What Sync Libraries Do After Submission

So, you’ve sent your killer track off to a sync library. Now what? You’re probably picturing it sitting in some digital vault, waiting for a Hollywood producer to magically pluck it out.

And yeah, sometimes it feels like a black hole, right? You upload your masterpiece, hit send, and then… radio silence. You start wondering if anyone even heard it. That’s totally normal!

TL;DR: What Happens After You Submit to a Sync Library

• It’s a Process, Not Instant: Sync Libraries have tons of music. Yours needs to be cataloged and properly reviewed.
• Metadata is King: Those tags and descriptions? They’re how your music gets found.
• Human Curators are Key: Librarians are the gatekeepers, and they listen to everything.
• Placement Isn’t Guaranteed: It’s a competitive landscape, but good music increases your odds.
• There’s Always a Next Step: Even if a track isn’t taken immediately, there are ways to improve its chances.

In addition to understanding what sync libraries do after submission, it’s essential to explore the broader context of how these sync libraries can unlock new opportunities for artists and creators. A related article that delves into this topic is “Unlocking Opportunities: The Power of Sync Licensing,” which discusses the benefits of sync licensing and how it can enhance visibility and revenue for musicians. You can read more about it here: Unlocking Opportunities: The Power of Sync Licensing.

Your Music’s Journey: From Submission to the Shelf

Think of a sync library less like a storage locker and more like a super organized music store, but instead of customers, it’s music supervisors looking for that perfect sound for their next project. When you submit your music, it doesn’t just sit there looking pretty. It goes through a whole… adventure.

The Initial Welcoming Committee: Ingestion and Organization

First off, your submission needs to be properly logged. This isn’t just hitting “save.” The sync library’s system needs to take your audio file, your metadata (we’ll get to that later, it’s crucial!), and your artist details and put them into their internal database.

Upload and File Verification

This is the technical bit. They check your audio file to make sure it’s the right format, quality, and free of any weird glitches. Think of it like a bouncer checking IDs at the door – they want to make sure everything’s legitimate and up to standard.

Metadata Input and Categorization

This is where all those keywords, genres, moods, and instrumentation details you painstakingly added really shine. The sync library uses this information to categorize your track. It’s like assigning a shelf number and section in that music store. If you tagged your track as “upbeat, indie pop, female vocal, summer vibe,” that’s how they’ll find it when someone asks for “happy, summery songs with a girl singing.”

The Gatekeepers: The Sync Library’s Curation Team

This is the human element, and it’s a big one. These folks are the actual music lovers and industry pros who know what music supervisors are looking for. They’re the ones who spend their days listening to music, often in bulk.

Initial Review and Quality Control

Before your track even gets a deep dive, it’ll likely go through an initial screening. Is it well-produced? Does it sound professional? Does it fit the general vibe of their sync library? If it doesn’t pass this first sniff test, it might be rejected pretty quickly, and honestly, that’s okay. Not every track is a perfect fit for every sync library.

Deep Listening and Tagging Refinement

If your track passes the initial review, it moves on to a more in-depth listen. This is where the curator truly understands the nuances of your song. They might even add or adjust tags to make it even more searchable.

The Art of Tagging: More Than Just Keywords

This is where your music’s story is told. Think of tags like little clues. What’s the emotion? What instruments are prominent? What’s the energy level? Is it good for documentaries, commercials, or indie films? The more accurate and comprehensive the tags, the better the chance your music will be discovered by the right person.

• Mood: Happy, sad, epic, mysterious, tense, chill.
• Genre: Rock, pop, electronic, folk, hip-hop, classical.
• Instrumentation: Piano, acoustic guitar, synths, strings, drums.
• Era/Style: 80s synthwave, vintage soul, modern cinematic.
• Use Case: Background music, underscore, main theme, vocal feature.

Matchmaking: Connecting Music to Projects

Once your track is thoroughly cataloged, it sits in their searchable database, ready to be used by music supervisors. When a music supervisor has a specific need – say, a high-energy track for a car commercial or a melancholic piano piece for a dramatic scene – they’ll come to the sync library.

How Music Supervisors Search

They’ll often enter very specific search terms. They’re not just typing “cool music.” They’re typing things like “driving 90s alternative rock female vocal upbeat chorus” or “introspective solo piano emotional delicate.” Your music needs to be tagged in a way that directly matches these highly specific searches.

