternoon tea and “high” tea.