We had the same situation a few years ago and we solved it this way..
We cut the piece together with the music they wanted. When we were done, however, we gave them a master without the music. It was now their task to figure out how to play the same music from some device or, if they have any kids who are into pirating music and putting songs together, they can do a custom DVD for them.
As far as a legal document, have them purchase an insurance policy that will pay all of your legal expenses in the event that they (you) are busted. Or, have them put $50k on deposit with you.
Best thing is to say “You are asking me to break the law”. the conversation should end right there.
ASCAP-BMI has a system in place that rewards hotel A/V for info on companies that use unlicensed music at conferences.
Steve Wargo
Tempe, Arizona
It’s a dry heat!
Sony HDCAM F-900 & HDW-2000/1 deck
5 Final Cut (not quite PRO) systems
Sony HVR-M25 HDV deck
2-Sony EX-1 HD .