Prepared by The Addison Group For Hampton Roads Global Commerce Council (HRGCC) In collaboration with Holly Rae Events
The Opportunity
The most successful events do more than bring people together. They create connections, celebrate achievements, and strengthen the communities they serve. The Hampton Roads Global Commerce Council plays a vital role in bringing together the business, maritime, logistics, and international trade communities that contribute to our region's economic vitality.
The Addison Group proposes a coordinated photography and video production partnership that captures the excitement of HRGCC's signature State of the Port event while creating a lasting promotional resource showcasing the Council's broader impact.
Our approach centers on two complementary productions:
State of the Port Sizzle Reel: A dynamic, engaging video highlighting the energy, people, and significance of the conference.
HRGCC Promotional Sizzle Reel: A timeless, organization-focused video communicating HRGCC's mission, connections, and influence throughout the region.
These productions will create a valuable library of visual content for event promotion, membership development, sponsorship engagement, and organizational storytelling. If you’d like to browse through our video library, click on Services > Videos on the primary navigation of this website.
Project One: State of the Port
Event Photography & Video Production
Location: The Cavalier Resort, Virginia Beach, and associated event venues
Coverage: Two-day conference and related activities
The State of the Port brings together leaders and stakeholders who contribute to the region's economic and maritime success. Our team will provide professional photography and videography, capturing the people, experiences, and important moments that define this signature event.
Wednesday, May 5: Opening Events
Kick-Off River Cruise | 2:00–4:00 PM
Guest arrivals, greetings, and boarding
Networking and candid interactions
Event hospitality and waterfront atmosphere
Emcee remarks and notable participants
Group photographs and event highlights
Taste of Virginia | 6:00–9:00 PM
Guest arrivals and step-and-repeat photographs
Registration and welcoming activities
Venue decor, branding, and sponsor recognition
Dining, networking, and candid interactions
Video footage highlighting the atmosphere and energy of the evening
Thursday, May 6: State of the Port & Networking
State of the Port Luncheon | 11:00 AM–1:00 PM
Primary production priority
Venue, stage, and event branding
Port of Virginia group photograph
Keynote speakers and presenters
Audience engagement and reactions
Sarah McCoy photo opportunities
Commerce Builder Award presentation and recipient photography
Executive leadership and networking
Significant announcements and memorable moments
Coffee Hour & Networking | 1:00–3:00 PM
Coffee and dessert hospitality
Branded event details
Candid networking and business interactions
HRGCC leadership photographs
Board member group photography
Sea & Be Seen Reception | 3:00–5:00 PM
Guest engagement and networking
Sponsor branding and venue atmosphere
Event activities and candid moments
Closing conference highlights
Production Approach
The Addison Group will coordinate a streamlined production team capable of transitioning between the conference's connected event spaces. Photography and videography will be scheduled strategically, with priority given to the State of the Port Luncheon, keynote presentations, awards, and essential group photographs. Our approach emphasizes professional coverage while minimizing interruptions to the guest experience.
State of the Port Deliverables
Professional Photography
Photography coverage of scheduled conference activities
Approximately 150–200 professionally selected and edited images, subject to event activity and shooting conditions
High-resolution digital image gallery
Images organized for convenient access and distribution
Usage rights for HRGCC's marketing, publicity, and event promotion
State of the Port Sizzle Reel
One professionally produced highlight video designed to capture the conference's atmosphere, importance, and memorable experiences.
Includes:
Approximately 60–90 seconds of finished video, with final duration guided by the preferred reference style
Dynamic editing and cinematic event footage
Professional color correction and audio mixing
Licensed music
HRGCC branding and appropriate sponsor recognition
Optimized digital video for promotional use
Two consolidated rounds of revisions
The finished production will provide an engaging promotional asset for future State of the Port events, website content, social media, and sponsorship presentations.
Project One Investment: $7,450
Project Two: HRGCC Promotional Sizzle Reel
Beyond the Event. A Lasting Story of Regional Impact.
The Hampton Roads Global Commerce Council's value extends beyond any single event. Its influence is reflected in the relationships it builds, the conversations it encourages, and the opportunities it creates for regional and international commerce.
