A cafe has a unique relationship with music.
It’s not a restaurant where guests come for a meal. It’s not a hotel where guests spend the night. A cafe is a transitional space — morning coffee, an afternoon meeting, an evening out.
This variety of situations means music in a cafe has more work to do than in most other spaces.
The Problem with “Free” Solutions
A common scenario: a laptop behind the counter, YouTube open, “just let something play.”
At first glance, this solves the problem. Music exists. Guests hear it. No cost.
In practice, this creates several problems.
Legal Risk
YouTube — like Spotify — prohibits commercial use in its terms of service. Playing music in a cafe isn’t “personal listening.” It’s public performance.
Licensing inspectors recognize this. Fines start at 660 EUR and can reach 26,000 EUR.
Operational Problems
YouTube brings advertisements. In the middle of a relaxed atmosphere, a loud ad interrupts the experience.
Volume varies. Every video has a different sound level. Someone constantly needs to “fix” it.
Visual clutter. A laptop with the YouTube interface on the counter — that’s not a professional impression.
These problems are tolerated because they seem “normal.” But normal isn’t the same as good.
The Function of Music in a Cafe
A cafe needs music that does several things simultaneously.
Fills the Silence
An empty cafe without music feels abandoned. Music signals: “Something is happening here. You can come in.”
Enables Conversation
Music that’s too loud makes communication impossible. A guest who can’t have a conversation leaves or doesn’t return.
Quiet, present music creates a “sound umbrella” that provides privacy without isolation.
Defines Character
A cafe that plays indie has a different identity than one playing mainstream hits. Music communicates: “This is who we are.”
That message isn’t spoken. But it’s heard.
Daily Dynamics
A cafe at 8 AM and a cafe at 8 PM are not the same space.
Morning — Guests come for coffee before work. They want calm, not energy. Quiet, gentle music that doesn’t demand attention. Too much energy in the morning feels intrusive. A guest seeking peace will leave.
Late morning — A quieter period. Perhaps business meetings, perhaps people working on laptops. Music that enables focus.
Afternoon — A mixed audience. Students, freelancers, friends meeting for coffee. Moderate energy that matches the diversity.
Evening — If the cafe stays open late, energy can rise. But not everywhere — evening coffee in a quiet cafe still requires a calm atmosphere.
Space Specifics
Cafes have different zones that are rarely treated separately.
Interior — An enclosed space with controlled acoustics. Music behaves predictably.
Patio — An open space where sound disperses. The same volume that works inside can’t be heard outside. The patio requires adjustment — but not forcing. Loud music on a patio disturbs neighbors and passersby.
Counter vs. tables — Guests at the counter have a different dynamic than those at tables. The counter is more social, louder. Tables are more intimate. Ideally, music supports both. In practice, this requires thought, not chance.
Legal Framework
Music in a cafe isn’t just a matter of atmosphere. It’s a legal obligation.
Music License
Every cafe that plays music needs a music license. This applies regardless of the source — radio, streaming, CD, USB.
The license is paid annually. Cost depends on the size of the space and the method of playback.
Annual licensing cost
For unauthorized use
For serious violations
Music Source
A music license covers the right to public performance. But the source of music must be legal.
Spotify, YouTube, Apple Music — all prohibit commercial use in their terms of service. Even with a music license, using these services in a cafe isn’t legal.
Professional services for hospitality are designed for commercial use. That’s a difference you can’t see — but it exists.
Consistency
Cafes have a specific problem: shifts.
The morning shift has certain preferences. The evening shift has others. If music depends on who’s working, the atmosphere varies.
A guest who comes on Monday and on Saturday should recognize the same space. Consistency builds identity.
This doesn’t mean the same playlist forever. It means a system — defined principles followed regardless of the shift.
Effect on Duration of Stay
Music affects how long a guest stays.
Faster music shortens the stay. The guest unconsciously feels it’s “time to move.”
Slower music extends the stay. The guest settles in. Orders another coffee.
For a cafe, a longer stay usually means more spending. But also less turnover.
The optimum depends on context. Peak hours might require faster turnover. An empty late-morning cafe wants to keep every guest as long as possible.
Music as Part of the System
A cafe that treats music as “something playing in the background” has music.
A cafe that treats music as an operational element has atmosphere.
The difference isn’t visible at first glance. But it’s felt. In how comfortable the guest feels. How long they stay. Whether they come back.
Music isn’t the biggest factor in a cafe’s success. But it’s a factor that can easily be improved — or ruined.
Frequently Asked Questions
For a small cafe, the annual licensing cost is around 50-150 EUR, depending on the size of the space and the method of music playback.
Not legally. Both services prohibit commercial use in their terms of service. You need a professional music service designed for hospitality.
Yes. Radio is a legal source, but you still need a music license for public performance of radio programming in your venue.
Define music principles for different times of day and ensure all shifts follow them. A system is better than the personal preferences of individual employees.
Resources:
- Contact your local performing rights organization for licensing information
- Licensing rates for cafes available through official PRO portals