The Waiting Game: What You Can Expect While Waiting

So, your music is in the system. Now the waiting begins. This can be the most frustrating part for many artists. It’s easy to feel like you’re just… waiting.

Response Times: It Varies Wildly

There’s no universal timeline. Some sync libraries might get back to you with a decision on acceptance within a few weeks. Others might take months, or even a year or more. And some might never get back to you on a specific track if it’s not an immediate fit.

Factors Influencing Response Time

The volume of submissions they receive is a huge factor. If a sync library is flooded with new music, it takes them longer to get through everything. Also, the specific genre or style of your music might influence how quickly they can find a potential use for it within their existing catalog.

Rejection vs. Acceptance: It’s Not Always Black and White

A lot of artists get hung up on the idea of outright rejection. But often, it’s more about a track not being a fit at that moment or for that particular sync library’s clients.

Why a Track Might Not Be Accepted

Sometimes it’s purely sonic – the production isn’t up to snuff, or it’s too niche for their typical clients. Other times, it might be about the catalog. If they already have 50 similar upbeat indie-pop tracks, yours might not be the one they need right now. This doesn’t mean your music is bad; it just means it might be a better fit for a different sync library or a different client.

What “Acceptance” Really Means

When a sync library accepts your music, it means they believe it has the potential to be placed in projects. They’re essentially adding it to their roster of available music. It’s their endorsement that they think it’s good enough to pitch to their clients.

Please read this article for more information on what happens after you submit music for sync licensing.

What Happens When Your Music is Actually Chosen?

This is the dream scenario! You get that email (or phone call!) saying your track has been selected for a project. Exciting stuff! What actually happens behind the scenes?

The Clearance Process: The Legal Side of Things

Once a music supervisor loves your track, there’s a bit of paperwork involved. This is called the clearance process.

Music Supervisor Needs

They’ll often go to the sync library with a very specific need. So if they are looking for a song, your track will be sent to them.

Sync licensing Agreements

The music supervisor and the production company will then work with the sync library to secure the rights to use your song. This involves a sync licensing agreement, which outlines the terms of use, the territories, the duration, and the compensation.

Understanding the Sync license

This is where you (or your distributor like That Pitch) get paid! The sync license fee is negotiated between the sync library and the client. The type of sync license can vary a lot. A small indie film might pay less than a major national TV commercial.

The Royalty Stream: Beyond the Sync Fee

Getting a sync fee is fantastic, but it’s often not the end of the story. Many sync licenses also come with performance royalties.

Performing Rights Organizations (PROs)

When your music is played publicly, like on TV or in a film shown in a cinema, you’re entitled to royalties. This is where organizations like ASCAP, BMI, SESAC, or PRS for Music come in.

How PROs Collect and Distribute Royalties

The sync library ensures that your PRO is aware of the placement, and when the TV show or film airs, your PRO collects those performance royalties on your behalf and pays you your share. This is why it’s super important to be registered with a PRO as a songwriter and publisher.

After submission, sync libraries play a crucial role in the curation and promotion of music tracks, ensuring that the right pieces reach the appropriate audiences. For those interested in understanding the intricacies of selecting music for various projects, an insightful resource can be found in an article about choosing the right tracks for sync licensing. This article provides valuable tips and considerations that can enhance your approach to music selection. You can read more about it here.

What If Your Music Isn’t Chosen? Don’t Despair!

It’s easy to feel discouraged if your track isn’t immediately snatched up. But think of it as part of the long game. Not every song is a home run every time it’s at bat.

Re-Submission and Re-Evaluation

Some sync libraries allow you to re-submit music after a certain period, especially if you’ve made improvements to the track or updated its metadata. This is rarely a formal process; sometimes it’s more about staying in touch with your contact at the sync library.

Updating Metadata and Quality

If you’ve made improvements to the mix, master, or simply added more descriptive tags, it can be worth bringing it back to the sync library’s attention.

Exploring Other Sync Libraries

Not every sync library is the same. What might not be a perfect fit for one might be exactly what another is looking for. This is why diversifying your submissions is so important.

