What are the best practices for obtaining and managing licenses for online events?

1 Know the types of licenses

There are different types of licenses that cover different aspects of using copyrighted content online. For example, a synchronization license allows you to use a song in a video, a mechanical license allows you to distribute a recording of a song, and a performance license allows you to play a song live or stream it. Depending on your online event, you may need one or more of these licenses, or none at all. You should research the specific requirements for your event and the content you want to use before you start planning.

2 Find the right sources

Once you know what licenses you need, you need to find out where to get them from. Some licenses are issued by the content owners themselves, such as artists, record labels, or publishers. Others are issued by collective management organizations (CMOs), such as ASCAP, BMI, or SESAC, that represent multiple content owners and collect royalties on their behalf. You should contact the relevant sources and ask for their terms and conditions, fees, and application process.

3 Apply for the licenses

After you find the right sources, you need to apply for the licenses and pay the fees. You should do this well in advance of your online event, as some licenses may take time to process or require approval from the content owners. You should also provide accurate and detailed information about your online event, such as the date, time, duration, platform, audience size, and purpose. You should keep copies of the licenses and receipts for your records.

4 Manage the licenses

Once you have the licenses, you need to manage them and comply with their rules and obligations. You should read the licenses carefully and understand what they allow and prohibit you to do with the content. For example, some licenses may restrict you to use the content only for a specific event, platform, or territory, or require you to report the usage and pay royalties. You should also monitor your online event and make sure it does not violate any of the licenses or infringe on any other rights.

5 Avoid common pitfalls

Even if you have the licenses, you may still encounter some pitfalls and challenges that could jeopardize your online event or expose you to legal risks. For example, you may face technical issues, such as buffering, lagging, or crashing, that could disrupt your online event or affect the quality of the content. You may also face claims or complaints from content owners or third parties who may dispute your licenses or accuse you of unauthorized use. You should prepare for these scenarios and have backup plans and solutions.

6 Learn from the best

One of the best ways to improve your skills and knowledge on obtaining and managing licenses for online events is to learn from the best. You should follow and watch other online events that use licensed content and observe how they handle the legal and technical aspects. You should also network and communicate with other online event hosts and creators and ask for their advice and feedback. You should also keep up with the latest trends and developments in the online event industry and the copyright and licensing landscape.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?