How to Secure a Music License for a Charity Event: A Step‑by‑Step Guide

Music license for a charity event is a legal permission that allows the public performance, reproduction, or streaming of copyrighted musical works during a fundraising concert or benefit gathering, typically obtained from a performing rights organization or the copyright holder, often at reduced or waived fees for nonprofit use.

Etymology / Origin

The modern concept of a “music license” derives from early 20th‑century copyright law, which distinguished between mechanical reproduction (phonograph records) and public performance (live concerts). In the United States, the 1909 Copyright Act created the foundation for performance rights societies such as ASCAP (1914) and BMI (1939), institutions that now issue licenses for charitable events.

How It Works

When a charity plans to perform a song, two distinct rights are typically involved: the composition right (owned by the songwriter/publisher) and the sound‑recording right (owned by the record label). A public‑performance license, usually obtained from a Performing Rights Organization (PRO), covers the composition. If the original recording is used, a master-use or synchronization license may also be required.

Legal & Licensing

• Identify the PROs that represent the repertoire you intend to use (e.g., ASCAP, BMI, SESAC in the U.S.; PRS in the U.K.).
• Contact the PRO to request a charitable‑event license; many offer a reduced‑rate or fee‑waiver form for 501(c)(3) organizations.
• If you will play a specific recorded track, obtain a master‑use license from the record label or a blanket streaming license if the event is broadcast online.
• Maintain documentation of all licenses and proof of nonprofit status, as venues may request copies.
• For hybrid events (in‑person + live‑stream), secure both public‑performance and digital‑streaming rights.

Planning Checklist

1. Confirm nonprofit status and gather tax‑exempt documentation.
2. Compile a setlist and identify each song’s publishers via databases such as ASCAP Repertory or BMI Repertoire.
3. Contact the relevant PROs at least 4–6 weeks before the event.
4. Negotiate fee reductions; provide event details (date, venue capacity, ticket price, fundraising goal).
5. Obtain written confirmation of the license(s) and file them with the event contract.
6. If using recorded music, request master‑use or sync licenses from the label.
7. Prepare on‑site signage acknowledging the licensing entities, if required.

Budget Considerations

Charity events often allocate a modest portion of the budget to licensing. Typical fees range from $0 (full waiver) to $200‑$500 for a single‑night concert, depending on venue size and expected attendance. Savings can be achieved by:

• Choosing songs in the public domain.
• Using live, original arrangements instead of recorded tracks.
• Bundling multiple songs under a single blanket license from a PRO.
• Partnering with a sponsor who can cover licensing costs.

Case Examples

• 2015 “Live Aid for Haiti” acoustic benefit concert obtained a blanket ASCAP license, resulting in a $0 fee due to the organization’s 501(c)(3) status.
• 2022 “Songs for Schools” streamed on YouTube used a YouTube Music Rights Management tool, which automatically cleared performance rights for participating PROs and reported royalties to the charities.
• 2023 “Acoustic Night for Cancer Research” featured only public‑domain folk standards, eliminating the need for any licensing fees.

Notable Examples in Songs

• “We Are The World” – USA for Africa
• “Do They Know It’s Christmas?” – Band Aid
• “Give Peace a Chance” – Plastic Ono Band (charity re‑recordings)
• “Imagine” – Various Artists (Live 4 Children)
• “Hands Across the Water” – Various acoustic performers for flood relief