Navigating Licensing for Community Theatre Productions

Community theatre runs on passion and dedication. Organizing a show means bringing together neighbors and friends, building sets on weekends, and teaching harmonies after work. When selecting a musical for your community theatre, the first step isn't casting or designing posters—it's obtaining the right license. This step is essential to protect your show, your performers, and your theatre's future.

Why Licensing Matters for Community Theatres
There are over 7,000 community theatres in the U.S. Each one needs clear and fair rules to continue thriving year after year. If one group cuts corners, it puts everyone at risk. Establishing good habits strengthens the overall community (American Association of Community Theatre (AACT)). Plus, availability can change depending on professional tours. A title might be unavailable in your area while a Broadway or touring production is playing nearby. Checking early for your chosen title ensures you avoid last-minute stress (Music Theatre International (MTI)) (Concord Theatricals).

Understand Your Rights: Grand vs. Small Rights
For a complete musical with a story, dialogue, and songs, you need grand rights. These rights come from the show’s publisher, not from a venue or performance rights group. This is different from small rights, which cover uses like lobby music or one song at a cabaret. Small rights are usually managed by groups such as ASCAP or BMI. Understanding this distinction is important if you are planning a revue, a fundraising event, or pre-show playlists (ASCAP) (BMI).

Choose the Right Title
Select a title that suits your cast and space. Check for any blackout dates affecting availability. If the full version of a show seems too large, consider youth or school editions that run shorter, require fewer musicians, and cost less. Some titles also offer concert versions or revue packages, which simplify dialogue and materials. Before signing, inquire about orchestration sizes, permitted cuts, and if performance tracks are available for your edition (MTI) (Concord Theatricals) (Broadway Licensing Global (BLG)).

Plan Your Budget
Royalties are based on factors like seating capacity, ticket price, and the number of performances. Your organization type may also influence costs. Don't forget to account for scripts, scores, shipping, and perusal materials. If you think you may add a performance or livestream it, include extra funds in your budget. A well-planned budget means fewer surprises during rehearsals (MTI) (Concord Theatricals).

Applying for the License
Keep your application process simple. Create a shortlist of shows and request quotes. When you apply, include your performance dates, venue size, and ticket pricing. Wait for approval before casting, selling tickets, or designing marketing materials. Once you receive the license offer, carefully read the rules for billing, branding, and materials. Following these rules is essential (MTI) (Concord Theatricals).

Stay Compliant
Compliance protects both writers and your theatre. Never cut lyrics or dialogue without written permission. Changes to scenes or song swaps also require authorization. The Dramatists Guild states that any cuts, changes, or new additions must be approved by the writer. Respecting the script is key to a legal production (Dramatists Guild).

Credits and Artwork
Use the correct billing language in all publicity materials. Make sure to follow specific logo usage and layout rules. If you need to change instruments or reduce the orchestra, ask for approval first. Many licensors will review key changes or smaller orchestra arrangements. They may also provide official performance tracks. MTI offers Performance Accompaniment Recordings, while Concord partners with Right On Cue Services for click-and-cue tracks. BLG supports StageTracks and connects to ShowShare for online performances. Always use licensed solutions or get written permission before rehearsing with alternative tracks (MTI) (Concord Theatricals) (BLG).

Recording and Livestreaming
Common community theatre licenses don’t allow for filming or livestreaming. Many licensors now offer separate streaming or archival licenses. These may come with specific platform requirements, date restrictions, or viewing windows. Some may even require geofencing. Clarify the differences between live versus on-demand access, ticketing, and royalty reporting before you proceed (Concord Theatricals) (MTI) (BLG).

Exploring Cost-Saving Options
Public domain works can save money, but ensure you verify the edition you will perform. While many older works are free to perform, modern versions or orchestration may still be protected. Stick to nondramatic performances for cabarets; avoid connecting songs to create a story since that prompts grand rights. Your PRO blanket license covers only these nondramatic uses, not complete musicals (U.S. Copyright Office) (ASCAP) (BMI).

Partnership Clarity
The group named on the license is responsible for following the rules and reporting. For co-productions, record agreements that clarify who signs, who pays, and who submits reports. A venue's blanket license does not cover grand rights for musicals, so your organization must directly sign the show's license (ASCAP) (Concord Theatricals).

A Simple Timeline for Your Team
Here’s a timeline to follow:

• Weeks 12-10: Create a list of titles, check availability, and confirm your venue and dates.
• Weeks 10-8: Submit your license application and wait—don't announce yet!
• Weeks 8-6: Order materials, finalize your accompanist plan, and set your billing copy.
• Weeks 6-0: Start rehearsals, track ticket sales, and, if needed, request any livestream or archival add-ons. After the show, file reports and close everything out (MTI) (Concord Theatricals) (BLG).

Avoid Common Mistakes
Don't announce a show until you have approval. Avoid using unlicensed tracks or uploading clips from your performance without a streaming or video license. When in doubt, always ask your publisher—they want you to succeed and provide FAQs to help you (MTI) (Concord Theatricals) (BLG). Once you obtain the correct Grand Rights and permissions for your show, Broadwaytrax provides many tracks for shows that you can use in your performances and custom tailor to meet your needs.

Community theatre is a commitment to your community. By following licensing rules, you protect your artists, respect the writers, build trust with your audience, and provide your volunteers with a performance they can be proud of, both on stage and off.

Do not announce a show until your license is approved.