Yes, you can play music at a convention booth—but only if you have the proper licensing. Trade shows and expos are public events, and using music in your booth without legal permission can lead to fines or removal from the event. Whether you're planning background music, live performances, or ambient soundscapes, it's essential to understand music licensing, venue policies, sound equipment needs, and branding strategies to create a compliant and engaging audio experience.


Understanding Music Licensing for Trade Shows

If you plan to play music at your convention booth, it’s essential to understand that most music is protected by copyright. Using copyrighted music in a public setting—such as a trade show—requires proper licensing, even if you're only playing a short clip or using music in the background.

Three major performance rights organizations (PROs) in the United States—ASCAP (American Society of Composers, Authors and Publishers), BMI (Broadcast Music, Inc.), and SESAC—manage music licensing for public performances. These organizations ensure that artists and publishers are compensated when their music is used publicly.

In most cases, playing music at a booth constitutes a public performance, and a license must be obtained either by you as the exhibitor or by the event organizer—depending on the agreement. If the event itself has secured blanket licensing from PROs, individual exhibitors may be covered, but it’s critical to confirm this in writing with event organizers.

Common Licensing Scenarios

  1. Live Music or DJ Performances: If you hire a band or DJ, you are responsible for ensuring that the performance is properly licensed unless the performers have their own licenses.
  2. Streaming or Digital Playback: Playing music from Spotify, Apple Music, or similar platforms does not grant public performance rights. These services are for personal use only and are not legally permitted for commercial or public events without additional licensing.
  3. Royalty-Free or Licensed Music: You can use royalty-free music or purchase tracks with a commercial use license. This is a safer and often more cost-effective way to add music to your booth without legal complications.

Venue and Organizer Policies

Always check with the trade show venue or organizer regarding their music policies. Some venues may have restrictions on volume levels, types of audio equipment, or the use of amplified sound. Others may offer shared music licenses that cover all exhibitors, reducing your burden to secure individual licensing.

Request documentation to verify whether the event’s blanket music license applies to your booth. If not, you may need to obtain your own license from the relevant PRO.

Aside from music, other media elements—such as videos, branded animations, and promotional jingles—may also require licensing. Using copyrighted logos, visuals, or slogans without permission can result in infringement claims. Ensure that all multimedia content used at your booth is either original, licensed, or falls under fair use (which rarely applies to trade show marketing).

International Considerations

If you're exhibiting at international trade shows, be aware that music licensing laws vary by country. In Europe, for instance, GEMA (Germany), PRS (UK), and SACEM (France) operate similarly to U.S. PROs. You’ll need to obtain appropriate permissions through local agencies or verify if the event organizer holds a cross-border license.

Consequences of Non-Compliance

Failing to secure proper licensing can lead to legal actions, fines, or removal from the event. PROs have been known to monitor trade shows and conferences for unlicensed music use. Being proactive in obtaining permissions not only protects your company legally but also demonstrates professionalism and respect for intellectual property rights.

Best Practices

  • Verify music licensing requirements with the venue and organizer.
  • Use royalty-free or properly licensed music.
  • Avoid streaming services for booth playback.
  • Keep records of licenses and permissions on file.
  • Consult legal counsel or a licensing expert for large-scale productions or high-profile events.

By ensuring compliance with all legal requirements and permissions, you can confidently create an engaging and professional atmosphere at your trade show booth.

Strategic Music Implementation

Role of Music in Trade Show Environments

In the competitive atmosphere of trade shows, creating a memorable and engaging booth experience is essential to capturing attendee attention. Music plays a strategic role in enhancing brand identity, setting the mood, and increasing visitor dwell time. When used thoughtfully, background music can create an inviting atmosphere that aligns with the company’s brand messaging and target audience.

For example, a tech brand might opt for ambient electronic music to signal innovation and forward-thinking, while a lifestyle or outdoor brand may use acoustic or nature-inspired sounds to reflect its connection to wellness and the environment.

Research from the Event Marketing Institute indicates that multisensory experiences—including auditory elements like music—can increase booth engagement by as much as 70%, highlighting the importance of strategic sound design in trade show planning.

One critical aspect often overlooked in music implementation is the legal requirement to have the proper licensing. Playing copyrighted music in a public setting such as a trade show booth requires a performance license from a performing rights organization (PRO), such as ASCAP, BMI, or SESAC in the United States.

Without proper licensing, exhibitors risk fines or legal action, even if the music is streamed from personal playlists or internet services. To ensure compliance, businesses have several options:

  • Obtain a blanket license from a PRO to cover all music played during the event.
  • Use royalty-free or licensed tracks from services like Soundstripe, AudioJungle, or Epidemic Sound.
  • Partner with trade show organizers who may already have event-wide music licenses in place.

