Music has become an integral part of the modern hospitality sector. It creates the proper atmosphere, shapes guests’ experiences, and often plays an important role in encouraging customers to return.
However, many businesses overlook the fact that using music is not only a matter of customer experience—it is also a matter of complying with intellectual property legislation.
These issues were the focus of the first strategic session, «Music for Guests or an Unexpected Bill: Copyright in the HoReCa Sector», organized by the Intellectual Property Academy of UANIPIO in cooperation with the NGO «Ukrainian Agency for Copyright and Related Rights» as part of the «Play & Pay: Use Music Legally» information campaign.
At the event, Olha Kulinich (UANIPIO IP Academy) and Kateryna Vlasenko (NGO UACRR) shared practical insights on music use in the HoReCa sector. They walked participants through real-world business scenarios and outlined clear steps for legal music licensing. They analyzed common situations faced by businesses and presented practical guidance on how to organize the lawful use of musical works in compliance with applicable legislation.
Why Does Music Raise So Many Questions?
In practice, most businesses begin to think about the legal aspects of using music only after receiving a notice regarding a potential infringement or when they need to obtain permission to use copyrighted works.
During the strategic session, the speakers explained how the collective management system for copyright and related rights operates and why it is an essential component of the lawful use of musical works.
Particular attention was paid to a common misconception that collective management organizations are the ones that create the obligation to pay royalties for the use of music.
In fact, this obligation is established by law. Collective management organizations provide the practical mechanism for implementing these legal requirements: they conclude licensing agreements, collect, distribute, and pay royalties to right holders, thereby enabling businesses to use music legally and transparently.
As Kateryna Vlasenko, Head of the Legal Department of the NGO «Ukrainian Agency for Copyright and Related Rights», noted:
«Using music legally is not an additional burden for businesses, it is part of responsible business practice. When an establishment uses music on a lawful basis, it complies with legal requirements, respects the work of authors and performers, minimizes legal risks, and demonstrates a responsible approach to intellectual property. These everyday business decisions bring Ukraine closer to European and international standards of copyright protection, where respect for intellectual property is an integral part of doing business. Our mission is not only to grant permissions but also to help businesses understand how this system works and how to operate within the law.»
Kateryna Vlasenko, Head of the Legal Department of the NGO «Ukrainian Agency for Copyright and Related Rights»
The session also outlined the practical process of obtaining music licenses, from reviewing available catalogues to getting expert advice and signing the appropriate agreement.
A Practical Tool for Businesses
One of the practical tools presented during the strategic session was an online royalty calculator.
To help owners of cafés, bars, restaurants, hotels, and other HoReCa establishments quickly understand the conditions for obtaining a license to use musical works, the NGO «Ukrainian Agency for Copyright and Related Rights» developed this online service.
The calculator enables users to estimate the amount of copyright royalties and equitable remuneration based on factors such as the type of establishment, seating capacity, population size of the locality, and other relevant criteria.
The tool helps businesses better understand how licensing fees are calculated and prepare for obtaining permission to use music legally. After receiving a preliminary estimate, users can contact the NGO «Ukrainian Agency for Copyright and Related Rights» for professional advice, clarification of licensing conditions, and assistance in concluding the necessary agreement.
The online royalty calculator is available on the official website of the NGO «Ukrainian Agency for Copyright and Related Rights».
Why Does This Matter Beyond Individual Businesses?
The lawful use of music extends far beyond the interests of individual HoReCa establishments.
An effective copyright and related rights protection system is one of the indicators considered in the preparation of the Special 301 Report issued annually by the Office of the United States Trade Representative (USTR). The report evaluates the protection and enforcement of intellectual property rights in different countries, including the effectiveness of copyright enforcement, the functioning of collective management organizations, and the overall level of lawful use of intellectual property.
For this reason, improving businesses’ awareness of the legal use of music benefits not only individual entrepreneurs. It also contributes to strengthening a culture of respect for intellectual property, supporting creative industries, and enhancing Ukraine’s international reputation.
Making IP Respect Part of Everyday Business
The strategic session demonstrated that intellectual property issues in the HoReCa sector extend well beyond music or legal formalities.
Intellectual property accompanies businesses at virtually every stage of their operations, ranging from branding and interior design to background music and customer communications. Understanding which IP assets a business creates, acquires, or uses under license helps not only minimize legal risks, but also manage valuable intangible assets more effectively.
As Olha Kulinich, Head of the Intellectual Property Academy Department at UANIPIO, emphasized:
«For the hospitality industry, intellectual property is about much more than music. A business name, logo, menu design, food photography, interior design, advertising materials, software, recipes, and creative works developed by employees or commissioned from contractors can all constitute valuable intangible assets. At the same time, successful businesses not only create their own intellectual property but also rely every day on the intellectual property of others, for instance music, photographs, design solutions, and software. Respecting both one’s own rights and the rights of others is therefore fundamental to sustainable business development and long-term competitiveness.»
Olha Kulinich, Head of the Intellectual Property Academy Department at UANIPIO
To help HoReCa businesses apply the knowledge gained during the session, the organizers prepared a practical checklist for owners and managers.
The checklist includes answers to the most frequently asked questions raised during the event, along with practical recommendations for the lawful use of music. It is designed as a convenient reference tool to help businesses navigate common situations, assess whether their current practices comply with legal requirements, and confidently manage music use in their day-to-day operations.
The checklist can be accessed and downloaded HERE.
Promoting a culture of responsible use of creative works remains one of the key objectives of the «Play & Pay: Use Music Legally» information campaign. The initiative aims to help businesses operate confidently within the legal framework while fostering respect for intellectual property as an essential component of a modern, innovation-driven economy.