TRAVELIFE

 
In Kosta Palace City Hotel, our Environmental & Social Team continues to uphold the highest standards in guest satisfaction while furthering our commitment to environmental and sustainable development. We remain a proud part of the Koulias group of hotels and have updated our policies in line with evolving global standards.
 

WATER MANAGEMENT & WATER SAVING MEASURES:

1. Water consumption:

We continue to source our water from the Municipal Enterprise for Water and Sewage, with advanced monitoring systems now in place to reduce waste. Our target for 2023 is set at 35 LIT PPPD, with a projection of 30 LIT PPPD for 2024, aligning with our vision of sustainable water consumption.

2. Water Saving measures:
   • Installed flow restrictors on taps in all guest rooms.
   • Drip irrigation is used throughout hotel gardens.
   • Plants that are less water demanding.
   • Rooms have info cards for voluntary towel exchange system.
   • Additional info in all rooms on water saving measures.
   • Staff is encouraged to report leakages from taps, pipes etc. and maintenance is rectifying immediately such cases.
   • Water-saving workshops for staff to further reduce consumption.
3. Water Quality
   • An extensive program of the microbiological and chemical pool water analysis is applied with checks biweekly and monthly.
   • Automated dosing of pool chemicals and daily records are completed ref Ph and chlorine levels.
   • Microbiological analysis of all potable water is performed monthly.
   • Legionella analysis is done regularly based on current legislation.

 
RECYCLING

• Glass
• Paper
• Batteries
• Lamps
• Used cooking oils
• Eco-friendly guest amenities
•  

CLEANING MATERIALS / CHEMICALS WITH LOW ENVIRONMENTAL IMPACT

• Chlorine is not used in the housekeeping department (only for disinfection procedure).
• All our chemicals are diluted in our H/K department and are biodegradable.
• We do not use nylon bags in guestrooms room bins.
• A dosing system installed for the distribution of chemicals to staff and when such chemicals are used, appropriate (PPE) attire is also used.
• Dosing system to prevent the legionella in hot water system.
• All chemicals are stored and labelled as per legal requirements. All chemicals are accompanied by relevant MSDS which also indicate the environmental impact.
•  

ENERGY MANAGEMENT:

Our target for 2025 is set at 23 kWh PPPD, with a goal to reduce this further to 21 kWh PPPD in 2026. We're also looking into investing in energy-efficient machinery and equipment.

• All new equipment is purchased according to our group purchasing policy where energy efficiency is taken into consideration as one of the main criteria. We only purchase equipment which is energy efficient.
• All rooms are equipped with key cards switches that turn off A/C as quests leave the room.

TRAINING:

• The hotel has set up an environmental team that along with the Group’s Environmental Office organizes training on all environmental and social issues
• Our employees are trained at least once per season on environmental and sustainability management and a training session record is kept.
• All new employees are gone under the induction training and part of this training is also good environmental practices in various hotel areas.
• Good environmental practices are also displayed in the staff room so it can be a reminder of all employees what should be done daily.
• Guest relations training focusing on promoting our green initiatives to our guests will be added this season, along with
• Advanced training for our staff on the latest environmental trends in the hospitality industry.

 

FOOD WASTE MANAGEMENT (2024 & 2025):

Building on our commitment over the past two years to address food waste, we continue to refine and expand our initiatives.
 
Advanced Monitoring: Utilizing cutting-edge waste monitoring systems, we now record and analyze the specific types and quantities of food waste generated. This data-driven approach allows us to identify trends and target areas for reduction.
Staff Training: Staff across all F&B departments undergo regular training sessions on food waste reduction techniques, enhancing the knowledge we've built over the past two years.
Guest Engagement: We recognize that our guests play a crucial role in our food waste reduction efforts. To this end, we've introduced informational materials in dining areas, encouraging guests to order mindfully and take only what they can consume.
Food Donation Programs: In collaboration with local charities and food banks, we have expanded our food donation programs. Edible food that isn't consumed is now donated to those in need within our community.
Supply Chain Collaboration: We're working closely with our suppliers to reduce food waste at the source. This includes adjusting order quantities based on consumption data and embracing "ugly" fruits and vegetables that might otherwise be discarded.
Annual Review: At the end of each year, we conduct a comprehensive review of our food waste management practices. The insights gained from these reviews inform our strategies for the subsequent year.
 
