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Your commitments

Eighteen things the course asks of a client, from writing the brief in Michaelmas to returning borrowed hardware after the exhibition.

Before the course — Michaelmas term

  • Write and send your design brief to the project organisers — before the briefing lecture, Mon 16 Nov 2026
  • Name the person who will act as client for the team — with your brief
  • Check you can commit to four meetings across Lent term — before submitting

Getting started — Weeks 1–2 of Lent

  • Reply to the team contact person's introduction — week 1, from Thu 21 Jan 2027
  • Hold Client Meeting 1 — clarify goals and requirements — week 1, 21–27 Jan 2027
  • Supply any data, credentials, accounts or proprietary information the team needs — as early as possible
  • Arrange any hardware the project depends on — as early as possible

During the build — Weeks 2–6 of Lent

  • Read the draft Functional Specification and Project Plan — ≥24 hours before Meeting 2
  • Hold Client Meeting 2 — agree the scope while it can still change — week 2, 28 Jan – 3 Feb 2027
  • Read Progress Report 1 — ≥24 hours before Meeting 3
  • Hold Client Meeting 3 — discuss progress — week 4, 11–16 Feb 2027
  • Read Progress Report 2 — ≥24 hours before Meeting 4
  • Hold Client Meeting 4 — discuss progress — week 6, 25 Feb – 3 Mar 2027

Wrap-up — Weeks 7–8 and after

  • Watch the project videos and vote for your favourites — Mon 15 – Wed 17 Mar 2027
  • Attend the exhibition and awards — Wed 17 Mar 2027
  • Read the Final Group Report — by Wed 17 Mar 2027
  • Arrange the return of any hardware you lent — after the project
  • Discuss copyright, IP and any continuation with the team — final meeting or afterwards

Meeting 2 is the one that matters most

It is where the functional specification and project plan are agreed. After that the team is working to a fixed 60-hour-per-member budget and a fixed end date, so it is the last comfortable moment to say "this is too ambitious" or "this isn't quite what we need". If you can only prepare properly for one meeting, make it this one.

Scheduling, format and attendance

  • The team books them

    It is each group's responsibility to liaise with you and arrange each meeting inside the required week. Expect the contact person to get in touch.

  • In person or virtual

    Both are fine. Students have reserved slots from 11:00–13:00 on Tuesdays and Thursdays in Lent term for co-ordination, which often suits meetings too.

  • You can ask for more

    Clients — not groups — may propose more frequent short meetings, but there must be at least the four specified.

  • Documents arrive first

    Each formal document is a PDF, emailed before noon on the day preceding the meeting, so you have time to read it properly.

If a meeting can't happen, tell the organisers

Attendance at all four meetings is compulsory for students and missing one puts their ticks at risk, so a cancelled or unanswered meeting has real consequences for the team. If you become unavailable, email group-project@cl.cam.ac.uk as early as you can so it can be sorted out.