Planning a special occasion and dreaming of an elegant afternoon tea spread? You're not alone. Whether it's a bridal shower, a milestone birthday, or simply a gathering with your nearest and dearest, afternoon tea has become one of the most sought-after catering options for events of all sizes.
But here's the thing: finding the right afternoon tea caterer isn't as straightforward as you might think. Between quality concerns, dietary requirements, and figuring out exactly what you're paying for, there's a lot to consider before you commit.
Don't worry. We've put together this guide to help you navigate the process with confidence. Here are 10 essential things you should know before booking your afternoon tea caterer.
1. Book Well in Advance: Seriously
One of the biggest mistakes people make is assuming they can book an afternoon tea caterer with just a few days' notice. Many reputable caterers require at least 24 to 48 hours advance notice for reservations, and during peak seasons (think wedding season, Mother's Day, and the Christmas holidays), you might need to book weeks or even months ahead.
If you've got a specific date in mind, reach out to your preferred caterer as early as possible. This gives you the best chance of securing your booking and allows time for any customisation you might want.
2. Understand What's Actually Included
Not all afternoon tea packages are created equal. Some caterers offer a full spread complete with finger sandwiches, freshly baked scones, clotted cream, preserves, and an array of sweet treats. Others might provide a more streamlined selection.
Before you book, ask for a detailed breakdown of what's included. You'll want to know:
- How many savoury items per person?
- What types of sweets are on offer?
- Is tea included, or is it an additional charge?
- Are there any extras like sparkling wine or champagne?
A proper afternoon tea should feel abundant and special: not leave your guests wondering where the rest of the food is.
3. Quality Ingredients Make All the Difference
There's a world of difference between mass-produced pastries and items made with care using quality ingredients. When researching caterers, look for those who emphasise fresh, homemade components.
Ask about their baking practices. Are scones made fresh? What about the clotted cream: is it the real deal or a substitute? Items like authentic English scones paired with proper clotted cream can elevate an afternoon tea from pleasant to absolutely memorable.
4. Check for Dietary Accommodations
These days, most gatherings include guests with various dietary requirements: whether that's vegetarian, vegan, gluten-free, or allergy-related restrictions. A quality caterer should be able to accommodate these needs without compromising on taste or presentation.
When making enquiries, be upfront about any dietary requirements in your party. Ask specifically what alternatives they offer and whether there's an additional charge. The best caterers will work with you to ensure every guest feels included and well-fed.
5. Consider the Service Style
How do you envision your afternoon tea being served? This is an important question that affects both the atmosphere of your event and the logistics involved.
Common service styles include:
- Plated service: Each guest receives their own elegantly arranged tier or plate
- Buffet style: Items are displayed for guests to help themselves
- Family style: Platters are placed on tables for sharing
Each approach has its merits. Plated service feels more formal and ensures equal portions, while buffet style allows for more mingling and flexibility. Think about your venue, guest count, and the overall vibe you're going for.
6. Ask About Customisation Options
Want to add a personal touch to your afternoon tea? Many caterers offer customisation options that can make your event truly unique. This might include:
- Themed menus for specific occasions
- Custom flavour selections
- Branded or personalised elements
- Seasonal specialties
Some caterers create entirely custom-themed menus each month, so don't be shy about asking what's possible. A little personalisation can transform a lovely afternoon tea into an unforgettable experience.
7. Explore Add-On Options
While the classic afternoon tea spread is delightful on its own, there are often opportunities to enhance your event with extras. Popular add-ons include:
- Sparkling wine or champagne service
- Additional sweet treats like French macarons or millionaire shortbread
- Fresh fruit displays
- Whole celebration cakes
These additions can elevate your afternoon tea and make it feel even more special: particularly for milestone celebrations. Just be sure to factor any extras into your budget from the start.
8. Read Reviews and Ask for References
In the age of the internet, there's no excuse for going in blind. Before booking any caterer, do your research. Read online reviews, check their social media presence, and don't hesitate to ask for references from past clients.
Look for consistent praise around:
- Food quality and freshness
- Reliability and punctuality
- Professionalism and communication
- Presentation and attention to detail
A caterer with a solid track record will be happy to share testimonials and may even have photos from previous events.
9. Clarify All the Logistics
The devil is in the details, as they say. Before signing any agreement, make sure you're crystal clear on the logistics:
- Delivery: What time will everything arrive? Is setup included?
- Equipment: Does the caterer provide serving ware, or do you need to arrange this separately?
- Staffing: Will servers be present, or is this a drop-off service?
- Cleanup: Who handles the aftermath?
Understanding these details upfront prevents awkward surprises on the day of your event.
10. Don't Forget the Tea Itself
It might seem obvious, but the tea is the star of the show at an afternoon tea. Yet some caterers treat it as an afterthought, offering generic tea bags instead of quality loose-leaf options.
Ask your caterer about their tea selection. Ideally, they should offer a variety of options: classic English Breakfast, Earl Grey, and perhaps some herbal or specialty blends for those who prefer them. The tea should be every bit as thoughtful as the food.
A Delicious Alternative: Bring the Tea Party Home
If you're finding the search for a caterer overwhelming: or if you simply want to host a more intimate gathering on your own terms: consider putting together your own afternoon tea spread with quality components.
A beautifully curated afternoon tea for two or a thoughtfully assembled tea hamper can provide all the elegance of a catered affair with the personal touch of hosting at home. Add some classic British biscuits like Viennese whirls or Jammie Dodgers, and you've got yourself a proper spread.
Final Thoughts
Finding the perfect afternoon tea caterer takes a bit of research and planning, but it's absolutely worth the effort. By knowing what questions to ask and what to look for, you'll set yourself up for an event that delights every guest.
Remember: the best afternoon tea experiences combine quality ingredients, thoughtful presentation, and genuine hospitality. Whether you're booking a caterer or creating your own spread at home, those three elements will always shine through.
Now go forth and plan a tea-riffic celebration. Your guests will thank you for it.