CNSP
person
CNSP STANDARDS
REF: PR-2026-UOSM
PROPOSAL GUIDE SPECIFICATION
Official Framework & Administrative Structure for Student-Led Initiatives
EVENT PROPOSAL FORM
SECTION 1: EVENT DETAILS
1. Event Title
TechInnovate 2026: AI & IoT Student Hackathon & Showcase
2. Organised By
Student Life and Activities Association (SLAA) & Engineering Society
University of Southampton Malaysia (UOSM)
3. Start Date
16 October 2026
4. End Date
17 October 2026
5. Venue
- Primary On-Campus Location: Lecture Halls LR-1.02 and LR-1.03, University of Southampton Malaysia Campus, Eco Galleria, Iskandar Puteri, Johor.
- External Activity / Field Visit Location: Eco World Gallery & Smart Community Hub, Eco Botanic, 79100 Iskandar Puteri, Johor, Malaysia (Precise Location: 1.4348° N, 103.6190° E).
6. Time
- Day 1 (16 Oct 2026): 08:30 – 18:30 (10 hours 00 minutes)
- Day 2 (17 Oct 2026): 09:00 – 17:30 (8 hours 30 minutes)
7. Objectives
- Foster Innovation & Hands-On Technical Skills: Provide undergraduate students with an immersive, 24-hour collaborative environment to build real-world AI and Internet of Things (IoT) functional prototypes using industry-standard development boards and cloud architecture.
- Promote Industry-Academia Collaboration: Engage leading tech industry professionals, academic mentors, and external student participants to facilitate knowledge sharing, career mentorship, and practical design feedback.
- Enhance Student Engagement & Soft Skills: Develop participants' skills in project management, teamwork, emergency problem-solving, and formal technical pitching before a panel of academic and industry judges.
8. Estimated Internal Pax
- UOSM Students: 120
- UOSM Academic & Support Staff: 10
- Total Internal Pax: 130
9. Estimated External Pax
- External University Students: 30
- Industry Guests / Judges / Mentors: 10
- Total External Pax: 40
- Grand Total Participants & Crew: 170
10. Stars Pointer Estimation Request (APS Rubric Guidelines)
Point allocation request adhering to the Active Student Participation Scheme (APS) Rubric:
| Role | Requested APS Tier / Points | Number of Recipients | Total Points Allocation | Rationale & Deliverables |
|---|---|---|---|---|
| Event Project Leader (PIC) | Tier 1 (50 Points) | 1 | 50 | Overall planning, SLAA approval coordination, safety management, budget management. |
| Core Organizing Committee | Tier 2 (30 Points) | 6 | 180 | Department heads (Logistics, Tech, Marketing, Finance, Liaison, Safety). |
| General Crew / Sub-committee | Tier 3 (15 Points) | 10 | 150 | Venue setup, registration desk, crowd control, technical setup assistance. |
| Participants (Hackers) | Participant Tier (5 Points) | 150 | 750 | Active engagement in workshops, prototype building, and final project pitch. |
11. External Parties Involved
- Intel Malaysia (Iskandar Branch): Providing hardware starter kits (microcontrollers & sensors) and technical mentors.
- Universiti Teknologi Malaysia (UTM) Robotics Club: Participating external student teams and collaborative peer reviewers.
12. Invited Guests (VIPs)
- Prof. Martin Webber – Pro-Vice-Chancellor & Head of Campus, UOSM (Guest of Honour)
- Dr. Sarah Ahmad – Associate Professor, Faculty of Engineering and Physical Sciences, UOSM (Academic Judge)
- Ir. Tan Boon Leong – Senior Director of IoT Solutions, Intel Malaysia (Keynote Speaker & Industry Judge)
13. Event Description
TechInnovate 2026 is a two-day hybrid hackathon and workshop event designed to push the boundaries of student engineering and soft software design. Participants will work in teams of 3–4 to develop smart city and environmental monitoring tools using hardware provided on-site.
A. Sponsorship & Financial Declarations
The event is sponsored by Intel Malaysia (providing RM 1,500 in direct cash sponsorship towards cash prizes, plus hardware trial kits). Sponsorship agreements and bank transfer confirmations are attached in the supporting documentation folder.
B. Catering, Food Handling & Safety Compliance
Food and beverages for Day 1 and Day 2 lunch breaks will be provided by Delight Gourmet Catering Sdn Bhd. * Food Handlers Certificate: Included in supporting files (Certificate No: FHC-2026-8892). * Typhoid Vaccination Proof: All 4 catering staff assigned to campus delivery possess valid Typhoid Vaccination records (verified expiry: Nov 2027). * Public Liability Insurance (COI): Vendor holds a policy coverage of up to RM 500,000 under MSIG Insurance (Policy No: P-88203-PLI). * Official Vendor Quotation: Attached (Quotation #DGC-2026-0914).