Always verify with event management whether general licenses cover booth-level music before planning your sound strategy.

Choosing the Right Music for Your Booth

Music selection should be guided by your brand’s personality, target audience, and the atmosphere you wish to create. Consider the following when curating a booth playlist:

  • Audience Demographics: Match the music style and tempo to your audience’s preferences.
  • Volume Control: Keep sound levels moderate to avoid interfering with conversations or neighboring booths.
  • Loop Variety: Prevent listener fatigue by rotating a diverse setlist throughout the day.
  • Brand Alignment: Ensure the tone and lyrics (if applicable) reflect your brand values.

If possible, test your playlist in a mock setup before the show to assess how it interacts with booth acoustics and ambient noise.

Integration with Other Engagement Tactics

Music should not exist in isolation but work in harmony with other elements of your booth strategy. Use it to complement interactive displays, video presentations, or live demonstrations. For example, syncing music with lighting effects or video content can create a multisensory experience that elevates brand storytelling.

Additionally, music can support scheduled programming—such as product launches or speaker sessions—by signaling transitions or energizing the crowd before a presentation begins.

Technical Setup and Equipment Tips

Implementing music effectively requires reliable audio equipment and thoughtful setup. Key considerations include:

  • Speakers: Use directional or small-area speakers to contain sound within your booth space.
  • Playback Devices: Ensure high-quality playback using dedicated devices or professional-grade streaming equipment.
  • Power Supply: Coordinate with the venue to ensure access to electricity and backup options.
  • Audio Testing: Conduct a sound check during booth setup to balance volume and clarity.

Where possible, work with audiovisual professionals or rental services specializing in trade shows to ensure seamless integration.

Case Study: Effective Music Use at CES 2025

At CES 2025, several exhibitors successfully leveraged music to differentiate their booths. One standout example was a smart home technology brand that used spatial audio and ambient music to simulate a futuristic living environment. The immersive experience attracted foot traffic and increased time spent at the booth by 40%, according to post-show analytics.

This illustrates how strategic music implementation, when aligned with brand messaging and executed with quality, can significantly enhance trade show performance.

Technical Setup and Equipment

Successful trade show participation in 2025 requires not only compelling branding and marketing but also a well-planned technical setup. From AV systems to interactive displays, the right equipment can significantly enhance booth functionality and visitor experience.

Audio-Visual (AV) Systems

Audio-visual elements are essential in drawing attention and conveying your brand message effectively. In 2025, exhibitors are increasingly integrating high-definition LED displays, 4K projectors, and touchscreen monitors to create immersive experiences. These technologies allow for dynamic content such as video demos, real-time product showcases, and branded animations.

For audio, compact PA systems and directional speakers help maintain clarity without overwhelming neighboring booths. If you plan to play music at your booth, ensure compliance with licensing regulations. Organizations like ASCAP, BMI, and SESAC manage music rights in the U.S., and you may need a public performance license unless the venue already covers it.

Interactive Technology

Touchscreen kiosks, AR/VR headsets, and motion sensors are becoming standard at top-tier booths. These tools engage attendees with hands-on experiences, from virtual product walkthroughs to gamified brand interactions. Ensure that these systems are tested thoroughly before the event and that staff is trained to assist attendees in using them.

Lighting and Power Management

Lighting is not just about visibility—it’s a critical branding element. LED spotlights, RGB uplighting, and programmable light displays can highlight key areas of your booth and set the tone for your brand. Smart lighting systems with remote control capabilities allow real-time adjustments during the event.

Power distribution must be carefully planned. Use surge-protected power strips and avoid overloading circuits. Many venues offer dedicated electrical services, but it's essential to understand your booth's power requirements and communicate them in advance to avoid disruptions.

Network and Connectivity

Reliable internet access is crucial for digital demos, registration systems, and real-time communication. Many exhibitors now bring their own mobile hotspots or partner with the venue’s IT team to ensure a dedicated and secure Wi-Fi connection. Ethernet lines may be preferable for high-bandwidth activities like live streaming, which is becoming more common in 2025 trade show strategies.

Sound Control and Music Integration

While playing music can enhance booth ambiance and attract attention, it must be used strategically. Volume should be kept at a level that doesn’t interfere with conversations or neighboring booths. Directional speakers or bone-conduction technology can offer localized sound experiences without widespread noise pollution.

If using music as part of your booth experience, ensure it aligns with your brand identity. Consider instrumental or genre-specific playlists that support your messaging. Additionally, check with trade show organizers to verify any restrictions on sound levels and performance licensing.