By continuing to innovate and build on our established practices, we aim to set new benchmarks in sustainable food waste management for 2025 and 2026.
 
The Hotel Manager
Xristina Papathoma
 

Our hotels are committed to providing a secure and welcoming environment for lone female travelers. The following guidelines and instructions outline the procedures and measures we have in place to prioritize the safety, security, and comfort of women traveling alone. We aim to address their specific needs and concerns, ensuring an exceptional and worry-free stay.

Pre-Arrival

• During the reservation process, inform the hotel that you are a lone female traveler and provide any specific requirements or concerns.
• Share your travel itinerary, including arrival and departure details, with a trusted friend or family member.
• Familiarize yourself with the hotel's location, nearby amenities, and transportation options to ensure a smooth arrival.

Check-In Process

• Upon Arrival approach the reception desk and inform the staff that you are a lone female traveler. Expect a warm welcome and efficient check-in process, with a focus on your comfort and privacy.
• If desired, request a discreet check-in option to maintain your privacy and confidentiality.

Room Assignment

• For added security, lone female travelers are assigned rooms on higher floors, whenever possible, offering increased privacy.
• Ensure the room door is securely always locked, using both the deadbolt lock and any additional security features provided.
• Use the peephole to verify the identity of anyone knocking on your door before opening it.
• Should you encounter any security concerns or notice any suspicious activity, immediately report it to the hotel staff.

In-Room Amenities and Services

• Locate the telephone or intercom system in your room, which allows you to contact hotel staff, including security or the front desk, in case of emergencies or any assistance required.
• Take note of the emergency procedures outlined in the information booklet provided, including evacuation routes, emergency contact numbers, and any specific instructions related to your safety and well-being.

Hotel Staff and Assistance

• Our hotel staff is trained to understand and address the unique needs and concerns of lone female travelers.Feel free to approach any staff member should you require any assistance or have any questions or concerns during your stay.
• In case of an emergency, dial the designated emergency number provided, and the hotel's security team will respond promptly.

Public Areas and Facilities

• The hotel maintains a vigilant approach to security in all public areas and facilities.Public spaces, including lobbies, restaurants, and fitness centers, are well-lit and monitored by security personnel and video surveillance.
• Should you encounter any issues or observe any suspicious activity in public areas, inform the hotel staff immediately.

Transportations and Excursions

• If you plan to use transportation services arranged by the hotel, rest assured that we partner with trusted providers who prioritize passenger safety and professionalism.
• When participating in excursions or venturing out, consult the hotel's concierge for recommendations, safety guidelines, and reliable transportation options.

 
Our hotels are dedicated to ensuring the safety and comfort of lone female travelers. By following these guidelines and instructions, you can enjoy a secure and pleasant stay at our five-star establishment.
 
The Hotel Manager
Xristina Papathoma

 
 
ENVIRONMENTAL POLICY
The following statement of principles and intentions comprises the Environmental Policy and applies to all activities of the Hotel.

Scope

• The policies and procedures described within this manual constitute the general management direction and standing against those environmental aspects (energy and water consumption, waste management, evaluation of subcontractors and raw materials) which can somehow be controlled by us and over which we expect to have positive influence. The Environmental management System addresses also all specifications (clauses) of the EN ISO 14001:2015.
• The Scope of Registration covers all the activities of the hotel (accommodation, food service, maintenance, purchasing).

Principles

• We are committed to minimizing the impact of our operations on the environment by means of a program of pollution prevention.

