Who is GEMA?
GEMA (the German society for musical performing and mechanical reproduction rights) represents the rights of its affiliated music creators both in Germany and abroad. Supported by copyright law, GEMA can use its fixed remuneration rates to charge for all events where music is played in public, including conferences.
Under copyright law, a conference is clearly considered a public event, as the participants are connected only by a shared interest or professional field, with no personal or family relationship between them.
How high are the GEMA fees?
The tariff calculation is based on many different parameters, such as room size, ticket price, and the duration and type of the event. For this reason, it is highly recommended to contact GEMA directly, especially since all music usage must generally be registered before the event takes place.
Case study
We approached GEMA with the following conference case study:
- Event duration: 2 days
- 500 participants and an average conference fee of €250.00
- Music to be played in the plenary hall during breaks
- Background music to be played throughout the exhibition, which has a net area of 500 m² (actual occupied space) within a 1,000 m² hall.
Calculation for our case study
The conference fee is not used as a basis for the invoice. Unless there is a contractual agreement with the hotel, GEMA would license the event according to its event tariff, using the rate for events without admission fees. The costs then depend on the type of music playback (recorded, radio, or live) and the size of the room. For a plenary hall up to 666 m², the rate is €117.10/day plus 20% GVL (the society for the administration of neighboring rights) and 7% VAT. This results in a total of €300.70.
The fee for music in the exhibition area is calculated based on the size of the hall—the gross square footage, not just the square footage actually used. These costs are also calculated per day. For a hall of up to 1,000 m², the cost is €20.05/day plus 20% GVL and 7% VAT. This results in a total of €105.30.
In total, the GEMA fees for the above case study would amount to €413.00.
Further general insights
- Hotels and event venues usually have their own contract with GEMA for playing music in their rooms. As the organizer, please ask whether a corresponding license is already in place.
- In general, the calculated tariff is subject to a 20% GVL surcharge and 7% VAT.
- Members of a collective agreement organization, such as the German Hotel and Restaurant Association (DEHOGA), receive a 20% discount if they register in time. "In time" means a lead time of just one week.
- Also keep this in mind when briefing your speakers. It is best to explicitly point out that videos should only be presented with original text and no music.
- If music usage is not registered with GEMA in time, GEMA is entitled to charge inspection fees for unlicensed music usage. These amount to double the standard fee.
The alternative: GEMA-free music
If only GEMA-free music is played at your event, no GEMA fees apply. You can find providers or entire music archives with such material online. GEMA-free does not necessarily mean free of charge, but the material is significantly cheaper than paying GEMA fees.
Useful GEMA links
Online tariff calculator: https://www.gema.de/portal/app/tarifrechner/tariffinder
District offices: https://www.gema.de/die-gema/adressen/bezirksdirektionen
