How to License a Favorite Song for a Tribute: A Simple Guide for Families

When the song matters as much as the words: a practical guide for families

It’s common for families to want a favorite song to play at a funeral, livestream, or on a memorial page — but copyright rules can make that feel confusing and risky at a time when you’re already stretched. This guide gives clear, compassionate, step-by-step instructions so you can legally play, stream, or include recorded music in a tribute without unexpected takedowns, fines, or royalty surprises.

Why this matters now (2026 context)

Since the pandemic drove lasting demand for hybrid and fully remote services, funeral homes and memorial platforms have had to handle music licensing more often. In late 2025 and early 2026, major developments — including expanded publishing-admin networks like Kobalt’s partnership with India’s Madverse — have made global rights clearance faster but also highlighted how many rights-holders are now reachable and expect accurate reporting and royalty collection. At the same time, new rules around digital transmissions, AI-generated covers, and personal-data privacy (GDPR/CCPA follow‑ups) mean families should take a modest licensing checklist seriously.

Top-line action plan (do this first)

1. Decide how you’ll use the song: live at a service, streamed live, embedded on a memorial page, or included in a recorded video tribute. Different uses need different rights.
2. Check the venue/platform: ask whether the venue (church, funeral home) or streaming platform already has a performance license that covers your use.
3. Contact the rights-holders: identify the publisher and the record label (if using a commercial recording). Use publisher admin networks (e.g., Kobalt) for faster clears if available.
4. Get written permission: secure the right license in writing and retain it with your funeral paperwork.

Understand the rights you may need

Music rights are layered. Here’s what to look for depending on the use.

• Public Performance Rights — Needed to play music publicly (even at a funeral if the gathering is considered public). These are usually handled by Performing Rights Organizations (PROs) like ASCAP, BMI, SESAC in the U.S., PRS (UK), GEMA (Germany), JASRAC (Japan), and others under the CISAC system.
• Synchronization (sync) License — Required when you combine music with video (a recorded tribute, slideshow, or livestream recording that will be uploaded later). This is granted by the music publisher.
• Master Use License — If you are using an existing commercial recording, you’ll need permission from the record label that owns the master.
• Mechanical License — Needed if you plan to distribute copies of a recording (downloads, burned CDs) containing a copyrighted composition; for digital distribution, the MLC (Mechanical Licensing Collective) may apply in the U.S.
• Digital Performance — Sound recordings streamed digitally can require additional reporting and payment through agencies like SoundExchange (U.S.) and similar entities globally.

Step-by-step licensing workflow

Step 1 — Identify the exact elements (composition vs recording)

Start by asking: do you want the original recorded version or a live/cover performance? If you want the original track, you need both the publisher’s permission (composition) and the label’s permission (master). If you’re using a live performer to sing the song, you still need performance rights and sometimes a sync if the performance is recorded and posted.

Step 2 — Determine the use and scope

Be explicit about these details when you contact rights-holders:

• Where will the music be heard? (Venue name, online memorial domain, YouTube, private Vimeo link)
• Will the event be livestreamed, recorded and posted, or remain private/behind a login?
• How long will the recording or page be available? (temporary window vs permanent memorial)
• Will you charge for access or accept donations during the stream?

Step 3 — Check venue and platform licenses

Many churches, funeral homes, and venues have blanket performance licenses from PROs that cover on-site music. Ask them to confirm in writing. For online streaming, platforms may or may not cover the rights — most consumer livestream tools do not assume responsibility for third‑party music licensing. If the venue is licensed for public performance but you plan to record and post the service online, you still need sync/master licenses for post-event uses.

Step 4 — Find the publisher and label contacts

To clear a composition, you need the publisher. Use these resources:

• PRO databases: search ASCAP, BMI, SESAC, PRS, GEMA, JASRAC to see publisher names.
• Global publisher admins: many rights are administered by companies like Kobalt, which in 2026 expanded global reach through partnerships (e.g., with Madverse) to make it faster to reach South Asian indie creators. If a publisher is administered by Kobalt, contact Kobalt’s admin team for a license request.
• Label contact: find the record label credited on the recording you want to use. Many indie artists can be contacted directly; major labels have licensing departments.

Step 5 — Request the right license and be precise

When you email or call, include:

• Exact song title and artist
• Intended use (live at name-of-venue, livestream URL, memorial page domain)
• Length of use (one-time service, 30-day archive, permanent)
• Distribution scope (local, worldwide online)
• Whether the service will be monetized

Ask for a written license that spells out fees, reporting requirements, and restrictions. If the publisher uses an admin like Kobalt, request contact details for the admin and the publisher’s direct licensing desk.

Step 6 — Sync and master rights for recorded tributes

If you’ll post a recorded or edited video of the service with music, you need a sync license (publisher) and a master use license (label). Sync fees vary: from waived or small for independent artists, to several hundred or thousands of dollars for major label catalogues. In some cases, rights-holders will permit a limited non-commercial memorial use at minimal or no cost — especially if asked compassionately and with a clear plan for reporting.

Step 7 — Secure mechanical or digital distribution rights when needed

If you plan to offer downloads or burn CDs of a tribute with copyrighted songs, secure mechanical permissions. In the U.S., digital mechanicals are reported through the MLC for streaming and downloads; for downloads of existing recordings you also need the master license.

Step 8 — Keep records, pay fees, and report usage

Rightsholders expect both payment (if required) and accurate reporting. Keep copies of the signed license agreements, payment receipts, and a simple report listing where the song was used and view/listen counts if required.

