GREEN KEY RE-APPLICANT’S PAGE
Welcome to the re-applicant’s material bank
On this page, you will find all the forms and explanatory notes needed for making the re-application. Underneath, the APPLICATION PROCESS is described, as well as providing an estimate of how much time each of its stages typically requires.
To be granted the Green Key certificate, an establishment must comply with stringent sustainability requirements. In order to monitor their fulfillment, a set of criteria related to 13 topics has been developed. On this page, you will find instructions on how to provide the necessary documents for verifying each criterion. Please also see the checklist of attachments to be delivered with the application.
Green Key re-application process
Start 6 months before the jury meeting
- Get to know the guideline criteria and choose which ones you are aiming at in the next re-application.
- Participate in the free workshops and webinars offered by us.
- Tell your customers about the establishment’s Green Key work through social media, your website etc.
- Gather monitoring data to the Green Key binder.
Start 3 months before the jury meeting
- Book the audit date well in advance by contacting your auditor (2./5./8./11. application year).
- Gather monitoring data in the Green Key binder.
- Participate in the free workshops and webinars offered by us.
- Tell your customers about the establishment’s Green Key work through social media, your website etc.
At the latest 1 month before the jury meeting
- Submit your re-application with the necessary attachments regarding the previous 12 months:
- Review of previous application’s sustainability goals and new goals for the next certification period
- Information on sustainability training given to the staff
- Compilation of sustainability communication to customers
- Monitoring data related to tourism animal welfare
- Eventual attachments related to new guideline criteria
At the latest 2 weeks before the jury meeting
- Participate in the audit (2./5./8./11. application year). More information about the audit is available in this description of the audit.
- Deliver eventual supplementary information or additions requested by the auditor at the latest 1 week before the jury meeting.
- Pay the program and audit fees.
The jury meeting
- The application and attachment as well as the audit report (on audit years) will be presented to the jury
- If the criteria are met, the jury will grant a new certificate.
- The establishment is Green Key certified for another 12 months!
Documents needed for re-application
Reports to be updated annually
On the application platform, you may write the required information in the comments field of each criterion or attach a document to it.
Comsumption data to be reported annually
Attachments/ statements that are only required if the information has changed
On the application platform, you may declare the required information in the comments field of the criterion in question, or attach a statement as a separate file.
Templates
Download below the templates needed. You may also send the required attachments as separate documents, but please remember to NAME THEM CLEARLY with the appropriate criterion number.
Filling in the re-application using the on-line tool
- If your establishment is due for audit this year, set the audit date by contacting your auditor. You will receive your auditor’s contact details from us by email about 3 months before the jury meeting. Bear in mind that the audit must be carried out at the least 2 weeks before the jury meeting that reviews your re-application.
- Update your contact and invoicing addresses as well as your turnover in the previous accounting year in organization details in the on-line application tool (if it doesn’t display automatically when you log in, click on the link “view details” to access it). Remember to save any changes made by clicking “Update” on the bottom of the page.
- Read through the imperative criteria in each chapter and ensure that they are all met. Tick the box “Yes” od “N/A” beside each imperative criterion. (You may only tick the N/A box if you don’t have services related to the chapter/function in question. In this case, you must write an explanation in the comments box). Remember to save the changes by regularly clicking “Save” on the bottom of the page!
- Read through the guideline criteria in each chapter and tick the “Yes” box beside each one that your establishment meets. Remember to select a sufficient quantity of new criteria: for Green Key, a minimum of 5 % additional guideline criteria should be met annually. Make use of the instructions displayed after each criterion by clicking on the blue “!” symbol next to it. Remember to save the changes by regularly clicking “Save” on the bottom of the page!
- Gather up the monitoring data required annually (see list above) and attach it to the relevant criterion. Remember to save the changes by regularly clicking “Save” on the bottom of the page!
- Submit the application with the required attachments at the latest 1 week before the audit (2 weeks before the jury meeting on non-audit years).
Imperative and guideline criteria
The Green Key criteria are divided into two categories:
IMPERATIVE CRITERIA
The imperative criteria define the basic requirement that the applicant must meet already when first applying for the certificate. However, if some activity described in the imperative criteria is not included in the services offered by the establishment, the criteria related to it may be excluded. The Green Activities jury may also grant an exception for individual criteria based on well-justified causes.
GUIDELINE CRITERIA
Starting from the first re-application, the establishment must meet all the imperative criteria as well as an annually growing number of guideline criteria. The number of required guideline criteria is presented in the table below.
Criteria and explanatory notes (2022-2025 Criteria)
Below, you will find detailed instruction on how the fulfillment of each criterion should be demonstrated. The abbreviations after each criterion show which categories it is applies to. Click on the image to display the criterion. You will find the explanatory notes for each criterion in the application tool.