• We are committed to comply with all relevant environmental legislation and regulations and with other requirements to which the hotel subscribes.
• We are committed to protect the environment through continual improvement of our environmental performance. All our businesses must consider the effects that our activities have on the environment.

Intentions

• To understand the environmental issues associated with our activities. • To minimize the amount of waste we dispose of,  to recover through re-use or recycling as much as is feasible, and ensure that the remainder is disposed of properly. • To minimize the use of energy and water through monitoring and increasing of the efficiency of use and purchase environmental sound products wherever possible, while upholding the highest standards of comfort, quality, and guest service
• To ensure that all employees are aware of their individual responsibilities for acting in accordance with the policy.
• To set and review environmental objectives and targets and to implement an action plan, addressing waste reduction, energy and resources conservation as well as raw materials and products environmental evaluation. The hotel will release the necessary resources to achieve these objectives using the best available practices, which do not entail excessive cost.
• To communicate to our employees, guests, and suppliers our policy and achievements in improving our environmental performance.
• To incorporate environmental management into everyday business practice.
• To encourage environmentally friendly, and where possible, local sourcing of products and services.
• To communicate to our guests about the prompt use of all accommodation devices, especially A/C units (e.g. avoid operation when balcony doors/windows are open)
• To inform accordingly our guests not to cause harm to local flora and fauna around the Hotel’s surrounding.
• To encourage any applicate engagement of our business with local communities.

   This policy is reviewed so it is relevant and suitable for the company's activities.
 

FOOD SAFETY POLICY

The Hotel is committed to develop and implement a food safety management system according to the International Standard ISO 22000. The main objective of our commitment is to ensure the safety of products and to ensure that customer satisfaction and needs are always maintained. The Hotel objectives are:

• To identify, evaluate and control all hazards related to food safety during the whole chain of the food production procedure until serving to the customer.
• To comply with legislative requirements
• To have sufficient external and internal communication
• To satisfy our customer needs
• To reduce the number of food safety related issues
• To continually improve our procedures

 
Our system that is designed to support our food safety management system within the scope of our operations has the support and commitment of the Hotel management team. The management team is committed in providing the necessary resources so that the implementation of the food safety management system is possible.
The personnel of each Hotel have the responsibility to know and comprehend the Food Safety Policy and to support the Hotels objectives. Furthermore, to follow and implement all necessary procedures and instructions through all different stages of processes involved within the Hotel. To ensure that our objectives are met, the Hotel is measuring and analyzing its performance levels utilizing defined operational criteria, such as product safety, customer satisfaction and suppliers’ validation.
To achieve these objectives the Hotels also provides the necessary resources and training to enable members of staff to carry out their respective duties using effective and normalized procedures, which are within the Food Safety and Hygiene regulations and practices.
The Management is committed to the food safety management system and our system is based upon the requirements of the ISO 22000 Food Safety Management Systems Standard. This system enhances the continuous improvement and effectiveness of the Hotel and promotes the achievement of the objectives and targets, set by the management as well as satisfying the current legal and other requirements.
This Food Safety Policy and objectives are reviewed during the management review once a year to ensure their continuing suitability.
It is emphasized that the food safety is the responsibility of every single member of our staff. The Hotel ensures that all personnel have access to, are familiar with, and work according to the Hotel’s published procedures and instructions that fully comply with international standards.
 

QUALITY POLICY

The Hotel is committed to continually improving its services to attain the maximum quality level required by our guests. The main elements of this quality policy are the development of high- quality services aimed at satisfying our customer requirements, the enhancement of operational performance as well as the development of our people.
 