Practical templates (copy and adapt)

Email to publisher/admin (example)

Hello [Publisher/Admin Name],

I’m coordinating a memorial service for [Name], scheduled for [Date]. We would like to use the song “[Song Title]” (writer credit: [writer]) during a live service at [Venue] and to livestream it on [platform URL]. The livestream will be private/behind a login and will remain available for [X] days. Please let me know the steps and fees for securing performance and synchronization rights, and whether your admin (e.g., Kobalt) handles clearance and royalty reports.

Thank you for your guidance — we are happy to provide any additional details you need.

Sincerely,
[Your name and contact info]

Email to record label (for master use)

Hello [Label Licensing Team],

We would like to use the original recording of “[Song Title]” by [Artist] in a recorded memorial video/slideshow. The video will be posted privately on [site] and will be available for [X] days. Please advise required fees and terms for a non-commercial, memorial use. We can provide precise streaming numbers after the event.

Thank you for your time,
[Your name and contact info]

How Kobalt, Madverse and modern publisher admins help families

One practical change in 2025–2026 is faster global clearance through publisher admin networks. Kobalt’s partnership with Madverse (announced in early 2026) is a good example: it makes South Asian indie catalogs more discoverable and ensures royalties flow to creators through a single admin network. For families, that means:

• Faster responses when a song’s publisher is administered by a global admin like Kobalt
• Better likelihood of finding independent creators directly (who may offer low-cost or gratis permissions)
• Cleaner royalty collection so small uses are tracked and creators are fairly paid

Cost expectations and timelines

There’s no one-size-fits-all fee. Expect:

• Live on-site performance: often covered by venue PRO license — confirm in writing.
• Livestream of a live service: may require additional permission; small events can sometimes be cleared quickly with no fee, but anticipate 48–72 hours for a response from publishers and longer for major labels.
• Recorded video with sync/master: could be free (indie artist) to several hundred dollars (small publisher/label) to thousands for major catalog songs.

Start clearance as soon as you can. For straightforward indie permissions you can get a reply in days; for major catalogs expect a week or more, especially if sync negotiation is involved.

Privacy & legal checklist for recordings and memorial pages

Music licensing is only part of the legal picture. Protect family privacy and comply with data laws:

• Consent: get verbal and written consent from anyone who will be on camera. Post a clear notice if the service is being recorded/streamed.
• Set access controls: use password protection, private links, or guest lists to limit access to the stream and memorial page.
• Data retention: decide how long recordings will remain online and state this in your memorial page terms.
• Privacy laws: if you host memorial pages accessible from the EU, UK, or California, follow GDPR/UK-GDPR/CCPA principles — minimize personal data and provide contact details for data requests.
• Recording rights for performers: if you hired musicians, review their performance contracts regarding recordings and future use.

Recent trends and what to expect in 2026–2027

Key trends families should know:

• Greater global admin consolidation: more publishers use admins (Kobalt-style) to centralize royalty collection. That’s good for clearance and reduces unclaimed royalties.
• Quicker indie clears: independent artists and their reps increasingly offer compassionate or low-cost memorial licenses if approached directly.
• Platform policies tightening: major streaming platforms and memorial sites have improved DMCA/content ID tools; unauthorized uses are more likely to be flagged quickly.
• AI music complications: AI-generated covers or AI-assisted remixes raise licensing questions. If using AI, confirm whether the output incorporates copyrighted elements and secure rights accordingly.

Real-world example

Sarah needed to play her father’s favorite pop ballad at a small funeral and stream it privately to family abroad. Steps she took:

1. Confirmed the funeral home had a PRO blanket license for on-site performance.
2. Contacted the publisher via ASCAP database — the song was administered by a Kobalt affiliate; Kobalt provided a sync exemption for a private, non-commercial 30-day archive and required a short use report.
3. For the master recording, the label granted a limited master use license with no fee for non-commercial memorial use, provided the video was password-protected.
4. Sarah retained written confirmation, password-protected the memorial page, and kept the recording online for 30 days as agreed.

Outcome: smooth stream, no takedowns, and the family had clear paperwork for their records.

Common mistakes to avoid

• Assuming streaming platforms or consumer apps cover music licensing — most don’t.
• Using commercial recordings in a posted video without a sync/master license.
• Failing to confirm whether a venue’s PRO license covers your event or your posting plans.
• Not documenting permissions in writing — verbal agreements are risky.

When to get help

If the song is high-profile, the rights chain is unclear, or you’re pressed for time, consider professional help:

• Ask your funeral director — many handle common licensing questions.
• Hire a licensing specialist or music clearance service if negotiation is required (costs vary).
• Contact publisher admins directly — Kobalt-style admins often have licensing desks and can route requests faster than tracking down small publishers worldwide.

Final checklist before the service

• Written confirmation of licenses (performance, sync, master)
• Venue/platform license check in writing
• Access control set up for streams/memorial pages
• Consent forms for recorded participants
• Recordkeeping folder for all communications and receipts

“When music is part of saying goodbye, a small extra step to secure rights protects memories and honors the creators.”

Next steps — make it simple

If you want help: gather the song title, artist, planned use (live/stream/recorded), and the memorial page URL. Our team can check publisher and label administration (including whether Kobalt or a partner like Madverse administers the rights) and advise next steps and likely timelines.

Call to action: Contact farewell.live’s licensing support to start a rights check and get template language and a clearance estimate — so you can focus on honoring your loved one and leave the legal details to us.

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