Gala Decor Designer

Position

Oregon Ballet Theatre seeks an experienced Gala Décor Designer to develop and execute the décor concept for OBT’s annual fundraising Gala. The Designer will create immersive event environments that support the Gala theme and enhance the guest experience while working collaboratively with OBT leadership, Development, and Production staff.  The Designer is responsible for concept development, design documentation, budgeting based on specified parameters, procurement coordination, fabrication oversight, installation planning, and on-site event support. Final creative authority rests with OBT. This role reports to the Director of Production.

Job Duties/Competencies

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Duties may include, but are not limited to:

Design Development

• Develop décor concepts that support the Gala theme and guest experience.
• Create mood boards, visual references, sketches, and presentation materials.
• Present concepts and revise designs based on feedback.
• Develop color palette recommendations and overall visual direction for event spaces.

Planning, Documentation, & Budgeting

• Prepare design packages, scaled ground plans, material specifications, and fabrication notes.
• Develop itemized cost estimates and rental/purchase recommendations.
• Identify/source rentals and supplies from vendors including delivery & strike in coordination with OBT staff.
• Recommend cost-effective alternatives when appropriate.
• Track expenditures and maintain supporting documentation.
• Work within established project budgets and approval processes.

Project Coordination & Communication

• Attend planning meetings and site visits as required.
• Provide regular project updates and meet established deadlines.
• Coordinate with OBT staff, volunteers, vendors, and venue personnel.
• Support collaborative decision-making throughout the project.

Fabrication & Event Execution

• Oversee & assist with fabrication and procurement of approved décor elements.
• Coordinate installation, event changeovers, and strike activities in coordination with OBT staff.
• Direct staff and volunteers assisting with décor setup.
• Ensure designs are practical, durable, and suitable for event operations.

Supervisory Responsibilities

Designer may provide direction to volunteers, vendors, and temporary event personnel related to décor installation and strike activities but is not an OBT supervisor and does not exercise personnel management authority on behalf of OBT.

Education & Experience

• 3-5 Years experience designing fundraising galas, special events, performing arts events, museum events, or large-scale live events.
• Experience working with nonprofit arts organizations.
• Knowledge of décor fabrication methods and materials.
• Experience coordinating with rental vendors and production teams.
• Familiarity with venue operations, load-in/load-out procedures, and event logistics.
• Experience supervising volunteers or temporary event crews.
• Experience with Portland Art Museum venues a plus.

Computer Skills:

• Windows operating systems
• Microsoft Office Suite (Word, Excel, Outlook, Teams).
• Email and video conferencing proficiency
• AutoCAD, Vectorworks, SketchUp, or similar drafting/modeling software preferred
• Experience creating scaled drawing and presentation renderings.
• Adobe Creative Suite (Illustrator, Photoshop, InDesign) or equivalent design software a plus.
• Experience with project management and scheduling platforms (e.g., Asana or similar) a plus.

Working Conditions & Schedule

Working Conditions

This role is primarily remote, with planning, design, documentation, and coordination work performed from the contractor’s preferred workspace. The contractor will be expected to attend periodic planning meetings at Oregon Ballet Theatre Studios, 720 S Bancroft St., Portland, OR 97239, and be available for site visits, load-in, event operations, and strike at The Mark Building at the Portland Art Museum, 1119 SW Park Ave., Portland, OR 97205.

Work Schedule

This is project-based, independent contractor engagement.  The contractor is responsible for managing their own schedule and determining the time and manner in which services are performed, provided all project deadline and deliverables are met.  Contractor is expected to attend period planning meetings and site visits as reasonably required, maintain regular communication with OBT staff throughout the project, be available for key project milestones, including design presentations, installation, event operations, and strike, and be available on-site during Gala load-in, event day, and load-out.  Planning for this event is conducted July through January.  Gala load-in/setup is January 29, 2027.  The Gala event and strike is January 30, 2027.

Travel

Travel is local during the day, evenings, and weekends.

Compensation

Compensation for this project is a fixed fee of $3,245.  The Gala Décor Designer will perform services as an independent contractor and is not an employee of Oregon Ballet Theatre. The contractor is responsible for all applicable taxes, insurance, licenses, permits, and business expenses associated with providing services under this agreement.

Apply

Review the full job description here.

To Apply for this role, please submit your resume and cover letter to jobs@obt.org

About Oregon Ballet Theatre

This is an exciting time to work at Oregon Ballet Theatre (OBT) – the nation’s 20th largest classical ballet company. OBT is the largest professional dance company in Oregon, employing over 300 people and attracting artists from around the globe with our reputation for excellence. The company is rooted in the traditions of classical ballet, with a repertoire that ranges from the great classics to premieres from some of the most exciting choreographic voices in the field today, including our own Artistic Director, Dani Rowe. Our mission is dedicated to the vitality of, and access to, world-class ballet performance and training in our region.

In addition to our 5-show main stage season, we introduce students to ballet and the importance of lifelong movement through our education and community engagement programs, and we train dancers from three years old to 80 years old through the professional and recreational classes at the Oregon Ballet Theatre School. Many of our students go on to successful professional careers at companies including the Joffrey, the Dutch National Ballet, and within our own organization.

Our Mission
Oregon Ballet Theatre is dedicated to fostering an enduring appreciation for dance through the pursuit of excellence in performance, training, and community programs.

Our Vision
Oregon Ballet Theatre seeks to inspire the dancer in all of us through the power of movement.