XHack 2026 — Financial Report

XMUM Coding Club | November 2026 | Theme: AI for SDGs

Event Date
21 Nov 2026
Target Teams
30 Teams
Finalists
40 (fixed)
VVIPs
10 (fixed)
Registration Fee
RM 40 / RM 20
Club Fund
RM 400

Prize Pool — Two Versions

Version A — RM 2,500

1st PlaceRM 1,500
2nd PlaceRM 700
3rd PlaceRM 300
TotalRM 2,500

Version B — RM 3,500

1st PlaceRM 2,000
2nd PlaceRM 1,000
3rd PlaceRM 500
TotalRM 3,500

Full Expense Breakdown

6.1 Offline Promotion Expenses

ItemQtyUnit (RM)Total (RM)Status
Snack Wrapper305.00150.00Discretionary
Snacks303.0090.00Discretionary
Posters216.0032.00Essential
Banners140.0040.00Essential
Bunting Stands130.0030.00Essential
Subtotal342.00
Without discretionary102.00

6.1b Participant Merchandise (NEW)

ItemQtyUnit (RM)Total (RM)Status
T-Shirt + Lanyard + Card Holder + Card5020.001,000.00Discretionary
40 participants + 10 VVIPs

6.2 Final Day Hackathon Expenses (excl. prizes)

ItemQtyUnit (RM)Total (RM)Status
Lanyard (Malaysia Prize)407.90316.00Discretionary
Food & Beverages (40 pax + 10 VVIP)5015.00750.00Discretionary
Decorations1200.00200.00Variable
Cash Boards360.00180.00Essential
Trash Plastic Bags12.002.00Essential
Subtotal1,448.00
Without discretionary382.00

6.3 Miscellaneous Expenses

ItemQtyUnit (RM)Total (RM)Status
Miscellaneous Expenses1200.00200.00Variable
Website Domain110.0010.00Essential
Zoom Business190.0090.00Discretionary
Subtotal300.00
Without discretionary210.00

6.4 Committee Expenses (Self-Funded)

ItemQtyUnit (RM)Total (RM)Status
Committee T-Shirts5015.00750.00Paid by committee
ID Card501.3065.00Paid by committee
Committee Certificates423.00126.00Paid by committee
Subtotal941.00

Expected Inflow

ItemQtyUnit (RM)Total (RM)
Participant Fee (3–4 pax team)3040.001,200.00
Club Fund—400.00400.00
Committee T-Shirts (self-funded)5015.00750.00
Committee ID Card (self-funded)501.3065.00
Committee Certificates (self-funded)423.00126.00
Total Inflow2,541.00
Net inflow (excl. committee self-funded)1,600.00

Financial Summary — Side by Side

Version A — RM 2,500 Prizes

CategoryFull (RM)Essential (RM)
Offline Promotion342102
Participant Merchandise1,000—
Final Day (excl. prizes)1,448382
Miscellaneous300210
Prize Pool2,5002,500
Total Expenses5,5903,194
Expected Inflow(2,541)(1,600)
Net Funding Needed3,0491,594

Version B — RM 3,500 Prizes

CategoryFull (RM)Essential (RM)
Offline Promotion342102
Participant Merchandise1,000—
Final Day (excl. prizes)1,448382
Miscellaneous300210
Prize Pool3,5003,500
Total Expenses6,5904,194
Expected Inflow(2,541)(1,600)
Net Funding Needed4,0492,594

Sponsorship Needed by Scenario

Variables: Teams (20–40) × Prize Pool (RM 2,500 / RM 3,500) × Budget Level

Color Key (Sponsorship Combo Needed): ■ Green = 1 Platinum (RM 3K) covers it   ■ Yellow = 1 Platinum + 1 Gold (RM 5K)   ■ Red = 2 Platinum (RM 6K+)

Scenario 1 — Essential Only

Teams →2025303540
Prize RM 2,5001,6941,4941,2941,094894
Prize RM 3,5002,6942,4942,2942,0941,894

Scenario 2 — Essential + Variable

Teams →2025303540
Prize RM 2,5002,0941,8941,6941,4941,294
Prize RM 3,5003,0942,8942,6942,4942,294

