Why music licensing is so important at events

A member of the PCMA Catalyst community provides insight into music licensing rights and how organizers can ensure music used at events is licensed.

PCMA’s Catalyst community provides a platform for members to ask each other questions, share ideas, or, as the website puts it, “communicate and collaborate.” Here’s an example from a recent Catalyst discussion.

“Does anyone have experience with music licensing fees and licensing with ASCAP, BMI, SESAC and GMR ?” Imani ClarkThe Vice President of Diversified Communications Event Operations, Customer Service and Registration asked the PCMA Catalyst Community. “Is GMR venue specific, or does the host have to bring it as well? We have over 20 events, all of which will have music playing at some point during keynotes, receptions, etc. I’m assuming we need at least ASCAP and BMI? I Thank you for any insights and experiences you share!”

This is my understanding Most conference venues pay annual blanket licenses to the major performing rights organizations (ASCAP/BMI), so as an organizer you should be fully covered. However, you may need to verify this with your (Conference Services Manager).

— Nate HornL!VE Senior Account Manager

This problem arises Regularly posted on community boards, I believe this helps explain why music licensing is so important. Songwriters, composers, and publishers rely on royalties, and organizations like BMI, ASCAP, SESAC, and GMR ensure that their music is compensated for use in a variety of settings. Even for something as simple as a keynote song, using copyrighted music without permission is illegal and may result in penalties for the event organizer or event owner.

While a venue or production company may have their own license, they typically do not cover client events. You may need to manage your own licenses for each event, just like event insurance. If you know the songs you want to use, you can find out which organization licensed them, obtain the appropriate license, and then stick with those songs. If you’re not sure what music you want to use, or if the music varies from event to event, it’s best to get permission from all organizations – each organization has its own licensing model (e.g., per event, per attendance, or per year). You can also research public domain or royalty-free music, although sources may be more difficult.

— Kyle JordanCAE, CEM-AP, CMP, DES, CMM, Conference Director, INFORMS