Pop-Up Suppers Risk Assessment and Control Measures

updated 25th September 2020

Advisory note pre arrival – Please don’t come if you show signs of COVID-19; we will move your booking to another date or refund your payment

If you show signs when you arrive, then we will ask you to leave and reschedule your booking or refund your payment



SARS-CoV-2 is a respiratory virus that can invade a host via the respiratory route or via hand to eye / mouth / nose contact, causing the disease COVID-19.

People who appear healthy may be carrying and shedding the virus, which can be passed on either directly or indirectly to others. This means we need to assume that anyone could be carrying the virus.


The routes of transmission (how the hazard can cause harm – the risks)

  • Direct contact to face – eyes, nose from droplets or aerosols spraying from an infected person onto another person who is in close contact

  • Contamination via droplets from sneezing and coughing landing on surfaces and then transferring via hands on to eyes and nose and mouth. Other means of secretions getting on to surfaces could be from infected people touching their eyes, nose and mouth and then touching surfaces with contaminated hands

  • Contaminated hands of infected people can transfer the virus directly to others (e.g. handshakes) or on to hand contact surfaces which can be picked up by other people’s hands and transferred to their eyes, nose or mouth

  • Possible transmission from faeces to hands and then directly or indirectly to the body via hands and hand contact surface transfer


The main controls are:

  • Social distancing in accordance with government guidelines

  • Disinfecting hand contact surfaces

  • Hand washing and hand sanitizer use at key moments

  • Not touching eyes, mouth or nose with contaminated fingers

  • Wearing face coverings to prevent transmission from breath, coughing & sneezing where appropriate

The controls set out in this document are specific for Green Farm Day Retreats, taking into account how we operate, and how guests and staff use the premises and interact.


NHS Track & Trace

Track & Trace is now compulsory for all businesses and it is in operation in our activities. Pop-Up Suppers are held in the studio, using other spa facilities (reception & toilets) so we use the Spa & Retreats QR code. The following actions need to be taken:

  • A Green Farm Spa & Retreats QR code is displayed at the entrance to the spa

  • All staff will use the NHS Track & Trace App and “zap” in on the QR code on arrival at the spa

  • We will request that guests arriving will also “zap” the QR code

  • Any person who has not come to the restaurant for a recorded booking will be required to complete the paper Track & Trace form if they do not “zap” the QR code. We will refuse entry to any person who declines to do so.


Hazard: General Arrival & While You Are Here


Who is at Risk?

Guests and hosts


Control measures

  • Importantly, we are keeping numbers on our pop-up suppers to the amount that we can seat on tables with a maximum of 6 persons, spaced at least 2 metres apart. This allows us to adhere to social distancing throughout the evening

  • Face masks must be worn by guests and staff when in the lobby or changing rooms of the Spa

  • Please come to the Spa Car Park and walk through to the Spa entrance where you will be met. Please maintain social distancing and do not offer handshakes

  • We will ask you to agree to be temperature checked on arrival and will ask you not to stay if your temperature is elevated. In this case, we will move your booking to another date

  • You will be taken through to the Studio overlooking the pond and orchard and shown to your table. You are asked to remain seated unless you require the loos

  • All service will be delivered at the tables by staff wearing face masks

  • To adhere to current government guidelines, we will need to ask all guests to leave by 10pm


Hazard: The virus being transmitted between guests during your evening

By following all the above measures and asking you to maintain social distancing between “bubbles” (a group of guests who have come together – currently maximum 6) and practice frequent hand washing, we believe that we will be minimising the risk of guest to guest or host to guest transmission. However, we are also implementing the following practices which will require your cooperation.


1.      Schedule

  • We will manage the evening so that there is plenty of room for you to practice social distancing. For example, the tables are well spread out in the Hay Barn Studio and we will only provide table service.


2.      Toilet Facilities

  • Guests do need to share the changing rooms which include loos. Please:

    • Ensure that there are not too many guests from multiple “bubbles” already in the room before entering

    • Sanitize your hands before entering

    • Use the sanitizing wipes and surface cleansers to clean anything that you touch. This includes all handles, loo flushes and taps

    • Wash your hands carefully before leaving the room

    • Sanitize your hands once out of the door


3.      Studio

  • Please maintain social distancing within your “bubbles”. Please sit at your table, leaving room for others


Hazard: Cleaning Staff being Infected with Coronavirus


Who is at Risk?

Guests, hosts and cleaners


Control measures

  • Any staff not feeling well are asked not to come to work and to follow NHS guidelines

  • All staff are temperature checked on arrival. Any staff showing a raised temperature (37 degrees Celsius or more) will be sent home

  • All staff have been trained in the necessary hygiene practices

Green Farm, Duck Lane
Shadoxhurst, Kent TN26 1LT
​+44 (0)1233 808707
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