Show flow and rehearsals
Event walk-on music permissions
The speaker's favourite track is ready on the playlist, and no one has asked who allows it to be played in the room.
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The short answer
Walk-on music is a small part of the show that can raise rights questions. List every track, say where it comes from and ask the right party whether its use is permitted at your event.
This page does not decide what is permitted. It gives you the questions to put to the venue, the AV supplier and the rights holders, and a way to record the answers.
List every track and where it plays
Start from the run-of-show and the cue sheet. For each moment with music, note the track, the length used, who chose it and where it plays: in the room, in a livestream, in a recording or on a screen.
Who supplies it, and what to ask
| Source of the track | Question to ask | Who to ask |
|---|---|---|
| Venue's own sound system or playlist | Does the venue hold any music licences, and do they cover your event? | Venue manager |
| Supplier's library or tracks | Does the supplier's licence cover use at your event, in a stream or in a recording? | AV supplier |
| Track chosen by the organiser | Who owns the rights, and is permission needed for use at your event? | Your legal adviser or the rights holder |
| Speaker's own walk-on track | May the speaker's track be played, in the room and in any recording? | Speaker, then your legal adviser |
| Live musician or band | Does the performance agreement cover recording and streaming? | Performer or agent, then legal adviser |
Questions about streaming and recording
- Does permission for the room also cover a livestream or a later recording? See livestream recording deliverables.
- If the music cannot be used in the stream, what does the supplier do: mute it, replace it or leave it out?
- Who approves a replacement track, and when?
Practical handling
- Add the track, length and source to the playback asset register.
- Send the permission questions to each party with a reply-by date.
- Choose a fallback for any track not confirmed: an alternative with confirmed permission, or no music.
- Put the confirmed track and version on the cue sheet and delete any unconfirmed ones.
- Brief the audio operator on which version to play and what to do if a track is not available.
Worked example · Fictional example
Industry awards night with twelve walk-ons
Fictional organisation and figures, for illustration only.
Persatuan Rekabentuk Fiktif has twelve walk-on moments, four with tracks chosen by winners and the rest from the AV supplier's library.
The secretariat lists all twelve and sends the permission questions to the supplier, the venue and the legal adviser. The supplier confirms its library tracks. Three winner-chosen tracks cannot be confirmed in time, and are replaced by library tracks. The register records the changes and the winners are told before the evening.
Use this yourself
Walk-on music permission register
Copy this and fill one row per track. Mark anything unconfirmed as not for use.
- Moment
- Track and length
- Source
- Where it plays
- Question sent to
- Answer and date
- Fallback
| Moment | Track and length | Source | Where it plays | Question sent to | Answer and date | Fallback |
|---|---|---|---|---|---|---|
Handle it in-house, or bring in help?
Your team can usually handle this when
- A few supplier-provided tracks and one clear confirmation from the supplier.
- The venue or supplier has already explained how music is licensed for your event.
- There is no livestream or recording.
Outside planning help earns its fee when
- Many tracks, choices made by speakers or winners and a livestream or recording.
- Several parties each assume another holds the permissions.
- You need someone to collect answers, keep the register and brief the audio operator.
Need the music questions chased and recorded?
A conference project lead can build the track list, send the permission questions to the venue, supplier and your legal adviser, keep the register and set fallbacks on the cue sheet. The permissions themselves come from the rights holders and your adviser.
Questions organisers ask
Does the venue's licence cover our event music?
Do not assume so. Ask the venue to confirm in writing what it covers and whether your event is included.
Can a speaker bring their own track?
Only after you have asked the right party whether it may be played at your event, in the room and in any recording.
What if a track is not confirmed in time?
Use a confirmed alternative or no music. Record the change on the cue sheet.
Related resources
Content record: Draft. Written from the cited sources and checked by automated rules; not yet independently reviewed.