A Checklist for Planning a Tea Party

Creating a harmonious tea party requires careful attention to detail before, during and after the event. If one is well organized in advance, planning a tea party can be a source of creativity and joy for the host or hostess. We hope that this checklist will help you realize the tea party of your dreams.

Date: 

Month:  _____________  Day: ____________   Year: ____________

Time:
            From: ____________ To: ____________

Place:
            Street Address: __________________________________

            City: ___________________________________________

            State and Zip Code: _______________________________

Theme: ___________________________________________________________

When Planning the Theme, Reflect on the Philosophy of Tea.

Invitations:

            Date of Contact or Mailing: ____________________________________

            Type of Invitation:

                        In Person __________

                        Telephone __________

                        Handwritten __________

                        Printed ___________

Number of Guests: ____________

Names of Guests:
(For a Large Gathering, Prepare a Separate Guest List)

1.     ________________________________ Response: Yes:________ No: ________

2.     ________________________________ Response: Yes:________ No: ________

3.  __________________________________ Response: Yes:________ No:________

4.  __________________________________ Response: Yes:________ No:________

5.  __________________________________ Response: Yes:________ No: ________

6.  __________________________________ Response: Yes:________ No: ________

7.  __________________________________ Response: Yes:________ No:________

8.  ___________________________________Response: Yes:________ No:________

9.  ___________________________________Response: Yes:________ No:________

10.___________________________________Response: Yes:________ No:________

Any Guests Who Did Not Respond? __________________________________________

Follow-up Phone Call: Date ___________________________________________________

Menu:

            Savory Foods: (At Least Three)

            ________________________________________

            _________________________________________

            _________________________________________

            Scones, Crumpets or Breads:

            ___________________________________________

            ____________________________________________

            ____________________________________________

            Sweets: (At Least Three)

            _____________________________________________

            _____________________________________________

            ______________________________________________

            Condiments:

            _________________________________________________

            __________________________________________________

            ____________________________________________________

            ___________________________________________________

            ____________________________________________________

            Beverages:

                        Tea: ___________________________________________

                        Second Tea: ___________________________________

                        Third Tea: _____________________________________

                        Coffee: ________________________________________

                        Cold Beverages: _______________________________

                        Other Beverages: ______________________________

Specific Location of the Party:

            Living Room __________

            Family Room __________

            Garden __________

            Patio _________

            Lanai _________ 

            Park __________

Furniture Needed for Serving Tea:

            Coffee Table __________

            Tea Table __________

            Buffet __________

            Tea Cart __________

            Additional Seating __________

Diagram of the Area Where the Party Will Take Place:

Prepare on a Separate Sheet and Indicate Serving and Seating Areas

Color Scheme: _____________________________________________________________

Setting: Focus on Enhancing Harmony, Humility, Respect and Creativity

            Tablecloths and Napkins: ___________________________________

            Other Linens: ________________________________________________

            Vases: ________________________________________________________

            Flower Arrangements: _____________________________________

            Candles: ______________________________________________________

            Music: _________________________________________________________

            Other Decorative Items: _____________________________________

Serving Pieces to Be Used at the Party:

            Dishes:

                        Plates: ___________________________________________________

                        Tea Cups and Saucers: _________________________________

                        Bowls: ______________________________________________________

                        Glasses: _____________________________________________________

                        Silverware: _________________________________________________

                                    Spoons: ___________________

                                    Forks: _____________________

                                    Knives: ___________________

                                    Butter Knives: _____________

                                    Spoons for Serving Condiments: ______________________

                                    Cake Server: _________________________

                                    Other Serving Utensils: _____________________________

                                                _________________________________________________

                        Tea Kettle: __________________________________________________

                        Tea Pot: _____________________________________________________

                        Additional Tea Pots: _______________________________________

                        Coffee Pot: ___________________________________________________

                        Tea Cozy: ___________________________________________________

                        Tea Strainer: ______________________________________________

                        Cream Pitcher: _____________________________________________

                        Sugar Bowl: __________________________________________________

                        Other Serving Bowls or Containers For:

                                    Jam: __________

                                    Lemon Curd: __________

                                    Honey: __________

                                    Clotted Cream: ________

                                    Butter: ___________

                                    Lemon Wedges: _____________

                                    Other Condiments: __________

                        Trays: ________________________________________________________

                        Pitcher for Cold Beverages: _________________________________

                        Serving Pieces for Food:

                                    Cheese Board: ________________________________________

                                    Serving Plate for Savories: __________________________

                                    Plate or Tray for Sandwiches: _______________________

                                    Tiered Server or Plate for Scones: __________________

                                    Tiered Servers for Sweets: ____________________________

                                    Cake or Dessert Pedestal: ____________________________

                                    Ramekins for Individual Servings: ___________________

                                    Other Serving Pieces: _________________________________

Grocery List:

            Make a Complete List on a Separate Sheet

Check Your Pantry for Staples Such as Flour, Sugar and Spices

Check Your Recipes and Add Ingredients to Your List

Determine if You Will Need to Make More Than One Trip to the Grocery

Will You Need to Shop in More Than One Place?

Tea Party Preparation Timeline:

Date and Time:                          Task:

____________________ Grocery Shopping First Trip

____________________ Grocery Shopping Second Trip

____________________ Clean the House

____________________ Polish the Silver, If You Are Using Silver

____________________ Wash and Iron the Linens

____________________ Set the Tables and Arrange Serving Pieces

____________________ Arrange the Flowers

____________________ Arrange Other Details of the Setting

____________________ Prepare the Cold Beverages

____________________ Prepare the Sweets

____________________ Get Dressed for the Party and Put on Your Apron

____________________ Turn on the Music

____________________ Prepare the Savory Foods

____________________ Put the Condiments and Stable Food Items in the Party Room

____________________ Make the Tea Sandwiches

____________________ Prepare the Scones

____________________ Make the Coffee

____________________ Make the Tea

____________________ Tidy Up the Kitchen and Take Off Your Apron

____________________ Put All of the Food Items in the Party Room

____________________ Light the Candles if You are Using Them

____________________ Check Your Menu to Make Sure You Have Not Forgotten Anything in the Refrigerator

____________________ Spend a Few Moments in Grateful Anticipation

                                                Before the Guests Arrive

Will You Need Help with Any of The Tasks Listed Below?

If So, Contact the Person Who Will Help You Well In Advance of the Party.

________________________ Addressing Invitations for a Large Party

________________________ House Cleaning

________________________ Polishing the Silver

________________________ Babysitting

_________________________ Washing and Ironing the Linens

________________________ Food Preparation

________________________ Picking Up Prepared Food from a Restaurant or Deli

________________________ Cleaning Up After the Party