Most hospitality operators don’t have a problem with the fact that PROs exist. The problem is they don’t know how to actually deal with it.
The process seems more complicated than it is. Partly due to lack of clear information. Partly due to the assumption that “someone else will know.”
This guide covers the practical side: what to prepare, how the process works, and where most people go wrong.
When registration is required
Registration with your PRO must happen before music starts playing in your space.
That means:
- Before opening a new space
- Before starting to use music in an existing space that operated without it
- Before changing how music is used—adding a new zone, for example
Data you need to prepare
Before contacting your PRO, gather the following:
Company registration number, legal name and address, contact details
Physical address, type of business, operating hours and days
Square footage, breakdown by zones, presence of TV screens
Radio, TV, audio system, or live music
How the process works
Initiating registration
Registration can be initiated online through your PRO’s portal, by phone, or by email. On the portal, you select your venue category and enter basic information.
Submitting detailed data
After initial contact, the PRO will request precise data about your space: square footage, zones, playback method, and seasonal operation. You submit this via form or written correspondence.
Contract and tariff proposal
Based on your data, the PRO prepares a contract proposal containing the tariff category, annual or monthly fee amount, and contract terms. Verify that the data in the contract matches reality.
Signing the contract
You can sign the contract digitally or physically. After signing, the license becomes valid—and from that moment you have the right to publicly perform music within the registered scope.
Payment
Invoices arrive monthly or quarterly, depending on the arrangement. Keep payment confirmations. They’re part of the documentation an inspector may request.
How long it takes
For simple cases—small cafe, clear data—the process can be done in a few days.
For complex situations—large hotel with multiple zones, unclear data—it can take one to two weeks.
Delays usually come from incomplete or unclear data, the need for additional clarification, and slow responses on your end. The more prepared you are, the faster it goes.
Common registration mistakes
You report “approximately 80 m2” because you didn’t measure. Actual area is 110 m2. The inspector sees this. Contract correction follows—and potential retroactive charges.
Solution: Measure precisely before registration.
You register the restaurant but don’t mention the terrace. The terrace has speakers. The inspector notes it as an unreported zone.
Solution: Register every space where music ever plays.
You register as a “cafe” because it seems simpler. But your space has a kitchen and serves meals—that’s a restaurant. Tariffs differ.
Solution: Register your actual business type.
You registered three years ago. Since then you’ve added a wellness area, expanded the terrace, renovated the restaurant. None of that was updated.
Solution: Every significant change requires a contract update.
What registration doesn’t cover
PRO registration gives you the right to publicly perform music. But it doesn’t give you the music itself.
You need a music source that’s legal for commercial use:
- Radio—for the content it broadcasts
- Professional B2B music service
- Royalty-free library—with proof it’s actually royalty-free
What happens if you don’t report changes
You registered a 60 m2 cafe in 2019. Since then you’ve:
- Expanded the space to 90 m2
- Added a 40 m2 terrace
- Switched from radio to an audio system
Your contract still says: cafe 60 m2, radio.
Inspector arrives. Sees actual conditions. Documents the discrepancies.
Consequences:
- Contract correction
- Retroactive charges for the difference
- Possible penalty surcharges
Documentation you need to keep
After registration, keep:
- Copy of the contract
- Payment confirmations
- Any correspondence with the PRO
This documentation should be accessible at your space. When an inspector arrives, they’ll request to see it. If you can produce the paperwork in a minute or two, the inspection is over.
Perspective: Registration as a one-time task
Hospitality operators who’ve been through the process often say the same thing: “It wasn’t as complicated as I thought.”
In return you get:
- Legal security
- Predictable costs
- Inspections that are a formality, not a stress event
Registration isn’t a pleasant task. But done once, it becomes part of the background infrastructure.
Resources
- Your local PRO’s official website—online registration and forms
- National copyright law—check your country’s official gazette