The Hotel is committed to satisfying the current legal and other requirements. To this effect the Company is implementing a quality management system.
The effectiveness of our services and guest satisfaction is monitored through our own guest questionnaires, through our operator's feedback and management/ staff meetings and reviews. All senior and other employees have been made aware of our operational objectives targets and practicing standards applicable to this quality policy, as well as procedures and instructions defined within.
To ensure that all Group's procedures and instructions are applied effectively we undertake planned internal audits as defined within this Quality Management System (QMS). This Quality Management System assures us that services are provided as defined in the documented working procedures, instructions and to make sure they work all the time and with everybody.
The Quality Management System implemented by Koullias Group of Hotels satisfies the requirements defined by the ISO 14000:2015 Quality System standard. This system enhances the continuous improvement and effectiveness of the company and promotes the achievement of the objectives and targets set by the Head Management.
This policy is reviewed to ensure that is relevant to and in compliance with the activities of the Company.
The objectives are reviewed during structured management reviews at least once a year to ensure their continuing suitability.
 
  
At Koullias Group of Hotels we are aware that the safety and well-being of our employees, guests, and suppliers alike is likely to be affected by our operations and activities. We work hard to maintain a healthy and safe environment for all people involved in our business.
 

• We make sure all employees are competent to do their job
• We adequately control the health and safety risks related to our work activities and maintain safe and healthy working conditions.
• We continually inform our employees about health and safety by providing information, giving instructions and supervision.
• We take measures to prevent any accidents, injuries, or work-related illness as much as possible
• We comply with applicable legislation and other requirements concerning health and safety; we regularly review and update this policy according to any (new) applicable laws,
• We regularly conduct safety checks and controls of the evacuation plan, fire equipment and alarm      systems. We have safety signage all across the hotel to protect customers from being at risk.

 
The Hotel Manager
Xristina Papathoma
 

 
 
PROTECTING CHILDREN
 
In Koullias Group of Hotels we are very sensitive to all matters that concern the safety and protection of children and their rights. We are aware that sexual exploitation and other forms of child abuse can occur in the tourism industry. Therefore, our hotel is committed to protect the children within our property. Children up to the age of 18 may be subject to many forms of abuse and exploitation like:

• Physical and verbal abuse from family members/guardians, other guests, employees or visitors
• Confinement, being locked alone in a room for periods of time
• Abandonment, being left on the premises without proper supervision
• Undertaking work meant for adults or without special conditions to protect them
• Pornography, Trafficking, Sexual abuse and Prostitution

 
Our efforts to prevent all the above include

• Making sure that all our employees understand all types and abuse and exploitation as described above
• Making sure that all our employees understand why safeguarding the rights of children is important and how it is every employee’s responsibility to protect children from harm within our hotel
• Ensure children are not employed to undertake inappropriate work normally undertaken by adults and implement age-appropriate working conditions for children working within the hotel
• Following a strict protocol on handling such cases as described detailed in the corresponding section

 
The Hotel Manager
Xristina Papathoma

Our commitment:
Kosta Palace City Hotel is collaborating with the local community for various projects aiming to promote the culture and heritage of our destination. It is also our commitment to maintain a constant dialogue with the community and to ensure that we contribute in some way to the improvement of the socio-economic status of our fellow citizens.

Our goals:

1. To support the local economy
2. To promote local products /traditions/attractions to our guests
3. To raise awareness and protect the environment, including the local fauna and flora.
4. To promote and spread awareness for Hippocrates of Kos and his teaching on healthy living.
5. To ensure that our operations do not in any way disturb “the flow” of our community, especially when it comes to tradition.
6. To contribute and donate to local institutions for the less privileged.

 
Our actions:

