Group Fitness Music: What Should Instructors and Gyms Agree On?

Before the first class, the instructor and gym should agree in writing on music selection, usage rights, costs, playback equipment and arrangements for substitute instructors. They should also decide who checks the required licenses and keeps the information up to date.

A clear division of tasks explains who does what, which music can be used and how changes are handled. Check that the agreed approach also meets the music service's terms and the license conditions.

This guide helps gym owners, group fitness managers and instructors agree on music arrangements in Finland.

1. Agree who arranges music rights and licenses

Start by describing the use: what music will play, where the classes take place and whether playback comes from a service or your own files. Ask the music service to explain what its agreement covers and which rights you need to arrange separately.

Musiikkiluvat's Taustamusiikki kuntosalissa license does not cover instructor-led exercise. The fitness centre and instructor can agree which of them obtains the license for instructor-led classes. Source: Musiikkiluvat – Music licenses for fitness businesses

Musiikkiluvat's Taustamusiikki ohjatussa liikunnassa license applies to an individual location. Pricing depends on weekly class numbers and the size of the exercise space. Agree who submits and updates the required information. Source: Musiikkiluvat – Background music for instructor-led exercise

The personal Musiikkilupa liikunnanohjaajalle license covers one instructor's music use in up to 60 classes per calendar year, including copying music for those classes. If you use this license, agree how class numbers will be tracked. Source: Musiikkiluvat – Music license for exercise instructors

Record the license holder, permitted use, locations and validity. Check that the licenses and service terms suit the specific music and activities you have chosen.

2. Check copying, offline playback and online classes separately

Describe how music is prepared for a class too. Does the instructor use a playlist within the service, download music through the app's own offline mode or copy separate audio files onto a device?

Check the terms for each method. Musiikkiluvat's Toimipaikan tallennuslupa covers copying music for public performance at a specified location. It does not itself cover public performance rights. Source: Musiikkiluvat – Copying license for a business location

Agree who can prepare and use the files and how a substitute instructor gets access to the music they need. Also establish what the service requires for offline playback and how you will test it before class.

Assess music rights for online classes separately. Musiikkiluvat's exercise streaming license is an add-on for streaming music live from an in-person class within a closed online environment. It excludes class recordings and social media broadcasts. Check all conditions before use. Source: Musiikkiluvat – Background music streaming license for exercise

If you want to publish a class video or promotional video, make checking its music rights a separate task before publication.

3. Document the division of tasks and costs

The table below suggests a practical division of tasks. Adapt it to the way the gym and instructor work.

Agree separately who pays for the music service, any music licenses and additional equipment the instructor needs. Record whether these costs are included in the instructor's fee or reimbursed separately, and how additional purchases are approved.

4. Agree on playlist choices and changes

Instructors need to know how much freedom they have to choose music. The gym needs to know what music is being used across its class programme.

Agree at least:

• whether music comes from the gym's shared selection or a source proposed by the instructor
• who checks the terms of a new music source
• the approach to lyrics and music styles
• how music fits the warm-up, training sections and finish
• how customer feedback is handled.

If a class is closely built around particular music, discuss how a substitute will deliver it. Changing the music may require changes to the class plan.

5. Agree on equipment and what happens during an interruption

Decide whether to use the gym's playback device or the instructor's own device. Test the chosen setup through the gym's actual sound system.

Before the first class, check that:

• the necessary cables, adapters and charging options are available
• music plays in the correct room and the instructor can control it
• the instructor's voice is clear over the music at a suitable volume
• notifications and phone calls do not interrupt playback
• music works with the planned internet connection
• there is an agreed procedure for connection loss or equipment failure.

If the backup plan uses another device or music source, test it and confirm the rights to use its music. Name a contact who can help the instructor too.

6. Plan for substitutes and instructor changes

Substitute instructors should receive instructions and the necessary access before class. Check that the music and licensing arrangements suit the class they will deliver.

Record where substitutes can find the class plan, approved music and equipment instructions. Agree who checks playback and who should be contacted if something does not work.

When an instructor's working arrangement ends, remove access that is no longer needed and agree on returning equipment. Check the service and license terms for continued use of shared playlists and any music files.

Checklist for your shared instructions

• [ ] The music use and classes are described.
• [ ] The music service, necessary rights and person arranging them are identified.
• [ ] Payment responsibilities and any expense reimbursement are agreed.
• [ ] Reporting of class numbers and changes is agreed.
• [ ] Playlist selection and content guidelines are clear.
• [ ] The playback device, connections and microphone have been tested.
• [ ] Instructions cover substitute instructors and interruptions.
• [ ] Offline use, file copying and online classes have been checked where relevant.
• [ ] Settings after class and procedures for ending the working arrangement are agreed.

Update the instructions when the music service, class programme, equipment or working terms change.

Frequently asked questions

Who pays for group fitness music?

Record the cost split in the agreement between the instructor and gym. Separate the music service, any music licenses and equipment costs. State whether costs are included in the instructor's fee or invoiced separately.

Can an instructor play music from their own phone?

Agree on personal device use with the gym and test compatibility with its equipment. Also check the music service's terms, music rights and the effect of calls and notifications on playback.

What should be checked when a substitute takes the class?

Check the substitute's music selection, applicable rights, access to playback equipment and instructions for delivering the class. Also explain how to stop the music and leave the room ready for the next user.

Discuss your group fitness music needs with Vibeful

Tell Vibeful what classes you run, how many instructors use the music and which devices handle playback. Mention any offline use or online classes too.

Ask for confirmation of how Vibeful's music selection, terms of use and playback options fit your planned activities. Then record the agreed approach in the gym's and instructor's shared instructions.