Music Copyright and Licensing FAQs

The Questions and Answers below are related to copyright, legal affairs and licensing

for Sweet Adelines members and competitors.

Q: How do I know if a song is contestable for Sweet Adelines?

A: Competition songs – Music Licensing versus Competition Worthiness

We receive many questions regarding music licensing and suitability. All music available on the

Sweet Adelines website is licensed and the copyright printed on the first page of the sheet

music. As long as you purchase one copy for each person in your quartet/chorus, you can

legally sing the song for as long as you wish. SA recommends retaining receipts for all

purchased music. If you decide to sing that music in competition, it will be cleared and ready to

affirm in your competition forms re: music chosen to be sung in your competition performance.

However, whether the song is appropriate for competition – given the criteria of the Music

Category of the Judging Category Description Book – is a separate issue. There are many

factors in determining a song's suitability for competition including the technical aspects of the

Song and Arrangement itself, the degree of competence in the performance of the elements of

barbershop style, and the vocal capabilities of your quartet/chorus. The requirements for a

contest song are available in the Music Category section of the Judging Category Description

Book, which many choruses own and which is available from the Sales Department of Sweet

Adelines International. The JCDB is also available to members in the Members Only section of

the web site. Other resources in evaluating competition music can be your coaches, music

judges and arrangers.

For questions regarding music copyright and licensing contact Music Services. For questions

pertaining to judging and song suitability contact Competition Services.

Q: What if I purchase music directly from an arranger?

A: Generally, when you purchase music, you can assume that appropriate permissions have

been obtained. However, if you are not certain, it is acceptable to ask the music provider to

verify that the arrangement has cleared the copyright approval process.

Q: How can I tell if an arrangement is legal?

A: A legal copy is one that has been made with permission and contains a notice on the first

page of the music, similar to: Used with permission by Publisher.

Example:

Q: What should I do about music that is currently in our library that I think is illegal – either illegal

photocopies of legal arrangements or copies of illegal arrangements?

A: SA recommends that all members review their music libraries and eliminate any illegal music.

If you would like to obtain legal copies of the arrangement, contact the arranger or designated

agent. SA recommends keeping receipts of all purchased music.

Q: How do I obtain an arrangement of a specific song?

A: First, search the Sweet Adelines store by song title or arranger. If you are unable to find the

arrangement you seek, contact Music Services for more information. Be sure to include the

song title, composer and arranger so Music Services staff can research the song. If the

arrangement is not on file at headquarters, members should contact an arranger directly for

information.

Q: Is there a list of songs available? What is the difference between SA’s published and

unpublished music?

A: Yes, there are two different lists available. The “Published Music List” is filled with songs

purchased in advance and SA has already paid the publisher for a certain number of copies. SA

has also paid the arranger for the “right” to the song. The Published Music List is available on

Sweet Adelines website.

SA’s unpublished music is called Arranged Music. If you choose to purchase Arranged Music,

SA will pay a commission to the arranger and royalties to the publisher on copies as we sell

them. The Arranged Music List is available by contacting International Sales. The current cost is

$5 USD.

Q: How long does it take to obtain licensing for a song? How much will it cost?

A: Experience has shown that it will take anywhere from a few months to two years for the

entire approval process, depending upon how quickly the individual publisher responds.

Arrangers who submit a Permission to Arrange form will be charged a nominal fee based on

membership and whether or not they are members of the SA International Music Arrangers

Program (IMAP). Arrangers are also responsible for paying any licensing fees required by the

publisher. Publisher fees vary, but generally run anywhere from $20 to $75 USD, plus a per

copy fee.

Q: Can anyone other than IMAP members use SA headquarters for clearing arrangements?

A: Yes, Arrangers who are not members of the IMAP program can download a Permission to

Arrange form. Instructions are on the second page. If you have questions, feel free to contact

Music Services.

Q: What if I want to use a medley?

A: A Medley is a group of songs or tunes sung or played one after the other as a single piece of

music. Arrangers should submit a Permission to Arrange form for each song or portion of a song

(no matter how small the segment). The request must indicate that the song will be included in a

medley. Please note that Publishers could charge a Publisher fee for each song or part of a

song used in the Medley.

Q: What if a publisher does not grant permission (denies) a request to arrange or make

additional copies?

A: In this rare instance, any arrangement will not be legal.

Q: Will the international organization protect me if I use these procedures for songs I sing?

A: The system set up through international headquarters has been reviewed by a copyright

attorney and provides a basis in developing positive relationships with the publishers with whom

we do business. The internal organization is confident that arrangements and subsequent

photocopies made using these procedures are in compliance with copyright law.

