- Don't ignore it. Even royalty-free music must be reported — this is explicitly required.
- Watch the deadline. For events, it's six weeks. After that, a track list will no longer be considered.
- Mark it as royalty-free. There's a dedicated marking for this when submitting.
- Keep proof on hand. Your provider's confirmation and the track list with composers.
After review, no fees apply for tracks that are actually royalty-free.
What exactly is a music cue sheet?
A music cue sheet — GEMA today usually calls it a setlist or music sequence — is simply a list of the music that was played. It answers a single question: which tracks were played, and who wrote them?
The purpose behind it is distribution. GEMA pays out royalties to composers, lyricists, and publishers — to do so, it needs to know what was played. Without a list, it can't allocate anything.
For you as a user of royalty-free music, the purpose comes down to this: the list is your proof. It shows that the tracks played are not part of GEMA's repertoire.
Why does this apply even to royalty-free music?
This is the point that surprises most people. The reason is the GEMA presumption: because GEMA represents a very large repertoire, it is initially assumed that any music played is part of it. This isn't an accusation — it's the standard procedure, and it shifts the burden of proof.
GEMA assumes its own repertoire applies. An invoice may follow — even if the music is actually royalty-free.
The track list is checked. If the tracks are not part of the repertoire, no fees apply.
GEMA states this itself: even royalty-free music must be reported, because this is the only way to verify what was played. The music program form is therefore not a payment demand, but the way you get out of the presumption.
What deadline applies?
For events, the deadline is clear and short: six weeks after the event. And it's meant seriously — according to GEMA, a list submitted later can no longer be considered. Submitting it later for a past year is not possible.
Anyone who lets the deadline pass will pay more: in this case, GEMA charges a surcharge on the fee — currently ten percent. This is especially painful when the music was actually royalty-free and no fee would have applied at all without the list.
The situation is different for permanent background music in a store, café, or practice. Here there is no event with a fixed date. Proof is then requested as needed — for example, if you receive an inquiry or during an audit. In that case: respond promptly and completely.
Step by step: how to proceed
Register use
Set up the event or the music use in GEMA's online portal. Even if only royalty-free music is played — without registration, there is nothing to check.
Compile track list
Record all tracks played with title and composer. With SIDtunez, you get this list as a ready-made cue sheet — you don't have to type anything yourself.
Mark as royalty-free
There's a separate flag for this when submitting in the portal. This step is the one most often forgotten — without it, the submission goes through as a normal use.
Attach proof
Provide or have ready the provider's confirmation of GEMA and GVL exemption. It supports the details in the list.
Wait for review
GEMA checks the tracks against its repertoire. If they are not included, no fees apply to these pieces.
Keep your records
Keep the list, confirmation, and GEMA's response on file. If a question comes up later, you'll have everything together.
What belongs in the track list?
The information must allow for clear identification. "Track 3 from the album" is not enough. Here's what a usable line looks like:
| Field | Example | Why |
|---|---|---|
| Titles | Northern Lights | Without the exact track title, no match is possible. |
| Composer | Max Mustermann | The key field: the author is used for verification. |
| Publisher | — (no publisher) | For royalty-free music, this is usually empty or the provider itself. |
| Duration | 2:48 | Expected for broadcasts and productions. |
| Type of use | Background music | Distinguishes background, live performance, broadcast. |
| Label | royalty-free | The note that identifies the report as a royalty-free use. |
Example illustration. The exact fields depend on the form or the GEMA online portal.
The four most common mistakes
The most expensive mistake. Without a report, the assumption applies, and a bill can result — for music that would otherwise have cost nothing.
The list gets submitted, but not marked as royalty-free. Then it's processed as a regular use.
Titles without authors can't be verified. The list gets sent back — and the deadline keeps running.
Once the six weeks have passed, the list is no longer accepted. Submitting late for a past year is not possible.
How SIDtunez helps with this
The most time-consuming part is compiling the tracks along with their composers. That's exactly what the system takes off your hands: for every license and every radio program, a cue sheet can be generated — with track title, composer, duration, and type of use, ready to submit or attach.
On request, you also get a confirmation of GEMA and GVL exemption to submit. Both are included in the price. For why both matter, and not just GEMA, see the article Royalty-free and GVL-free: what's the difference.
Frequently Asked Questions
Do I have to submit a music cue sheet even for royalty-free music?
Yes. GEMA explicitly states that royalty-free music must be reported too — only this way can it be verified which tracks were used. This is based on the GEMA presumption. After review, no fees apply for tracks that are actually royalty-free.
How much time do I have?
For events, six weeks from the event date. According to GEMA, a track list submitted later can no longer be considered. For permanent background music there is no fixed deadline — proof is requested if needed and should be provided promptly.
What happens if I miss the deadline?
GEMA charges a surcharge on the fee, currently ten percent. Submitting documentation for a past year afterward is not possible. It therefore pays to submit the list right after the event, while everything is still on hand.
Can I check in advance whether a track is royalty-free?
Yes. GEMA offers a repertoire search that lets you check whether a work is part of its catalog. This is especially useful when music from different sources is combined.
Who submits the list — me or my agency?
This can be freely agreed upon. In practice, the producing or executing agency often fills out the list, since it knows which music was used. Responsibility toward GEMA generally remains with whoever uses the music publicly.
Do I get confirmation that nothing is owed?
After the review, GEMA will respond with the result. You should keep this response together with the track list and your provider's confirmation — it serves as proof in case of a later inquiry.
In short
A music cue form is not an invoice — it's an inquiry. If you respond, the matter is usually settled quickly: register the use, submit the track list with composers, mark it as royalty-free, and attach confirmation. After review, no fees apply for royalty-free tracks.
It only gets expensive in two cases — if you don't respond at all, or if the deadline passes. Both can be avoided in a few minutes with a ready-made track list.
Proof included.
Cue sheet at the push of a button and confirmation of GEMA and GVL freedom to present — with every license and for radio.