What Trade Show Organizers Don't Know About Music Licensing—and Why You're at RiskWhat Trade Show Organizers Don't Know About Music Licensing—and Why You're at Risk
Trade show organizers who use personal streaming services like Spotify for event background music are unknowingly violating copyright law and facing increasing legal enforcement with potential penalties up to $30,000 per infringement.
It's the morning of your biggest trade show. The exhibit hall is buzzing with coffee and conversation. You cue up some Spotify playlists—smooth jazz for the breakfast session, walk-on music for your keynote speaker, maybe a little Taylor Swift to energize the afternoon networking reception. The AV team plugs in the phone, and the music flows.
It's seamless. It's common. And it's illegal.
Using personal streaming accounts like Spotify or Apple Music at trade shows—whether it's during registration, keynote sessions, or exhibit hall networking—violates U.S. copyright law unless the proper licenses are in place. Yet this DIY approach to event music is still the norm for countless trade show organizers who don't realize they’re exposed to legal risk.
Enforcement Is Escalating
Music is more than ambiance—it's a strategic tool that sets tone, energizes attendees and elevates the trade show experience. But for planners, using music without proper licensing is not only poor practice, it’s a growing liability.
In 2025, ASCAP filed at least 15 federal lawsuits against venues and event hosts for unauthorized public performances of copyrighted music, according to music lawyer Steve Vondran. These cases targeted bars, restaurants, and event spaces that ignored repeated outreach—some facing fines of $750 to $30,000 per infringement. BMI, while less litigious this year, continues to monitor compliance and negotiate large-scale licensing deals.
"Even if the target is a bar or restaurant, the same legal exposure exists for meetings, trade shows, and conventions," says Mark Sonder, Chief Entertainment Officer of Mark Sonder Productions, which provides headline entertainment for events. As a rule, he said: "If you're playing copyrighted music in a public setting, you need a license."
"If you're playing copyrighted music in a public setting, you need a license," said Mark Sonder, Chief Entertainment Officer of Mark Sonder Productions.
What Trade Show Organizers Often Miss
Music is intellectual property: just like photos or artwork, every track is owned by someone. Playing it publicly—whether through a DJ, live band, or background playlist in your exhibit hall—requires permission.
Licensing isn't just for concerts. Walk-on music for a keynote, hold music during virtual breakout sessions, or a cocktail hour playlist at your networking reception can trigger liability. And you can be held responsible: liability doesn't just fall on the DJ or AV team. If you're the planner, host, or trade association sponsor, you could be named in a claim.
"Many planners assume that if the performer brings their own music, the venue is automatically covered," Sonder said. "That's not always true. If you control the programming—if you hire the DJ, book the band, or curate the playlist—you're responsible."
Top 5 Music Licensing Mistakes Trade Show Organizers Still Make
1. Assuming the convention center's license covers everything
Many venues have limited performance licenses—but they may not cover your hired DJ, live entertainment, or custom exhibit hall playlist.
2. Using personal streaming accounts
Spotify, Apple Music, and YouTube are not licensed for public performance. Playing them at trade shows violates copyright law.
3. Skipping the license for "background" music
Even ambient music during registration, meals, or exhibit hall browsing counts as public performance and requires a license.
4. Relying on vendors to handle it
DJs and AV teams may assume you've secured the license. If you haven't, you could be held liable.
5. Thinking nonprofit status exempts you
Even nonprofit trade associations or educational events must comply with licensing laws. There's no blanket exemption.
Music Licensing Checklist for Trade Show Organizers
Use this checklist for every trade show and industry event:
Where Is Music Being Used?
☐ Walk-on or intro music for speakers
☐ Background music during meals, registration, or exhibit hall browsing
☐ DJ or live band performances at networking events
☐ Pre-recorded playlists or ambient tracks
☐ Music in promotional videos, sizzle reels, or booth presentations
☐ Hold music for virtual or hybrid session components
Who's Providing the Music?
☐ Convention center or venue
☐ DJ or AV team
☐ Trade show organizer or exhibitor
☐ Streaming service or personal playlist
Licensing Coverage
☐ Confirm if venue holds a blanket license (ASCAP, BMI, SESAC).
☐ Verify coverage for live performances and DJ sets.
☐ Ensure streaming services are not used for public performance.
☐ Secure your own license if needed.
Contracts & Agreements
☐ Clarify who is responsible for licensing in vendor contracts.
☐ Confirm licensing terms with entertainment providers.
☐ Include music use in your trade show planning checklist.
Common Pitfalls to Avoid
☐ Using Spotify, Apple Music, or YouTube for public playback.
☐ Assuming nonprofit status exempts you.
☐ Relying on vendors without verifying coverage.
☐ Overlooking background or incidental music.
Final Action
If any box is unchecked or unclear, reach out to a performing rights organization (ASCAP, BMI, SESAC) or legal advisor before your event.
How to Apply for an Annual Blanket License
ASCAP and BMI represent different catalogs—meaning a license from one doesn't cover the other. While there's some overlap, many popular artists and tracks are exclusive to one organization.
For most trade show organizers, dual licensing is a smart move—offering peace of mind and broad access to the music that makes events memorable. Here's how to sign up:
ASCAP
Choose "event organizer" or "conference host" as your business type.
Fill out the online inquiry form or call ASCAP directly.
Receive a quote based on music use, number of events and attendance.
Access ASCAP's catalog of over 18 million works.
BMI
Go to BMI's Licensing Portal.
Use the online form or call 800-206-7671.
Provide trade show details and organization type.
Receive a blanket license covering over 22 million musical works.
What About SESAC and GMR?
While ASCAP and BMI will cover most of the music used at trade shows, SESAC and Global Music Rights(GMR) represent additional catalogs. GMR, for example, covers specific artists like Bruce Springsteen, Drake and Bruno Mars.
Sonder recommended asking convention centers which PROs they're licensed with—and getting that in writing. "Don't assume anything when it comes to music licensing," he advised. "The cost of a license is minimal compared to the potential legal exposure."
The Bottom Line
Music licensing represents a small fraction of your trade show budget but protects against potentially devastating legal consequences. With enforcement escalating and penalties reaching $30,000 per violation, proper licensing isn't just good practice—it's essential risk management. Don't let a streaming playlist turn your successful trade show into an expensive legal lesson.
