If you play music at your event, whether live, recorded, or streamed, you almost certainly need a music licence. Music licensing in the UK is managed by two main collecting societies: PRS for Music (which represents songwriters, composers, and publishers) and PPL (which represents record labels and performers). Playing music without the appropriate licences is copyright infringement and can result in legal action.
Disclaimer: Music licensing is a specialist area with different tariffs and exemptions depending on the type of event, the size of the audience, and the way music is used. This guide provides a general overview. Always contact PRS for Music and PPL directly, or use the joint licensing service (TheMusicLicence), to confirm the licences and fees applicable to your specific event.
Understanding the two rights
When a piece of recorded music is played at an event, two separate copyrights are engaged:
- The musical composition and lyrics -- the song itself, as written by the songwriter and published by the music publisher. This right is administered by PRS for Music.
- The sound recording -- the specific recorded version of the song, owned by the record label. This right is administered by PPL.
You need authorisation from both rights holders to play recorded music legally. For live music, only the PRS for Music licence is typically required (because there is no sound recording being played), though if you record the live performance and play it back later, PPL rights may also be engaged.
TheMusicLicence
In 2018, PRS for Music and PPL launched TheMusicLicence, a joint licence that covers both sets of rights in a single agreement. For most event organisers, this is the simplest route. You apply once, pay one fee, and receive a single licence covering both the composition and the sound recording rights.
TheMusicLicence is available for a wide range of event types, including festivals, concerts, community events, corporate functions, and sporting events. The fee depends on the type of event, the audience size, the ticket price, and whether music is the main feature or incidental background.
How much does it cost?
Music licensing fees vary considerably depending on the scale and nature of your event. As a general indication:
- Small community events -- fees can start from around £20 to £50 for a single event with a small audience and recorded background music.
- Medium events (a few hundred attendees) -- fees typically range from £100 to several hundred pounds, depending on ticket price and whether music is the primary entertainment.
- Large events and festivals -- fees can run into thousands of pounds. For major festivals, PRS for Music uses a tariff based on a percentage of gross ticket revenue (typically around 3% to 4% for the PRS element, with additional PPL fees).
Contact PRS for Music or PPL directly for a specific quote for your event. Both organisations have online calculators and dedicated events teams. Getting a quote early helps with your event budgeting.
Live music exemptions
The Live Music Act 2012 introduced exemptions from the need for a premises licence for certain live music performances. Under the current rules (as amended by the Legislative Reform (Entertainment Licensing) Order 2014):
- Live unamplified music is exempt from entertainment licensing at any time and in any location.
- Live amplified music is exempt between 8am and 11pm at licensed premises (premises with a premises licence or club premises certificate) for audiences of up to 500 people.
- Live amplified music is exempt between 8am and 11pm at workplaces for audiences of up to 500 people.
These exemptions relate to the entertainment licensing requirement under the Licensing Act 2003, not to the copyright licensing requirement. Even if your live music event is exempt from needing an entertainment licence, you still need a PRS for Music licence to cover the performance of copyrighted songs.
What if you do not get a licence?
Playing copyrighted music without a licence is an infringement of copyright under the Copyright, Designs and Patents Act 1988. The rights holders (via PRS for Music and PPL) can take legal action, which may result in injunctions, damages, and legal costs. PRS for Music actively monitors events and has a dedicated anti-piracy team.
Even if your event is small, do not assume it will fly under the radar. PRS for Music has a large field team that attends events across the UK, and they also monitor social media and event listings to identify unlicensed events.
DJ sets and recorded music
If your event features a DJ playing recorded music, you need both PRS for Music and PPL licences (or TheMusicLicence). The DJ does not need their own separate licence for performing at your event, but they should own or have licensed the music they are playing. Commercially purchased music (CDs, downloads from licensed platforms) is fine for DJ use at licensed events, but copies from unofficial sources are not.
Streamed and background music
If you are streaming music through a service like Spotify or Apple Music at your event, be aware that consumer streaming subscriptions do not cover public performance. The terms of service for most streaming platforms explicitly prohibit use in commercial or public settings. You still need TheMusicLicence (or separate PRS and PPL licences) to play streamed music at your event.
Reporting your music use
PRS for Music requires you to submit set lists or music reports for your event, detailing which songs were performed or played. This information is used to distribute royalties to the songwriters and publishers whose music was used. Submitting accurate set lists ensures that the right creators get paid. For festivals and larger events, PRS for Music provides online tools for set list submission.
Planning ahead
Apply for your music licence as early as possible. For larger events, PRS for Music recommends applying at least 14 days before the event, though applying earlier is advisable. For festivals and multi-day events, the process may take longer due to the complexity of the tariff calculation.
Include music licensing costs in your event budget from the start. They are a legitimate and unavoidable cost of running an event that features music, and they support the creators whose work makes your event possible. Factor them into your event planning alongside other compliance costs, and make sure your event management processes include a step for music licensing.
