Sustainable Tourism Programme Stage 1: Documents and Team
Who is this guide for?
This guide summarises which documents hotels and other accommodation facilities need to prepare for Stage 1 of the Sustainable Tourism Programme, how to set up the team and what to check before the audit. It is written for general managers, front office, technical service and purchasing staff at facilities that are new to the programme or want to identify their gaps before applying. The aim is to turn Stage 1 preparation from a scattered paperwork exercise into an organised work plan.
What is Stage 1 of the Sustainable Tourism Programme, and who does it concern?
Stage 1 of the Sustainable Tourism Programme is the first step, in which accommodation facilities lay the foundations of their sustainability management and document them. The programme is led by the Kültür ve Turizm Bakanlığı (Ministry of Culture and Tourism) together with the Türkiye Turizm Tanıtım ve Geliştirme Ajansı (TGA, the Turkish Tourism Promotion and Development Agency), and its criteria are based on those of the Global Sustainable Tourism Council (GSTC). Expectations broaden as facilities move through the stages; in the first stage the focus is on establishing the management structure, the policy and the basic monitoring records.
The programme is particularly relevant to hotels, holiday villages, boutique hotels and similar accommodation facilities. During assessment, every practice a facility declares is expected to be backed by a record or demonstrated on site. The current criteria set and timetable should be followed through the programme's official announcements; the framework below is a general preparation guide.
How does Stage 1 preparation work, step by step?
Stage 1 preparation starts with appointing a responsible team, continues with an assessment of the current situation and is completed by matching documents to the criteria. The steps below suggest an order a facility can follow, from internal review through to the independent audit.
Appoint the sustainability team and lead
The first task is to appoint a person to lead sustainability work, supported by a team. Having a senior management representative alongside representatives from technical service, housekeeping, kitchen, purchasing, human resources and front office makes the work much easier. The division of responsibilities should be recorded in a written appointment letter or job description.
Assess the current situation
Once the team is in place, it maps what the facility is already doing: are consumption records kept, is waste collected separately, is staff training documented? This gap analysis shows which criteria are already met and which require a new procedure or record.
Write the policy and procedures
The facility sets out its sustainability commitment in a policy approved by senior management. Short procedures are then prepared describing how things are done in areas such as energy, water, waste, chemical use, purchasing and staff training. Procedures that describe what actually happens on site are one of the key points auditors pay attention to.
Start measuring and keeping records
Regular monitoring of energy, water and waste is among the core evidence for the first stage. Gathering meter readings, invoices and waste handover documents in a single spreadsheet makes both audit preparation and improvement targets in later stages easier. Carbon emission calculations also rely on this data, so keeping records in order from the outset saves time later on.
Carry out an internal review and prepare for the audit
Once the documents are complete, the team carries out an internal review, going through each criterion and matching it with its evidence. After any gaps have been closed, the facility is ready for the independent audit process set out by the programme.
Documents to prepare and checklist
The documents needed for Stage 1 are records that prove sustainability management is in place and that basic consumption is being monitored. The list below is a general framework facilities can use to check where they stand:
Appointment letter, job descriptions and meeting minutes for the sustainability lead and team
A sustainability policy approved by senior management, with evidence that it is displayed where staff can access it
A register of legal obligations covering the environmental, occupational health and safety and tourism legislation that applies to the facility, with copies of valid permits and certificates
Regular records of energy, water and fuel consumption (meter readings, invoices)
Records showing that waste is collected separately by type and handed over to licensed companies
A list of chemicals in use, safety data sheets and information on storage arrangements
Content and attendance lists for staff sustainability training
A written approach explaining purchasing preferences (such as local or eco-labelled products)
Information materials for guests (in-room notes, promotional texts)
A log of complaints, suggestions and improvement requests
Turning this list into a spreadsheet with "responsible person", "evidence document" and "status" columns for each row lets the team see progress at a glance.
Common mistakes and points to watch
A common mistake is preparing the documents without bringing practice on the ground into line with them. Auditors may look not only at the files but also at waste separation in the kitchen, chemical use in housekeeping or meter records in technical service; any gap between written procedure and actual practice quickly becomes apparent.
Another common situation is leaving sustainability work to a single person. If that person leaves the facility, records can be left incomplete; this is why sharing tasks within the team and keeping documents in a shared folder matters.
There are other points to watch as well: starting consumption records late, delivering training without keeping attendance lists, taking the policy from a ready-made template without adapting it to the facility, and not checking whether legal permits are still valid. In addition, the facility's obligations under environmental legislation should not be treated as separate from the programme criteria; legal compliance is also among the programme's core expectations.
Notes for hotels in Antalya
For hotels in Antalya, Stage 1 preparation goes more smoothly when it is planned around the season. Because team meetings and training can slip during the busy season, scheduling team setup, policy writing and staff training before the season starts is a practical approach.
Seasonal staff turnover is also an important factor for facilities in the region. Giving each season's new employees a short sustainability briefing and recording it is one way of showing that training is ongoing. At coastal facilities, water consumption and waste volumes change markedly with the season, so monthly records give a more meaningful picture than an annual total alone.
Facilities that would like outside support during preparation can find out more about our sustainable tourism consultancy service.
Frequently Asked Questions
What should be done first in Stage 1 of the Sustainable Tourism Programme?
The first step is to appoint the sustainability lead and team in writing. Without a team, work on the policy, procedures and records progresses in a scattered way. A gap analysis showing the facility's current situation should follow.
Can a small boutique hotel prepare for this programme too?
The programme is aimed at accommodation facilities; the current participation conditions and the types of facility covered should be checked in the programme's official announcements. In smaller facilities the team may consist of fewer people, but responsibilities still need to be defined in writing and records kept regularly.
Which records are checked in the Stage 1 audit?
The audit looks at whether the criteria are supported by written documents and by practice on site. The team appointment letter, policy, consumption records, waste handover documents and training attendance lists are among the main pieces of evidence. Some practices may also be checked by talking to staff or walking around the facility.
Is it possible to prepare for Stage 1 without a consultant?
Yes, facilities with a strong team and well-established record keeping can carry out preparation on their own. Consultancy support saves time particularly in the gap analysis, in adapting procedures to the facility and in listing legal obligations completely.
Contact Us
If you would like to see where your facility stands in its Stage 1 preparation for the Sustainable Tourism Programme, get in touch and we will review your documents and team structure together.
Written by Selin Sevinç, Environmental Engineer (MSc), Asel Çevre Danışmanlık.
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