Event music without nasty surprises: Anyone who plays music at events has to pay GEMA fees - many people know that. But who bears what responsibility and how can expensive additional charges be avoided? The answer lies in the right preparation, clear responsibilities and professional alternatives.
What does GEMA mean for events?
As soon as copyrighted music is performed in public - whether live or from a sound carrier - licence obligations arise. This applies to almost all events: from club parties and company celebrations to sporting events with musical accompaniment.
When does an event become subject to GEMA?
A GEMA obligation exists if:
- music is played in front of a non-private audience
- The event is advertised publicly (flyers, posters, online advertising)
- Entrance fees are charged
- persons who do not have a personal relationship with the organiser
Who pays GEMA fees? Organiser or musician?
The organiser is generally responsible for payment - not the performing musicians. This regulation often causes confusion, as many people assume that the artists are responsible for their own music.
Organiser responsibility in detail:
- Organisational responsibility: Planning and organising an event
- Economic responsibility: Financial profit from the event
- Legal liability: Liability for infringements
- Exception: DJs must pay separate fees if they make copies of musical works for their performance (VR-Ö tariff).
GEMA tariffs for various types of events
GEMA distinguishes between different tariff categories depending on the type and scope of music use:
Sports events (tariff M-SP)
- With integral music: 29.10 euros* per 150 viewers
- With background music: 14.55 euros* per 150 visitors (halved rate)
- Application for figure skating, rhythmic gymnastics, cheerleading
Live music events (tariff U-V)
- Club parties, carnival celebrations: 29.30 euros* per 100 square metres
- Dance events: Additional factors such as admission price and number of visitors
Recorded music (M-V tariff)
- DJ events, dance parties: 29.30 euros* per 100 square metres
- Background music: Reduced rates depending on intensity of use
Concerts and festivals (tariff U-K)
- Complex calculation based on ticket prices, capacity and artist fees
- Highest tariff level for events with music at the centre
Registration and compliance: How to avoid additional claims
Timely registration
You should register with GEMA at least 14 days before the event. The online portal requires time for account activation and processing.
Required information:
- Venue and size of event
- Expected number of visitors
- Type of music use (live/recorded)
- Admission price or donation amount
- Duration of the musical performance
Set list obligation for live music
For live performances, detailed setlists containing the following information must be submitted within six weeks of the event:
- Title of all pieces played
- Composers and lyricists
- Performance duration
- Order of performance
Penalties and additional charges: These costs are imminent
Control costs surcharge
Anyone caught without GEMA registration will pay a 100 per cent surcharge on top of the regular fees. 200 euros quickly becomes 400 euros.
Late setlist submission
If the track list is not submitted on time, 10 per cent of the GEMA fee will be charged as a penalty.
Example calculation of additional demand for a club party with 300 visitors:
- Regular GEMA fee: 180 Euro*
- With control costs surcharge: 360 Euro*
- Plus setlist penalty: 18 Euro*
Total cost: 378 euros* instead of 180 euros*
GEMA-free alternatives: save costs without losing quality
What does GEMA-free mean?
GEMA-free music refers to compositions for which no rights are administered by GEMA - for example, because the author is not a GEMA member or administers the rights themselves. An objection to the collective management of rights by a GEMA member in accordance with the Collecting Societies Act (Section 51 VGG) is possible in certain cases, but must be made clearly and in good time before publication and is subject to strict legal requirements.
sonicsense: Professional GEMA-free solutions
sonicsense offers over 30 GEMA-free, individually combinable premium channels with thousands of tracks by international artists. Companies can save up to 100 per cent of GEMA costs with GEMA-free alternatives, while benefiting from professional curation, continuous updates and technical features.
Advantages for organisers:
- Planning security: no unexpected additional claims
- Cost transparency: one-off GEMA fee instead of annual GEMA payments
- Quality guarantee: professionally curated music programmes
- Legal certainty: complete documentation of all usage rights
Be careful with AI-generated music
In the case of AI-generated GEMA-free music, important legal questions regarding authorship and liability remain unresolved, meaning that the use of GEMA-free AI music is associated with high risks. Collecting societies are increasingly demanding access to the training data of AI systems in order to check whether copyright-protected works have been used as a basis.
Practical tips for organisers
Before the event:
- Early GEMA registration (at least 14 days in advance)
- Clear agreements with musicians about setlist submission
- Alternative test: GEMA-free music as a cost-saving option
- Documentation of all musical content
During the event:
- Setlist tour with live music
- Recording the actual playing times
- Control of the agreed music content
After the event:
- Setlist submission by the deadline (within 6 weeks)
- Invoice verification and archiving
- Documenting experiences for future events
Industry-specific features
Associations and clubs
- Member events: Often subject to GEMA fees above a certain size
- Public events: Always subject to registration
- Special regulations: Discounts for charitable purposes, if applicable
Fitness and sport
- Courses with music: Special tariffs (WR-KS-F)
- Competitions: Distinction between integral and background music
- Studios: Combination of background music and course tariffs
Catering and hotel industry
- Background music: Flat rates by area
- Live events: Additional registration required
- Seasonal businesses: Customised billing models
Save GEMA fees without compromises
Get free advice on GEMA-free alternatives and professional music solutions for your events. Legally compliant, professionally curated and up to 100% cheaper.
Frequently asked questions about GEMA at events
Do I also have to pay GEMA for private parties?
No. Private birthday parties, weddings in the immediate family circle or house parties are not subject to GEMA. However, as soon as strangers are invited or the party is publicly advertised, a registration obligation may arise.
Does the GEMA obligation also apply to closed events?
Yes, closed club events or company parties can also be subject to GEMA if they reach a certain size or external guests attend.
Who is liable for violations of the GEMA obligation?
The organiser bears full legal and financial responsibility. Musicians are only liable for their own reproductions (e.g. DJ copies).
Can I save GEMA fees retrospectively?
Conditional. It is difficult to make changes to events that have already been registered. GEMA-free alternatives offer considerable savings potential for future events.
How do I recognise GEMA-free music?
Reputable providers provide detailed evidence of the rights holders. sonicsense can submit detailed evidence to GEMA if an inspection is carried out.
Conclusion: Planning security through professional preparation
GEMA events require careful planning and clear responsibilities. If you register in good time, submit set lists on time and clarify responsibilities, you can avoid expensive additional charges. GEMA-free alternatives also offer considerable savings potential without any loss of quality.
Easy licensing generally eliminates high GEMA fees and gives companies planning security. A GEMA usage licence enables use for a specific purpose within the defined area of application, resulting in low costs for companies. It therefore makes economic sense and is recommended to obtain a licence.
The sonicsense team will be happy to provide you with individual advice on GEMA fees and cost-saving alternatives. Get non-binding advice now.
*As at: August 2025
