Music on Campus - Frequently Asked Questions
Why does a university need a PRS Music Licence?
Generally speaking, any music provided outside the domestic circle or home life of the audience is regarded as a public performance. To comply with copyright legislation, public performance of copyright music must be authorised. It is the responsibility of the university to obtain a PRS Music Licence for musical performances at its premises regardless of whether the university or a third party provides the music.
What kind of premises and performances? 
Some types of musical performances such as concerts and discos - spring to mind more readily than others. Less obviously, background music at halls of residence, shops, canteens, theatres and in leisure centres for example, must also be authorised. Regardless of whether performances are live, mechanical, featured, recorded, background, conditional upon admission charge or membership, restricted to employees and so on, a PRS Music Licence must be obtained and appropriate royalty charges paid. This is also the case for music at free and open-air events. The appropriate PRS annual reassessment forms and forms detailing live music performances therefore need to be completed to report the nature and extent of music presented or permitted by all departments within the university.
How are PRS charges assessed?
Normally, towards the end of each licence year (termly for live music), PRS will provide you with a form for completion, requiring details of all the music used. Upon receipt of this form, PRS will calculate the royalties payable and raise an invoice for the ensuing licence year (with appropriate adjustment to the previous licence years charges). The royalties are calculated by using the published tariffs, of which there are over 40.
Who is responsible to PRS when the premises are let?
The proprietor of the premises is primarily responsible. The promoter of a musical event, and the performers themselves, all have a responsibility to ensure that no infringement of copyright occurs. However, it is PRS practice to issue its blanket licence in the first instance to the proprietors (or responsible management committees) of the premises used for public performance. Where a university gives permission (whether free or not) for an event that may itself be free to the public, or subsidised, it remains liable to PRS for music used at such events (including, for example, open air concerts).
Please note, therefore, that in all PRS returns, details should be given both for promotions by the university and for events where the premises were let. If you are experiencing difficulties obtaining details of box office receipts, etc. from hirers, we recommend that you make the provision of the particulars required by PRS a condition of hire for users of your premises.
Must all performances be paid for?
Currently, PRS does not seek to charge for music used at the following:
- Recognised Services of Divine Worship in consecrated places of worship such as Christian churches and cathedrals (and places of worship of other faiths) having no charge for admission.
- Family events (e.g. wedding receptions, birthday parties and similar events) where admission is free and limited to personally invited guests only in privately-booked room not open to the general public.
- Any curricular based performances.
What about theatrical presentations?
PRS does not control dramatical-musical works (operas, musical play, pantomimes and revues in so far as they consist of words and music written expressly for them) and staged ballets, for which prior permission must be sought direct from the publisher or other copyright owners. Permission to interpolate pre-existing music into the stage action of plays and ‘compilation shows’ must be obtained prior to planned performances. Such uses are not authorised by a PRS Music Licence unless the copyright holder has given clearance. Further details can be found in the section titled Music in Theatres.
What programme information does PRS require?
It is a condition of the PRS Music Licence that, when requested, the licensee shall supply details of all musical works publicly performed.
In regard to university controlled venues, PRS currently requires printed programmes or completed programme forms for all live performances of music at venues licensed under the following PRS public performance tariffs:
PRS programme forms (and supporting declaration slips for use with printed programmes) are available. Further related information, is available upon request.