Q: What if I’m a member in a country other than the United States?

A: Permission to arrange form and/or photocopy arrangements must still be obtained and

requests submitted to Music Services at international headquarters. Requirements specific to

your own area should also be followed.

Q: Since all regional and international competition music must now be cleared, what happens to 
a competitor if an arrangement they sing is found to be illegal? 
A: The competitor may be disqualified. If it is determined that a contestant has provided false 
information or has not appropriately obtained permission for an arrangement, and as a result the 
organization is subject to extraordinary expenses, legal fees, or fines, that contestant may be 
asked to share in these costs.  
 
Q: How may I obtain additional information regarding Copyright Law? 
A: Several resources are available. The United States Copyright Law: A Guide for Music 
Educators, is a free resource. The Sweet Adelines Chapter Guide (Section VIII) includes 
copyright information in Keep the Music Ringing. Additionally, Amazon has several handbooks 
on copyright for music educators available for purchase.  
 
Q: Are there other areas of copyright besides arranging and photocopying music? 
A: Yes, there are several areas of licensing for performance and recording. Most of these are 
covered here. Please contact Music Services if you have specific questions regarding 
procedures in this area.  
 
Q: Can I post a video of our performance on our website and on social media sites such as 
Facebook? 
A: Yes, but only after you have received written permission from Competition Services. 
Additionally, your chorus/quartet is responsible for any additional licensing necessary, per 
Social Media guidelines. 
 
Q: Our chorus has dissolved. What can we do with our music? 
A: Your chorus can gift their purchased sheet music to another Sweet Adelines chorus or 
quartet. Be sure to include proper documentation (receipts, letter stating the music is a gift, etc.) 
in case the recipient is ever required to show proof of the gift.  
 
Q: Can our quartet use music purchased by our chorus? 
A: Yes, as long as each quartet member has paid for one copy of the sheet music.  
 
Q. What is a mechanical license? Why do I need one?  
A. A mechanical license allows you to create an audio recording, which could be a CD or a PDD 
(permanent digital download). Visit www.harryfox.com for more information and to secure a 
mechanical license.  

Q. A new person joined our chapter when an existing member quit. Can the new person use our

existing music?

A. Yes, as long as you don’t make any new copies. Any new copies must be purchased legally

from an authorized distributor, such as the SA store, where you can search via song title or

arranger. To place an order, shop our online store, send an email to sales@sweetadelines.com

or call toll free (U.S./Canada) 877.545.5441 or 918.622.1444 outside the U.S./Canada.

Q: Can I make an audio and/or video recording of my performance without breaking copyright

law? If so, can it be sold or used only for educational purposes? Does it apply to sheet music?

A: Legally, you can make one audio/video copy of a performance or rehearsal for archival,

educational or study purposes and one copy as a backup. To distribute Audio-only copies to

members or offer them for sale, a mechanical license is required for each copyrighted song

used on the recording. For DVD/video projects, a synchronization license is required for each

copyrighted song used on the recording. If the concert DVD will not be distributed, and only one

or two copies will be made for educational purposes, legal clearance is not required.

Q: What are public domain songs? What is the process for using public domain songs?

A: Music and lyrics published prior to 1923 are in the U.S. Public Domain. Copyright laws vary

by country so you will need to verify copyright laws in your area. Songs in the public domain are

free and can be used by anyone. When a song in the public domain is arranged, the end result

is a “derivative work” and its copyright belongs to the arranger. Therefore, that work is now

protected by copyright under federal law – there is no longer a requirement or need to register

works with the Copyright Office in order for an official copyright to be in place.

A partial list of public domain songs is available on www.pdinfo.com.

Q: Where do I send ASCAP, BMI and SESAC report forms? Where can I get a blank

ASCAP/BMI/SESAC form?

A: ASCAP/BMI/SESAC forms should be remitted no later than 10 days following your event to

Sweet Adelines International, Finance Department, 9110 S. Toledo Ave., Tulsa, OK 74137. The

form can also be faxed to 918.388.8083. Questions can be sent to Music Services.

Q: Our Region is going to offer a webcast in conjunction with regional competition. What type of

license will we need for that?

A: Every website should have an ASCAP license, which will include licensing for the webcast. If

you want to verify you have an ASCAP license contact Max DeMagistris at

mdemagistris@ascap.com.

Q: I received a gift of sheet music. Is that legal? Can I buy music from another chapter?