LEGEND
HH = hotels and hostels
SA = small accommodations
CHP = camping sites and holiday villages
R = restaurants and cafés
A = attractions
1. ENVIRONMENTAL MANAGEMENT
Environmental management refers to managing and developing the environmental and sustainability work of the establishment. The commitment and encouraging attitude of the management to sustainability issues form the basis of creating an environmentally responsible atmosphere and spreading it to all members of the staff. In order for its environmental work to become systematic and keep evolving, the establishment needs environmental management tools such as a sustainability policy and an Environmental Manager.
2. STAFF
Cooperation and free flow of information between the management and staff are prerequisites for long-term sustainability work in any company. It is crucial that the sustainability initiatives are supported by the management, and that the members of staff are committed to Green Activities actions in their daily work. They must also be able to inform the guests about the sustainability work of the establishment.
3. GUEST INFORMATION
Environmental and sustainability related education is an important part of the operations and sustainability efforts of a Green Key establishment. Involving the customers is one of the goals of environmental education as it aims to encourage individuals and communities to participate in environmental activities. From the establishment’s point of view, involving the guests is crucial, and it can be achieved by raising their environmental awareness and encouraging them to carry out concrete environmental actions in their daily lives.
4. WATER
By reducing its direct water consumption, an establishment can control the costs related to it as well as the environmental footprint caused by it. Although so far, Finland hasn’t suffered from lack of potable water, using less water will also reduce the quantities of purifying chemicals and energy needed for treating it. Using less warm water also saves the energy needed for heating it.
5. CLEANING AND HYGIENE
Cleaning has pivotal importance in the daily environmental work of a Green Key site. Using environmentally responsible cleaning methods optimises the use of chemicals and materials, energy, and water in the daily activity.
6. WASTE
Since 2008, waste management in Finland and the EU is directed by a 5-tier roadmap that aims at supporting the development of circular economy and minimising the quantity of material that ends up in the waste collection sites.
7. ENERGY
When aiming to reduce the environmental footprint, saving energy and increasing energy efficiency are crucial. New innovations for improved energy efficiency are constantly made, and Green Key sites are encouraged to act as forerunners in this field. Applying energy-efficient solutions also cuts costs.
8. FOOD AND BEVERAGE
About one third of our consumption’s environmental impact is caused by food and beverage. The ecological footprint of food can be significantly reduced by minimising food waste and favouring vegetarian dishes according to season. An establishment’s environmental responsibility is demonstrated by its growing use of locally produced and organic ingredients. There is growing interest for locally produced goods, as customers appreciate ecologically grown and responsibly produced ingredients. In additional to the environmental aspects, it is also recommended to pay attention to healthy and ethical food choices.
9. INDOOR ENVIRONMENT
Indoor air quality is an important factor in occupational health, hygiene, and customer satisfaction, and the establishment must take it into account in all its actions. It is especially important to prevent the release of dangerous chemicals, microbes or compounds into indoor air. Ensuring proper circulation of air, careful selection of indoor materials and chemical substances that may release compounds into air, as well as combating cigarette smoke are the most important ways of ensuring good quality of indoor air.
10. GREEN AREAS
If the establishment has extensive green areas, looking after them may cause significant costs and environmental impacts. It is essential to choose methods, equipment and chemicals that are appropriate for the purpose and don’t cause unnecessary environmental impacts. When choosing, applying and storing fertilisers and pesticides, it is important to use caution as they can be harmful to the natural environment, especially when undiluted.
11. CORPORATE SOCIAL RESPONSIBILITY
Corporate social responsibility (CSR) refers to the promotion of sustainable development in the society through the establishment’s actions. An establishment that is aware of its CSR is committed to obeying the laws and decrees as well as international treaties, and understand the impacts of its activity on the surrounding society. Responsible business operations include respect for human rights, fighting all kinds of discrimination, commitment to openness and monitoring of activities, as well as reporting on them. An important part of Corporate Social Responsibility is also respecting the collective labour agreements, as well as expecting the same of supply chains and main business partners.
12. GREEN ACTIVITIES
Finnish nature is one of our greatest assets and tourism attractions. A person’s relationship to nature is at the root of how they treat the nature and environment, and how they act when in it. The activities offered by Green Key certified establishments must be based on the sustainable use of nature.
13. ADMINISTRATION
An establishment’s purchasing policy has a significant impact on its ecological footprint. By primarily choosing products and services that have been produced by a supplier who is committed to sustainability, the establishment will also promote environmentally responsibility among its partners and competitors. It is important to maintain an open dialogue with suppliers and stake holders, so they can support the establishment’s sustainability work.