Background music in cafes is one of the most powerful and most underused marketing tools available. Used well, it reinforces your brand, sets you apart from competitors and enhances your customers’ experience, which can result in boosted sales.
But what happens if you can’t justify the cost of a PRS PPL music licence to play commercial music? Well, this post is for you.
In this post, we will cover everything you need to know: how to play music legally without a PRS PPL Music Licence. What to consider when selecting your background music and what you can expect from a royalty-free music service like Background Sounds.
Playing Music Legally in Your Cafe
If you want to play music in your cafe, it’s important to ensure you do so legally. If you opt to play commercial or mainstream music, you must ensure you have a PRS PPL music licence. This gives you permission on behalf of the copyright holders (the artists) to play their music in your business. It is a legal requirement, and if you are found to be playing music without a licence, you can expect to be fined and possibly face court action.
However, the music licence can be expensive, and for many cafes and coffee shops, a cost that’s too hard to justify. For example, a cafe with up to 30 seats with an audible area under 500sqm costs £588 plus VAT in 2026. That’s a high cost, particularly if you’re starting out or if trade has taken a downturn.
The alternative is to play royalty-free music via a supplier (like Background Sounds) who will provide you with access to an affordable music library that creates the atmosphere and vibe you want in your cafe, at a fraction of the cost (£150 + vat per year!).
How much can you expect to save?
On average, we save customers 50 – 80% compared to the cost of the Music Licence.
Royalty-Free Music for Cafes
Royalty-free, also known as licence-free music, is the legal way to play music in your cafe, without the high cost of a PRS PPL licence. Here at Background Sounds, we work with an international music licensing company that partners with artists all over the world to source the highest quality royalty-free music and make sure they get paid for its use. Their music is heard in over 10,000 stores worldwide.
All of the tracks we use in our music subscription service are royalty-free. This means the PRS and PPL collection agencies don’t collect royalties for the artists, so you do not need a music licence to play our music. Instead, the artists get paid via a music licensing agency.
Every playlist here at Background Sounds is curated by expert music profilers using the best royalty-free music available worldwide. The result is a library of 65+ playlists specifically curated for different moods, times of day and business types, including dedicated playlists for the cafe and coffee shop sector.
How Music Influences Customer Behaviour
Before getting into what works, it’s worth being clear about two common mistakes that are easy to make.
Don’t play your personal favourites. The music in your cafe is for your customers, not for you. Unless your taste perfectly aligns with your customer demographic and your brand, keep it off the speaker. This is a business decision, not a personal one.
Don’t play the radio, it’s rarely a good choice for background music in a commercial setting. Adverts interrupt the atmosphere you’ve worked hard to create. News bulletins, especially depressing ones, actively work against relaxation. And the music selection is out of your hands entirely. Your customers are in your cafe to enjoy themselves, not to catch the headlines.
Top Tips on Selecting Music
Slow Tempo: Encourage Customers to Stay Longer
Research shows that when customers stay longer, they spend more. A slow tempo, played at a comfortable conversational volume, creates an atmosphere that encourages people to relax, linger and order that second coffee.
Fast Tempo: Increase Table Turnover
If you need to move customers on during a busy lunch rush, for example, or when you’re approaching closing time, increasing the tempo and raising the volume slightly is a proven way to do it. Studies show that faster, more noticeable music increases customer arousal levels, which in turn increases pace and movement.
Be Volume Aware
The volume matters as much as the tempo. It needs to be low enough that your customers can hold a comfortable conversation without raising their voices, but loud enough to create a feeling of warmth and privacy. Your background music should enhance the space, not dominate it. Think background, not foreground, when it comes to volume.
Variety is Key
Your customers’ moods vary across the week, and your music should reflect that. Think about the difference between a Monday morning and a Friday afternoon. Varying your playlist across the week mirrors how your customers are already feeling and reinforces the experience you’re trying to create.
The Best Genres for Cafes and Coffee Shops
There’s no single correct answer here; the right genre depends on your brand, your customer demographic, and the time of day. That said, the following genres consistently perform well in cafes and coffee shops.
Jazz. One of the most popular choices for a reason. Slower jazz will help you to create a space where customers naturally unwind. It works across a broad age range and suits almost any cafe aesthetic, from independent speciality coffee to traditional tearoom.