A: Legally purchased music can be given or sold without restriction. The music can also be

used in competition or for any performances, providing you have proof (receipt/purchase record

and/or transfer letter) the music was obtained legally via gift or purchase. However, you cannot

make copies of the music. You will need to legally purchase additional copies from SA

International Sales or the arranger.

Q: Can I use my legally purchased music with quartets and my chorus?

A: Yes, you can use legally purchased music (or learning tracks) with multiple groups, as long

as you have approval from your chorus. However, if you need additional copies of the music,

you will need to purchase them from SA International Sales so payments/royalties will be sent to

the copyright holder.

Q: Can I use a performance, or a segment of a performance, as background music on my

website? Can I post a performance video on YouTube?

A: Posting videos online, on any site, requires a synchronization license from the copyright

owner/publisher. If a copyright holder notices a non-licensed song used in combination with a

video posted on YouTube or another site, they can ask the user to remove the video and users

can be fined.

To secure a license for these songs, visit the ASCAP and BMI websites. You will need to send

the publisher a written request with the following information:

 the details of the license you’d like to secure

 the territory (worldwide)

 term (how long you intend to post the video)

 description of your project and its intent

 and media (web/YouTube).

Once arranged, any songs in the Public Domain (those written in 1923 or before) become the

property of the arranger, so you will need to contact them for permission as well.

Q: My quartet is going to perform on TV and on the radio. How do I ensure I’m following

A: U.S. copyright law offers certain rights to the copyright owner, who could be either the song

writer or someone who has been assigned ownership, such as a publisher or an estate, through

contractual agreements. These rights are to:

 Prepare derivative works based upon the copyrighted work;

 Reproduce the copyrighted work in copies or recordings;

 Distribute copies of the work to the public;

 Perform the work publicly; and

 Display the copyrighted work publicly.

For a TV and/or radio appearance, the applicable ideas are the performance and derivative

work aspects. When music is paired with video footage, a derivative work is created. This work

requires a music synchronization license, which the TV and/or radio station(s) are responsible

for securing.

Q: I’ve heard there is a “30-second rule” that allows me to use a segment of a song without a

license. Is that correct?

A: Unfortunately, that rule does not exist. Any/all segments of a song or songs in their entirety,

must be “cleared” through individual licenses with the copyright holder, performance licenses,

and, in some cases, with SoundScan.

Q: I’d like to sing a song at a funeral. Do I need to worry about copyright?

A: No. If you have purchased legal copies of your music, the religious services exemption in

religious assemblies.

Q: How does woodshedding fit in? Can I record a woodshedded performance?

A: Woodshedding – the art of harmonizing by ear (with our without notated music) – refers

specifically to barbershop music. It is legal to sing on the spot without music as long as the

music you are singing adheres to all copyright and licensing rules listed above, including the

ASCAP/BMI/SESAC performance licenses. If you record the performance, follow the rules for

mechanical and synchronization licenses.

Q: We destroyed illegal copies of a song. However, we would like to continue using an

arrangement once clearance has been obtained. Does this mean we are paying twice for an

arrangement?

A: No. When you purchase from Sweet Adelines Sales you will only pay a per copy fee.

If you purchase directly from an arranger, the arranger decides their fees. Arrangers can pass

on the handling cost as well as the copyright holders fees as first-time charges. However, the

arranger may be willing to waive his/her own fee if the group has already paid it one time.

Q: How long does copyright last?

A: For works published after 1977, the copyright lasts for the life of the author plus 70 years. On

items completed in the course of employment or specifically commissioned, the copyright lasts

between 95 and 120 years, depending on the date the work was published. Works published in

the US prior to 1923 are in the public domain.

Q: Can I alter sheet music and use it as part of a fundraiser?

A: Unfortunately, no. It is illegal to revise and reproduce sheet music as you do not own the

actual music yourself. If you are interested in a Chapter fundraiser, SA offers Rustic Cuff jewelry

as a fundraiser option.

Q: What do I do with all this information?

A: It’s a good idea to organize your ensemble’s music history. Suggestions include:

 A history of songs performed in major shows.

 A separate document/spreadsheet detailing music purchases and clearance history that

includes basic information such as arranger, songwriter and publisher credits will make

filling out SA’s Song Information Sheet a breeze.

 Create a one-page song order/pitch list for performances that can be easily included on

your basic performance data information sheet.

 Monitor your hard copy music library inventory keeping “active” music readily available.

 Generate song lists that form the basis for scripts and tech cue plans for chapter shows

and other performances where emcee’s speak.