Host Your Own Royal Tea Party for Birthday or Fundraiser

This is a fun event for a birthday party, a fundraiser, or a church get together. Takes some planning, but this article gives you the step by step guide.

A few years ago I attended a “Royal Tea.” There were boys and girls in attendance and everyone was having a great time.

So I made up my own “Royal Tea” made easy. I hope you enjoy your tea as much as my granddaughter enjoyed ours, and I hope that boys and girls and adults around you may also enjoy the fun.

Fundraiser or Party

The first thing to decide is whether your Royal Tea will be free or if you will charge for attending. If you decide to charge you will want to decide on a price, and if adults as well as children will need to pay. You will also want to decide whether you are inviting just certain people or if the tea will be open to the public. You will need to set the number of guests that may attend so as not to overcrowd your tea area.

Set a Time, Date and Place

You will need to find a good location for your tea. (Suggestions: a church, club, rented party room, or maybe a personal home that has a big room sectioned off the rest of the house.) Remember to add setup and take down times as well as actual party time when you look for a location for your tea. Most rooms you rent will charge for the full time you are there. Another important thing to consider is do you have access for people in wheel chairs. You will have to have a table where they can roll the wheelchair or other equipment to.

You will want to set your tea at a time when most of the invitees will be available. This can be tricky, as most people have a very busy life. My suggestion would be to pick a day and time that works for you and then give all the invitees as much notice as possible so they can add it to their calendars. The time I would set would be on a Saturday morning or afternoon, or possibly on a Sunday afternoon (after most churches are out).

Adult Supervision

How many children may accompany each adult? You may want to require at least one adult to each 2 – 3 children. Parents will need to monitor their child’s behavior and assist in crafts. Four-years-old is a good minimum age for children at a tea.

Invitations or Advertising

Will you send out invitations or advertise? If you choose to advertise you will need to decide how you will advertise. Will you hang fliers up around town, hand out to other people to distribute as they want, take an ad in the local newspaper, send email or all of the above?

If you choose to send invitations make sure to include a phone number for people to RSVP. If you are advertising for the general public you might put a phone number on the flier so the people can call in and register so that you have an accurate count of the number of people you will need to serve. This helps make sure you have enough of everything on hand. Another way to get an accurate count is to send registration forms out to those who have expressed interest and they will need to fill them out and mail them along with a check or money order for the charge of the tea (if there is a fee) in order to be admitted.

Make sure that in whatever way you advertise that you state the ages the tea is for and that children under that age will not be allowed to attend, unless you have a separate room for the younger children to play in with a adult that you have hired to watch the children to young to attend.

Items to Include on the flier or invitation:

  • Date and time of the tea
  • Location
  • Contact Information
  • How to register or RSVP
  • Child minimum age and parent-child ratio, if there is one
  • Attire
  • Any special “grab words” that bring attention to your event
  • You might want to include the menu, for those who have allergies to certain foods
  • Anything the guests need to bring, such as their own cup and saucer


Make it simple with inexpensive table clothes, streamers and maybe fake flowers in a vase or teacup on each table. You will also need a chair dressed up as a throne for guests to get their picture in.

Plan a menu

You will need to know exactly what you will serve ahead of time. Make sure you offer at least a few alternatives for people who are allergic to certain foods, accommodate those with picky tastes, etc. Do remember you can’t please everyone so plan what is easy, within your budget, and suits the time of tea you are having. Remember to always have extras of what you serve. There will be people who will want seconds or if something happens, like a plate dropping on the floor, and so on. It is just a good idea to be over on food rather than under. If you serve just finger foods it will be easier to serve and you won’t need any silverware except the ones used to actually serve the food.

Suggestions for food are: Tea, apple juice, white grape juice, muffins, cookies, crackers and cheese, fruit, and whatever creative items you choose to add. The food does not have to be expensive, just appeal to kids and adults.


Asking each person to bring a cup and saucer will keep you from having to find unique cups and also helps with fewer dishes to do after the tea. It will also be a conversation starter for the people at the tables. Other options are use pretty paper plates and cups. Also remember you will have to have bowls and serving silverware. Serving dishes will also be necessary. All serving items do not need to be matching, just go together.

Set Up, Clean Up, and Take Down

Remember to add people to help with the setting up and taking down time. This will be necessary as you will be tired by the event, and want to do a great job start to finish. You should figure 1 hour setup and 1 hour take down.

Arts and Crafts

Have the guests make their own crowns.The crowns can be made of craft foam, poster board, or any other crafty way you like. Make a picture frame to frame a picture of this special day. Craft foam is a good way to make picture frames or if you choose to use a different product popsicle make great picture frames. Make sure you set a time limit on each activity so that things flow smoothly and you get everything done that you want to do.

Story Time/Live Play

During this time you can have all the kids gather around and read a story about a prince or princess. Or better yet, make up your own story and expand on it by taking input from the audience. Doing this lets the guests participants rather than just spectators. Another option is having volunteers or older youths not attending the tea put on a royal play including a prince and princess.

Example: Maybe a sister (princess) and her brother (prince) find some things in the castle attic and they share what they are, who they belong to, why they are special items, and so on. You can wrap the whole story around this example or simply write your own story.

If you need to fill time, bring a royal CD so the guests can dance at the end of the tea.

List of Necessary Items

  • Tables: How many do you need? ________________
  • What size of tables do you need? _______________
  • Are they available at the place your tea is held or do you have to bring your own?
  • Chairs: How many chairs will you need? _______________
  • This is where the pre-registration will come in. With it you will have a fairly accurate count of how many chairs you need.
  • Serving Tables: How many of these? _______________
  • Table Clothes: What size ______________ and how many do you need? ________________
  • Serving Dishes: How many do you need? __________________ What size: _____________
  • Paper or Plastic? ________________
  • Silver ware: Forks needed: ___________ Spoons ___________ Knives __________________


Add your additional items to this list so you don’t forget them. For example, items you need for arts and crafts, extra cups in case someone forgets theirs or one gets broken, any costumes needed for the play, your own camera, and the hundred of other things you will think of later.

With careful planning and creativity, your Royal Tea is sure to be a fun event for all ages.

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