C. Competition Judging Rubric & Transparency
All hackathon submissions will be evaluated using a standardized 100-point rubric assessing: * Technical Complexity & Code Execution (30%) * Innovation & Originality (25%) * Practical Feasibility & Sustainability (20%) * User Experience & Design (15%) * Pitch Presentation & Q&A (10%)
The complete evaluation rubric and scoring sheet template have been pre-uploaded to the shared Google Drive link for committee and judge transparency.
D. External Off-Campus Field Trip & UOSM Staff Supervision
On Day 2 (10:30 – 12:30), a subset of 40 participants will take an educational field visit to the Eco World Gallery & Smart Community Hub to observe commercial smart-grid installations. * Mandatory Academic Staff Supervision: In compliance with UOSM external trip guidelines, Dr. Sarah Ahmad (UOSM Senior Lecturer) will accompany the group as the designated university staff-in-charge throughout the entire duration of the off-campus visit.
14. Promotion Method
- WhatsApp Community Broadcasts: Weekly teasers and registration links distributed across UOSM cohort groups.
- Social Media Campaigns: Instagram posts, stories, and LinkedIn event updates hosted via the official
@uosm_slaaand@uosm_engsochandles. - Physical Promotional Booth: Campus Foyer booth operating from 1 October to 10 October 2026 for physical registration, query handling, and hardware preview.
- Flyers & Posters: Digital screens across campus corridors and A3 printed posters on official SLAA bulletin boards.
- Direct Email Marketing: Mass student email broadcast dispatched via UOSM Student Communications Office.
15. Pre-Event Planning & Coordination Schedule
| Timeline / Date | Action Items & Operational Milestones | Person-in-Charge (PIC) |
|---|---|---|
| Month -2 (16 Aug 2026) | Finalize event proposal, submit SLAA documentation, lock venue bookings (LR-1.02 & LR-1.03). | Project Leader |
| Month -1.5 (01 Sep 2026) | Secure external sponsorship (Intel Malaysia), issue formal invitations to VIPs and judges. | Industry Liaison Officer |
| Month -1 (16 Sep 2026) | Open online student registrations; launch Instagram teaser campaign and campus flyers. | Marketing Lead |
| 3 Weeks Prior (25 Sep 2026) | Finalize catering menu and confirm Food Handler/Typhoid certs with Delight Gourmet Catering. | Logistics Lead |
| 2 Weeks Prior (02 Oct 2026) | Close team registrations; conduct pre-event safety briefing with core committee. | Risk & Safety Officer |
| 1 Week Prior (09 Oct 2026) | Perform dry run of AV system, code repositories, and venue power extension grids. | Technical Lead |
| 1 Day Prior (15 Oct 2026) | Venue setup (tables, wiring, banner placement, registration desk, VIP lounge prep). | Whole Committee |
16. Event Day Agenda (Tentative Schedule)
Day 1: Friday, 16 October 2026
- 08:30 – 09:00: Participant Registration & Goodie Bag Distribution (Foyer)
- 09:00 – 09:30: Opening Ceremony, Keynote Address by Ir. Tan Boon Leong (LR-1.02)
- 09:30 – 10:00: Hackathon Problem Statement Reveal & Safety Briefing
- 10:00 – 13:00: Hacking Session 1 & Hardware distribution
- 13:00 – 14:00: Lunch Break & Networking (Catered by Delight Gourmet Catering)
- 14:00 – 16:30: Hacking Session 2 & Technical Mentorship Rounds
- 16:30 – 18:30: Mini Workshop: Building Edge AI Systems with Python
- 18:30: Day 1 Wrap-up & Day 2 Briefing
Day 2: Saturday, 17 October 2026
- 09:00 – 10:30: Final Sprint & Prototype Polishing
- 10:30 – 12:30: Parallel Session: Educational Field Visit to Eco World Smart Hub (Group A, supervised by Dr. Sarah Ahmad) / Mentorship Pitching (Group B)
- 12:30 – 13:30: Lunch Break (Catered)
- 13:30 – 15:30: Live Project Demonstrations & Final Judging Panel (LR-1.02 & LR-1.03)
- 15:30 – 16:30: Score Aggregation & VIP Tea Break
- 16:30 – 17:30: Award Presentation Ceremony, Closing Remarks by Prof. Martin Webber, & Group Photo
17. Expenses Breakdown
| Item Description | Unit Cost (RM) | Quantity | Total Cost (RM) |
|---|---|---|---|
| Catering: Lunch Box & Drinks (Day 1 & Day 2) | 12.00 | 340 meals | 4,080.00 |
| Cash Prizes: 1st Place (RM 1,000), 2nd Place (RM 600), 3rd Place (RM 400) | Lump Sum | 3 teams | 2,000.00 |
| Trophies & Certificates: Custom Acrylic Trophies + Printed Certs | Lump Sum | 3 sets + 170 certs | 450.00 |
| Hardware & Consumables: Sensors, breadboards, jumper wires | Lump Sum | 25 kits | 600.00 |
| Marketing & Deco: Vinyl Banners, Backdrop, Photo Props | Lump Sum | Various | 350.00 |
| VIP Appreciation Gifts: Plaque and local souveinrs | 60.00 | 3 guests | 180.00 |
| Logistics & Emergency Supplies: Extension cords, first aid refills | Lump Sum | Various | 140.00 |
| TOTAL EXPENSES | RM 7,800.00 |
18. Revenue Breakdown
| Revenue Source | Details | Total Amount (RM) |
|---|---|---|
| External Sponsorship: Intel Malaysia | Direct Cash Sponsorship | 1,500.00 |
| Participant Registration Fees: Internal UOSM | RM 25 x 120 pax | 3,000.00 |
| Participant Registration Fees: External | RM 40 x 30 pax | 1,200.00 |
| Co-organising Club Contribution: Engineering Society Fund | Allocated Internal Budget | 1,400.00 |
| SLAA Allocated Funds: Management Grant Request | Claim from RM 700 pool limit | 700.00 |
| TOTAL REVENUE | (Balanced with Total Expenses) | RM 7,800.00 |
19. SLAA Funds Request
- Amount Requested: RM 700.00
- Justification: Requesting the maximum allocation of RM 700.00 from the SLAA allocated fund pool to cover catering deposit fees for UOSM student participant lunches.