Finding the Right Niche

Research different sync libraries. Some specialize in electronic music, others in classical, some in corporate tracks. Find the ones that align with your sound.

Improving Your Tracks and Your Approach

Sometimes, the best thing you can do is take feedback (if you get any!), dust off your production skills, and create even better music.

Learning from Rejection

If you do get specific feedback, try to learn from it. Maybe your intros are too long, or your mixes are a bit muddy. Use it as a tool to improve.

Common Mistakes and How to Avoid Them

Even with the best intentions, artists can trip up. Here are a few common pitfalls to watch out for.

Sloppy Metadata: The Unsung Hero

This is probably the biggest one. You’ve poured your heart into a song, but if you’ve only tagged it with “music” and “song,” you’re making it impossible for anyone to find.

Fixer-Upper: Treat Metadata Like Your Songwriting Partner

Spend time crafting detailed, accurate, and varied tags. Think about every possible keyword someone might use to find your music.

Overly Demanding Expectations

Expecting instant placements or huge fees for every track is unrealistic. Sync licensing is a business, and it takes time and persistence.

Fixer-Upper: Be Patient and Persistent

Understand that sync is a marathon, not a sprint. Celebrate small wins and keep submitting!

Not Understanding Sync Library Niches

Submitting a death metal track to a sync library that specializes in ambient spa music is probably not going to end well.

Fixer-Upper: Do Your Homework

Research each sync library’s clientele and typical placements before you submit. Does your music align with their brand?

Not Having Clear Splits and Publishing Info

When it comes time to get paid, confusion about who owns what can cause major headaches.

Fixer-Upper: Get Your Ducks in a Row

Make sure your PRO registration is up-to-date, and that you have clear songwriter and publisher splits documented.

A Mini Case Study: Sarah’s “Morning Coffee” Track

Sarah, a singer-songwriter, had a beautiful acoustic track called “Morning Coffee.” It was mellow, heartwarming, and perfect for quiet moments. She submitted it to a few sync libraries.

Sync Library A: The “Too Niche” Rejection

Sync Library A was a massive, mainstream sync library known for placing music in blockbuster films. They listened to “Morning Coffee” but sent back a polite rejection, stating it was a bit too understated for their current needs.

Sync Library B: The Metadata Masterpiece

Sarah had put a lot of effort into tagging “Morning Coffee” with keywords like “acoustic guitar,” “female vocal,” “warm,” “introspective,” “morning,” “coffee shop,” “relaxed,” and “indie folk.” Sync Library B, which focused on lifestyle content and indie films, found her track through these exact tags.

The Result: A Placement and Royalties

Sync Library B ended up placing “Morning Coffee” in a popular streaming service’s new baking show as background music for a segment showcasing a baker preparing a complex cake. Sarah received a good sync fee and, because the show airs regularly, she’s also earning performance royalties through her PRO. This was all thanks to her meticulous metadata and understanding the right sync library for her music.

Key Takeaways: Your Sync Success Toolkit

• Metadata is your best friend. Seriously. Invest time in it.
• Patience is a virtue. Sync licensing takes time.
• Research is crucial. Know where your music fits.
• Professionalism matters. Good music and good presentation get noticed.
• Keep creating. The more quality music you have, the more chances you get.

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FAQs

What is the process after submitting materials to a sync library?

After submission, sync libraries typically go through a process of cataloging, organizing, and shelving the materials. This involves assigning call numbers, entering the materials into the sync library’s database, and making them accessible to patrons.

How do sync libraries decide which materials to add to their collection?

Sync libraries often have collection development policies that outline the criteria for selecting materials. This may include factors such as relevance to the sync library’s mission, demand from patrons, quality of content, and available budget.

What happens to materials that are not added to the sync library’s collection?

Materials that are not added to the sync library’s collection may be returned to the submitter, donated to other organizations, or discarded if they are deemed to be outdated or in poor condition.

Do sync libraries provide feedback to submitters after material submission?

Some sync libraries may provide feedback to submitters, especially if the materials are not selected for the collection. This feedback may include reasons for the decision and suggestions for improvement.

How do sync libraries ensure the safety and preservation of submitted materials?

Sync libraries have preservation and conservation measures in place to protect the materials in their collection. This may include climate control, security systems, and proper handling and storage techniques.