Setup and Transport Equipment

Efficient booth setup requires logistics planning and the right tools. Modular booth components, collapsible displays, and tool-free assembly systems can reduce setup time and labor costs. Equipment like rolling carts, padded transport cases, and banner storage tubes help prevent damage during transit.

For larger booths, renting pallet jacks or coordinating with the event’s general services contractor ensures timely delivery and setup. Pre-event checklists and booth schematics are vital for smooth installation and dismantle.

In 2025, exhibitors have access to a wide range of specialized suppliers offering high-quality, USA-made trade show gear. Trusted names in the industry include Exhibit Systems, Nimlok, and Skyline Exhibits. These providers offer equipment rentals, turnkey booth solutions, and on-site support services, which can be crucial for first-time exhibitors or complex setups.

When selecting a vendor, prioritize those who offer customization options, responsive customer service, and proven track records in trade show logistics. Reading reviews, checking case studies, and requesting client references can help ensure a reliable partnership.

Best Practices for Booth Music

Incorporating music into your trade show booth can significantly enhance the atmosphere, attract foot traffic, and reinforce your brand identity. However, it must be executed thoughtfully and in compliance with legal and logistical guidelines. Here are the best practices to follow when using music at your convention booth.

Understand Licensing Requirements

Before playing any music, ensure you have the proper rights to broadcast it publicly. Music played at trade show booths is considered a public performance, and most recorded music is protected by copyright laws. To avoid legal issues:

  • Obtain a performance license from performing rights organizations (PROs) such as ASCAP, BMI, or SESAC in the U.S.
  • If using streaming services like Spotify or Apple Music, note that these platforms are licensed for personal use only and not for public playback.
  • Consider royalty-free or licensed background music services specifically designed for business environments (e.g., Soundtrack Your Brand, Mood Media).

Choose Music That Aligns with Your Brand

The type of music you select should reflect your brand’s identity and appeal to your target audience. For example:

  • A tech company might use ambient electronic music to convey innovation.
  • A wellness brand may opt for soft, relaxing instrumental tracks to promote calm and balance.
  • Energetic pop or upbeat indie tracks can create a lively, inviting space for consumer brands targeting younger demographics.

Keep the tempo, genre, and volume in line with your messaging to create a cohesive booth experience.

Control the Volume and Direction

Sound levels are critical in a trade show environment where multiple booths compete for attention. Excessive volume can annoy neighboring exhibitors or make it difficult for staff to converse with attendees. To optimize sound use:

  • Keep the volume at a conversational level, ideally under 70 dB.
  • Use directional speakers or small PA systems to localize audio within your booth space.
  • Avoid subwoofers or bass-heavy setups that can carry vibrations beyond your booth borders.

Testing audio during setup can help you fine-tune levels for effectiveness and compliance.

Use Music Strategically

Music isn’t just background noise—it can be programmed to support different booth activities:

  • Use upbeat music during peak traffic periods to energize the space and draw in visitors.
  • Transition to softer instrumentals during product demos or presentations where clarity is essential.
  • Incorporate branded audio elements, such as jingles or sound logos, to reinforce brand recall.

Consider scheduling music intervals to create dynamic energy shifts throughout the day.

Coordinate with Event Organizers

Some trade shows have policies regarding the use of amplified sound. Before planning your booth’s music strategy:

  • Review the exhibitor manual or guidelines for any sound restrictions.
  • Check with event organizers about decibel limits or designated sound-check times.
  • Ensure your booth complies with size and placement regulations that might affect speaker setup or acoustics.

Being a good neighbor on the show floor not only keeps you compliant but also fosters positive relationships with fellow exhibitors.

Train Staff on Music Etiquette

Your booth personnel should understand how to operate the sound system and adjust the volume as needed. Train your team to:

  • Lower or mute music during conversations with attendees.
  • Troubleshoot basic audio issues quickly and discreetly.
  • Use music as a conversation starter or mood enhancer, not a distraction.

Empowering your staff to manage audio effectively ensures a polished and professional booth experience.

Consider Live Music or Audio Experiences

For brands looking to make a unique impact, consider integrating live music or interactive audio features:

  • Hire a solo musician or DJ, ensuring they’re aware of volume and licensing requirements.
  • Use touchscreens or headsets to offer curated soundscapes or audio-enhanced product demos.
  • Feature podcasts, testimonials, or brand stories through audio stations.

These immersive audio experiences can differentiate your booth and deepen visitor engagement.

Leverage Analytics and Feedback

If your booth music strategy is part of a larger marketing campaign, track its effectiveness:

  • Use foot traffic counters to measure booth visits during music-enhanced periods versus silent times.
  • Gather attendee feedback on the booth atmosphere.
  • Monitor dwell time to determine if music influences visitor engagement.