Our second production will focus specifically on HRGCC as an organization, creating a timeless promotional video that can be used throughout the year without dependence on a particular event date.
Creative Direction
The video will highlight:
HRGCC's role in connecting business and industry leaders
The importance of regional and international commerce
Relationships and partnerships throughout Hampton Roads
Leadership, professional development, and networking
Engagement through signature events and community activities
The organization's ongoing relevance and regional influence
Rather than presenting a chronological recap, the finished video will communicate a cohesive message about HRGCC's purpose and impact.
Content Collection
The production will incorporate a combination of:
Existing Event Footage — Available video content from previous HRGCC events, including the Supply Chain Summit and other signature programs, provided by HRGCC or Holly Rae Events.
Holiday Mixer Coverage — One scheduled production session of up to three hours capturing (Date to come):
Professional networking and relationship-building
HRGCC leadership and member engagement
Event atmosphere and branded details
Candid interactions and celebratory moments
State of the Port Footage — Selected footage from the State of the Port production may also be incorporated to reinforce the Council's leadership and influence across the region.
HRGCC Promotional Video Deliverables
One professionally produced, approximately 90-second to 2-minute organizational sizzle reel featuring:
Creative storytelling and professional editing
Existing and newly captured event footage
HRGCC-branded opening and closing graphics
Licensed music and professional audio mixing
Timeless messaging without year-specific references
Full-HD master video suitable for websites, presentations, and digital promotion
Two consolidated rounds of revisions
The finished video will be suitable for ongoing use in membership recruitment, sponsor engagement, organizational presentations, and marketing campaigns.
Project Two Investment: $5,250
Combined Production Partnership
By commissioning both productions together, HRGCC benefits from coordinated creative direction, streamlined production planning, shared video assets, and consistent brand presentation.
*The preferred partnership includes both productions and all deliverables outlined above.
Optional Additional Services
The following services may be incorporated as needed:
Additional event photography or videography
Coverage of private evening functions
Additional HRGCC events throughout the year
Executive interviews and testimonial recordings
Short-form social media video adaptations
Extended promotional videos or additional edited versions
These services will be quoted individually based on the requested production scope.
Project Coordination & Terms
The Addison Group will work directly with Holly Rae Events and designated HRGCC representatives to coordinate schedules, production priorities, and creative expectations.
Scheduling: Final event dates, locations, and coverage requirements will be confirmed before production.
Staffing: A coordinated photography and videography team will be scheduled based on the approved production plan.
Production Hours: State of the Port coverage includes the listed event windows, totaling approximately 14 scheduled hours across two days. The HRGCC promotional project includes one additional Holiday Mixer production session of up to three hours.
Additional Events: Private evening events or additional functions outside the stated coverage will require a separate quote.
Existing Footage: Previously recorded material must be supplied in usable quality with appropriate rights for inclusion.
Editing: Two consolidated rounds of revisions are included for each completed video.
Delivery: Photography galleries will be delivered within approximately 7 business days of the event. Video production timelines will be mutually established following the final filming session and receipt of required assets.
Usage Rights: HRGCC will receive perpetual promotional usage rights to the delivered photographs and finished videos, subject to third-party music and asset licensing restrictions.
Payment: 50% upon acceptance, 25% before State of the Port production, and 25% before final delivery of the HRGCC promotional video.
Additional Costs: Applicable taxes, extraordinary travel expenses, specialty equipment, and services outside the approved scope are excluded.
The Addison Group Advantage
For more than 30 years, The Addison Group has helped organizations build meaningful connections through strategic marketing, creative communication, and compelling storytelling. Our approach to video production goes beyond simply documenting an event.
We focus on identifying the moments that matter, understanding the audience, and creating visual content that communicates an organization's value long after the event concludes.
We look forward to collaborating with Holly Rae Events and the Hampton Roads Global Commerce Council to capture the people, partnerships, and experiences that make this organization an important part of the Hampton Roads business community.
*Proposal valid for 30 days. Final production schedule and scope subject to mutual approval.