Scenario 3 — Full Budget (All Discretionary)

Teams →2025303540
Prize RM 2,5003,4383,2783,1182,9582,798
Prize RM 3,5004,4384,2784,1183,9583,798

Sponsorship Tiers (What Each Tier Gives You)

TierAmountRealistic Role
BronzeRM 300–999Helps offset essential costs only
SilverRM 1,000–1,999Covers essentials + some variable
GoldRM 2,000–2,999Strong contributor, covers most scenarios
PlatinumRM 3,000+Title sponsor — covers majority of budget

What Sponsorship Combo Do You Need? (30 Teams)

Budget LevelPrizesTotal ExpensesSponsorship NeededMinimum Combo
Essential OnlyRM 2,500RM 2,920RM 1,3201 Silver ✅
Essential OnlyRM 3,500RM 3,920RM 2,3201 Gold ✅
Essential + VariableRM 2,500RM 3,320RM 1,7201 Silver ✅
Essential + VariableRM 3,500RM 4,320RM 2,7201 Gold ✅
Full BudgetRM 2,500RM 4,320RM 2,7201 Gold ✅
Full BudgetRM 3,500RM 5,320RM 3,7201 Platinum + 1 Silver ✅

Platinum Coverage Analysis (30 Teams)

Scenario Breakdown (30 Teams)

ScenarioWhat's IncludedPrizesSponsorship NeededPlatinum Only (RM 3K)Platinum + Silver (RM 4K–5K)
EssentialVenue, certs, insurance, marketing, website, ZoomRM 2,500RM 1,320✅ Surplus RM 1,680✅ Surplus RM 2,680
EssentialVenue, certs, insurance, marketing, website, ZoomRM 3,500RM 2,320✅ Surplus RM 680✅ Surplus RM 1,680
Essential + VariableAbove + decorations, misc expensesRM 2,500RM 1,720✅ Surplus RM 1,280✅ Surplus RM 2,280
Essential + VariableAbove + decorations, misc expensesRM 3,500RM 2,720✅ Surplus RM 280✅ Surplus RM 1,280
Full (Ess + Var + T-Shirt)Above + T-shirt, lanyard, card (50 pax × RM 20)RM 2,500RM 2,720✅ Surplus RM 280✅ Surplus RM 1,280
Full (Ess + Var + T-Shirt)Above + T-shirt, lanyard, card (50 pax × RM 20)RM 3,500RM 3,720❌ Short RM 720✅ Surplus RM 280

Key Findings

Platinum alone (RM 3,000): Covers Essential, Essential + Variable, and Full Budget with RM 2.5K prizes. Short RM 720 on Full Budget + RM 3.5K prizes.

Platinum + Silver (RM 4,000–4,999): Covers ALL 6 scenarios with healthy buffer. This is the recommended minimum combo.

Recommended Sponsor Combos (30 Teams)

ComboTotal RangeRM 2.5K FullRM 3.5K FullVerdict
1 Silver + 1 SilverRM 2,000–3,998✅ Surplus RM 280+❌ Short RM 720–2,720Essential only
1 Gold + 1 SilverRM 3,000–4,998✅⚠️ Tight on FullGood fit
1 Platinum + 1 SilverRM 4,000–4,999✅ Surplus RM 280+✅ Surplus RM 280+Recommended
1 Platinum + 1 GoldRM 5,000–5,999✅✅ Surplus RM 1,280+Safe + buffer
2 PlatinumRM 6,000+✅✅Dream scenario
⚠️ Contingency Plan: If unable to secure minimum RM 1,320 sponsorship (essential, RM 2.5K prizes, 30 teams), the hackathon will be delayed to April 2027 and sponsorship search will continue.

Prepared by: XHack Financial Committee

Date: July 2026

Note: All figures based on 30 target teams, 40 finalists, 10 VVIPs. Discretionary items can be cancelled if unfunded.

📎 Quick Links

📊 Financial Report← You are here
📈 Scenario TablesAll scenario breakdowns
📝 Changes LogWhat was updated
💰 Sponsorship DecisionsSource of truth
🎯 Sponsor BenefitsFixed + Adjustable tiers
❓ Open QuestionsGaps to resolve