Incorporating these insights can help refine your approach for future trade shows.

By following these best practices, exhibitors can use music not just as entertainment, but as an integral part of their trade show strategy—amplifying brand presence, creating positive emotions, and enhancing the overall attendee experience.

Common Challenges and Solutions

Trade shows are dynamic environments where businesses must navigate a variety of challenges to maximize their return on investment. From regulatory concerns to logistical complexities, being prepared for common obstacles is essential. Below, we explore the most frequent issues exhibitors face and offer practical solutions.

Noise Regulations and Use of Music

One of the most common challenges is incorporating music or audio elements into a booth without violating venue or licensing regulations. While music can significantly enhance the atmosphere and attract attendees, it must be used responsibly.

Challenge: Playing copyrighted music without a proper license can result in fines or a forced shutdown of audio at the booth. Additionally, excessive volume levels can lead to complaints from neighboring exhibitors.

Solution: Secure the appropriate public performance licenses from rights organizations such as ASCAP, BMI, or SESAC before the event. Alternatively, use royalty-free or licensed tracks from services like Epidemic Sound or Artlist. Always check with the event organizer for specific sound-level guidelines and permitted decibel ranges.

Space and Layout Constraints

Booth space limitations can restrict creative freedom in display design and attendee flow.

Challenge: Inefficient use of space can crowd the booth, limit product visibility, and deter visitors from engaging with staff or materials.

Solution: Prioritize modular and vertical display systems such as tower displays or shelving that maximize visibility without occupying excess floor space. Use open layouts to encourage foot traffic and interaction. Pre-plan booth dimensions and placement of key elements with 3D rendering software or layout templates provided by the event organizer.

Staffing and Training Issues

Poorly trained booth staff can lead to missed opportunities, inconsistent brand messaging, and low attendee engagement.

Challenge: Not all staff are familiar with trade show etiquette or knowledgeable about the products/services on display.

Solution: Conduct pre-show training sessions focusing on product knowledge, engagement strategies, and lead capture techniques. Equip staff with talking points, FAQs, and interactive tools like tablets or digital presentations to assist in communicating with visitors effectively.

Technical Malfunctions

Technology is a key feature in modern booths, but its failure can disrupt presentations and impact credibility.

Challenge: Audio-visual equipment, interactive displays, or lighting systems may malfunction during the event.

Solution: Always test equipment thoroughly during setup and bring backup components such as spare cables, batteries, and screens. Hire on-site technical support or ensure at least one staff member is trained to troubleshoot basic issues. Use reliable brands and vendors with experience in trade show technology.

Budget Overruns

Unexpected costs can erode profits and reduce ROI from trade show participation.

Challenge: Expenses for shipping, drayage, last-minute materials, or utilities can exceed the original budget.

Solution: Build a detailed expense forecast that includes a contingency buffer of 10–15% for unforeseen costs. Compare quotes from multiple vendors and take advantage of early-bird registration discounts. Consider renting high-cost equipment and displays instead of purchasing.

Low Attendee Engagement

Even with a visually appealing booth, some exhibitors struggle to generate meaningful interactions with attendees.

Challenge: A passive or overly complex booth can fail to capture attention in a crowded expo hall.

Solution: Incorporate sensory elements like music, lighting, and interactive displays to draw in foot traffic. Offer engaging promotional products or host live demonstrations and mini-workshops. Utilize gamification or digital lead capture tools to keep attendees interested and collect valuable contact information.

Inconsistent Branding

A disjointed or unclear brand message can confuse attendees and dilute marketing efforts.

Challenge: Mismatched visuals, inconsistent messaging, or poor-quality materials can undermine brand credibility.

Solution: Ensure all booth elements—graphics, signage, staff apparel, and handouts—adhere to brand guidelines. Use high-resolution visuals and cohesive color schemes. Pre-approve all materials through a centralized marketing team or brand manager.

By anticipating these challenges and implementing proactive strategies, exhibitors can significantly improve their performance and outcomes at trade shows.

While music can greatly enhance the energy, professionalism, and appeal of your trade show booth, it must be implemented legally and strategically. Obtaining the appropriate public performance license—or using royalty-free alternatives—is critical to avoiding costly legal issues. Confirm all sound and licensing policies with organizers in advance, choose music that strengthens your brand voice, and prepare your team and audio setup carefully. Done right, music will not just fill the space—it will amplify your entire event presence. Need help choosing legal, brand-aligned music for your next event? Consult a licensing expert or explore royalty-free music platforms to get started today.