• Purchasing all fruits and vegetables, dairy products, honey etc from local farmers and producers
• Purchasing various items for our hotel such as furniture, electrical supplies etc from local businesses
• Encouraging our guests (through our site) to visit certain local attractions, landmarks, antiquities, and places of natural beauty.
• Purchasing organic farming toiletries from a local producer and this way advertising these products to our guests
• Promoting local products like wine, olive oil and a local cheese in various occasions including serving them at the Greek Breakfast buffet.
• Giving priority to personnel permanently residing in ​​Kos, priority. We also offer apprenticeships to permanent residents of Kos.
• Donating canned food, linens, furniture etc to local charities, families in need, the church or army base.
• Hosting events and drives for local charity organizations.
• Organizing yearly blood drive to support our local hospital.
• Organizing beach clean-up days and tree plantation drives, celebrating World Environment Day with corresponding activities.
• Sponsoring the Hippocratic Foundation of Kos and Hippocrates’ philosophy in all our literature, on our website and in our participation in trade exhibitions.
• Hosting sessions and seminars on Hippocrates and his ever-timely teachings
• Maintaining the Hippocratic Garden, with herbs and plants that Hippocrates used for healing.

 
The Hotel Manager
Xrisrina Papathoma

 
In Koullias Group of Hotels we strongly believe in the protection and support of our employees’ rights as well as human rights in general. The people that work in our hotel are our main assets to provide high quality service and maintain proper relationships with our guests. When our employees are happy to work here, they can provide better services for our guests as well.
 
To assure this,

• We comply with all applicable employment laws and regulations in Greece.
• We value our staff and treat them fairly and with respect, enforcing our Policy that no one is discriminated against sexuality, gender, ethnicity, religion, culture, disability or age.
• We make sure that all employees behave properly and with respect towards other employees, providing relevant literature on the Hotels policy on proper conduct and what discrimination is all about
• We provide written contracts to our employees with clear information about their salary, their insurance, their job description, their working days and working hours, and all relevant details, according to Greek legislation
• We inform staff of their rights including enrolment in a trade union
• We inform all staff members about how they can contact the management if they have any complaints, problems or suggestions that cannot be addressed by their superiors
• Within our framework of promoting education, we provide training courses on various subjects, giving our employees the chance to prepare for higher positions
• As a group we give priority to our existing employers when new positions open, furthering their career

 
The Hotel Manager
Xristina Papathoma

ABUSED/MISSING / FOUND CHILDREN PROCEDURE
Abused child procedure

• The Manager is informed immediately
• A detailed description of the incident and the child is given by the person reporting a suspected/witnessed abuse.
• The manager collects all possible information from employees who would be in a position to have seen or heard something about the subject.
• We inform the police of the incident reported and provide all collected information
• We inform the childcare organization “To Hamogelo tou Paidiou” of the incident reported and provide all collected information
• While the investigation is ongoing both by the authorities and the NGO, we keep vigilant about new developments, and we follow any official instructions given to us

 
Lost child procedure

• We appoint a person in charge of the internal communication channels and communication with the local authorities.
• A detailed description of the incident and the child is given from the last person that saw the child (parents /caretakers /etc.)
• We inform all staff on the premises about the incident and the child’s physical description.
• A member of the staff is assigned to watch over the last known location of the missing child.
• All staff that are not appointed to a specific task (e.g. department managers) begin to sweep the area for traces. (Both within the premises and outside the hotel perimeter)
• During the above constant communication is maintained with the local authorities and any instructions given are followed.

 
Found child procedure

• The person who finds the child should immediately contact the reception and escort the child to the Reception Office.
• The Reception should inform the Manager, who will attend the Reception office and confirm the incident
• The Manager will notify the parent/guardian and the Police that the child has been found.
• A form must then be completed in the presence of the Manager to detail where and by who the child was found and who is the collecting adult who must present identification before the child is released to them, in the presence of the Police
• If the child is reluctant to go with the collecting adult, or in the event of any uncertainty, it will be the responsibility of the Police to determine if the child should be allowed to go with the person who is claiming them.

 
In all the above cases a detailed log of the incident is recorded.
*For all the above you may directly contact and inform the childcare organization,  
 
"The Smile of the Child".
INTERNATIONAL +30 210 3306140
80 Garitou Street - GR15343 - Agia Paraskevi - Athens - Greece Local Calls: 11040
Fax: +30 210 3843038 Email: info@hamogelo.gr
 
The Hotel Manager
Xristina Papathoma