Lounge & Chill. Relaxed, atmospheric and unobtrusive. Ideal for cafes where customers come to work or spend extended periods. It provides enough sonic texture to prevent awkward silence without demanding attention.
Easy Listening. A strong default choice if you’re unsure of your customer demographic or want something that works across all hours of the day.
Soul. Warm, positive and emotionally engaging without being distracting. Particularly effective in cafes with a relaxed, community feel.
Pop and Indie. Opt for a mid-low tempo to build a contemporary, familiar feel without disruptive energy. Effective with younger demographics and independent coffee shop brands.
If you’re unsure where to start, our top tip is to go instrumental. Removing vocals from the equation eliminates the risk of lyrics clashing with conversation, and it works across virtually every cafe environment.
How the Background Sounds Royalty-Free Music Service Works
Background Sounds is a web-based streaming platform. There’s no software to install and no specialist equipment required. If you have a device such as a PC, laptop, mobile or tablet and speakers, you’re ready to go.
Access to the service is via a subscription, which once active gives you full, unlimited access to our royalty-free playlist library. We keep the music fresh for you, adding new songs every month and new playlists throughout the year.
There are two subscription packages available; they offer the same great service, the only difference is how you pay.
👉 Monthly Subscription (cancel anytime) £15 (+vat) per site
👉 Annual Subscription (saver deal) £150 (+vat) per site
👋 We provide all paid members with a certificate confirming their subscription to our royalty-free music service. You will find it in your account after checkout.
FAQs – Music For Cafes
Do I need a music licence to play music in my cafe?
Yes, if you are playing mainstream commercial music. However, if you use a royalty-free music service like Background Sounds, you do not need a PRS PPL Music Licence. This is because our artists are not registered with PRS PPL.
How much does a PRS PPL licence cost for a cafe/ coffee shop?
The cost depends on your venue size and seating capacity. As an example, a cafe with less than 30 seats in a venue under 500 sqm currently costs £588 + VAT per year for a combined PRS and PPL licence. Larger venues pay more. A Background Sounds annual subscription costs £150 + VAT (regardless of the size or number of seats you have).
What type of music is best for cafes and coffee shops?
Jazz, Lounge & Chill, Easy Listening, Soul, Pop and Indie consistently perform well. The most important factor is tempo: slow tempo encourages customers to relax and stay longer, while faster tempo increases pace and table turnover. If you’re unsure, start with an instrumental selection at mid-to-low tempo.
How do I change the music at different times of day?
With Background Sounds, you can switch between playlists at any time directly from the streaming platform. Many cafe owners use a slower, more relaxed playlist during quieter morning and afternoon periods and shift to something with a little more energy during busier lunch and weekend periods.
Is royalty-free music lower quality than mainstream music?
Not at all. The royalty-free music we supply is professionally produced and curated by music profilers. It is sourced from an international licensing company whose music is played in over 10,000 stores worldwide. The quality is comparable to mainstream commercial music.
Can I try the service before committing?
Absolutely, in fact, we recommend you do. That’s why we offer a free 7-day trial with full access to our royalty-free playlist library. No card details are required, and there is no hard sell. It’s a great way to test your audio setup for streaming music and to check that our music is suitable for your business.
Free 7-Day Trial
The music you play is important, and it has to be right. That’s why we offer every customer a free 7-day trial to listen to our playlists. It’s a great way to explore royalty-free music, ensure it’s a good fit for your business and check your audio setup.
You get full access to our entire playlist library, and we’ll be on hand should you need any help getting set up. What’s more, you don’t have to add any card details, and there’s no obligation to buy.
Questions?
Do you need more guidance or want to chat? No problem, we’re always happy to chat with customers who want to explore playing royalty-free music in their business.
Get in touch, email support@backgroundsounds.co.uk
Music for Cafes – Suggested Reading
To find out more about the legal side of playing music in your cafe. Check out these articles…
- What Music Can I Play Without a Licence (UK)
- How to Avoid Paying for a Music Licence
- Do I Need a Music Licence?
About Us
Background Sounds is a specialist provider of royalty-free music. Working with small businesses looking to play music without the need to buy a PRS PPL Music Licence.
The service is offered via online streaming and can be accessed when you take a subscription. You can find out all you need to know on our home page here.