20. Supporting Files
- Google Drive Folder: TechInnovate 2026 - Master Supporting Documents
- Sub-file 1: Official Vendor Quotations (Delight Gourmet Catering)
- Sub-file 2: Food Handlers Certificates & Typhoid Vaccination Records
- Sub-file 3: Public Liability Insurance (COI) Certificate
- Sub-file 4: Intel Sponsorship Memorandum of Understanding (MoU)
- Sub-file 5: Hackathon Detailed Judging Rubric & Scorecards
- Sub-file 6: Off-Campus Staff Supervision Consent Form (Dr. Sarah Ahmad)
SECTION 2: MANAGEMENT DECLARATION & RISK ASSESSMENT
21. Administrative Metadata
- Assessor: UOSM Safety & SLAA Approval Committee
- Responsible Manager: Head of Student Life and Activities Association
- Location: University of Southampton Malaysia (Eco Galleria Campus) & External Site
22. Manager Declaration
- Event Person-in-Charge (PIC) Name: Alex Tan Wei Ming
- Initials: ATWM
- Date of Signature: 31 August 2026
23. User Declaration
- Applicant Name: Alex Tan Wei Ming
- Initials: ATWM
- Date of Signature: 31 August 2026
24. Hazards and Risks Assessment Matrix
| Potential Hazard / Risk Event | Inherent Risk Level | Risk Controls & Mitigation Measures | Residual Risk Level |
|---|---|---|---|
| Overcrowding or venue capacity breach | Medium | Pre-approved attendee cap (170 max), ticketed QR entry system, controlled access points, coordination with venue security staff. | Low |
| Slips, trips, and falls (decor, lighting, cables) | Medium | Clear walkways, secure cable taping and rubber bridge covers, safe placement of décor, mandatory pre-event venue inspection. | Low |
| Alcohol-related incidents or misconduct | Medium | Alcohol is strictly banned across all event premises, adherence to UOSM policies, clear behavioral expectations in welcome pack, committee monitoring. | Low |
| Medical emergencies | Medium | On-site first aid kit with trained committee first-aiders, emergency medical contacts pre-listed on event badges, clear response procedures briefed. | Low |
| Fire or evacuation emergency | Low | Venue fully compliant with fire safety regulations, clear illuminated exit signage, pre-event committee awareness of evacuation assembly points. | Low |
| Electrical or sound equipment malfunction | Medium | Use of licensed AV vendor equipment, complete technical load testing prior to event, on-site technical support staff on standby. | Low |
| Security concerns or unauthorised entry | Medium | Wristband/QR ticket verification at registration, committee and venue security presence at entry doors, strict access control. | Low |
| Reputational risk (event conduct, presentation issues) | Medium | Clear programme structure, pre-screened presentation slides, speaker rehearsals, enforced code of conduct, responsible hosting. | Low |
| Financial loss (overspending or poor ticket sales) | Medium | Pre-approved budget, real-time expenditure tracking by treasurer, conservative attendance forecasting, dual-signoff financial controls. | Low |
| Delay or disruption to programme schedule | Medium | Detailed run sheet with explicit time buffers, designated stage manager and programme coordinator tracking timing. | Low |
| Weather disruption (if guests travel between venues) | Low | Indoor venue selection for primary track, communication of clear directions and timing buffers for external site travel. | Low |
| Data privacy & cybersecurity breach (participant data) | Low | Limited access to attendee registration data, reliance on trusted GDPR/PDPA compliant platforms, data securely deleted 30 days post-event. | Low |
SECTION 3: RESIDUAL RISK CONCLUSION
Negligible
With all proposed control measures, safety protocols, and university staff supervision in place, the overall residual operational and safety risk of the proposed event is evaluated to be Negligible.